Operations Assistant, Dean of Students & Student Life



Job Description:

The Operations Assistant will provide an array of administrative and technical support to the dean of students, vice president for student life, and other applicable administrators. Reporting to the dean of students, the operations assistant will coordinate and cooperate with other University offices and departments in providing the services needed to support a dynamic and fast-paced campus community. The position requires strong customer service skills, assertive leadership, and communication skills and the ability to work on a team. In addition, this position takes appropriate actions to support a diverse workforce and participates in efforts to create a respectful, inclusive, and welcoming work environment. Ideal candidates will embody the University's Jesuit vision, mission and values as a foundation for their interactions with members of the University community as well as external parties.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES :

Support general office operations

  • Provide front desk support, greeting, assisting, and referring students, faculty, staff, and others who contact the office via telephone, email, or in-person.

  • Maintain calendars, and schedule appointments and meetings for administrators.

  • Attend necessary meetings and inform office staff of relevant information.

  • Coordinate logistics including, but not limited to, making appropriate room reservations, catering orders, and audio and visual setup for programs and events.

  • Attend workshops for training as requested.

  • Communicate effectively with supervisor concerning pertinent office and/or University matters.

  • Establish and maintain effective working relationships with peers in other offices.

  • Maintain information as required for office, divisional, and University initiatives.

  • Record and disseminate minutes for meetings as needed.

  • Promote the proper utilization of equipment and materials.

  • Notify supervisor immediately of any unsafe working conditions.

  • Perform additional duties as assigned; work on occasional weekends and/or weeknights to support operations and/or events; duties, responsibilities, and activities may change at any time with or without notice.

  • Provide coverage for other departments in the absence of designated staff.



Organize budgetary and financial processes

  • Manage and maintain all budgets related to the dean of students and vice president for student life.

  • Coordinating budgetary and financial operations including, but not limited to, monitoring budget availability throughout the budget cycle, creating purchase requisitions and supplier requests, reconciling procurement card expenses, and processing stipends and other payments.

  • Execute pre-hire process for student employees.

  • Maintain a record of vendor/third-party contracts and agreements.

  • Report to direct supervisor any concerns with budget.

  • Assist and support other applicable administrators within the office.



Provide support for student conduct

  • Utilize the Maxient student conduct software to document and process conduct cases, and track conduct sanctions to ensure completion.

  • Assist in maintaining accurate student conduct records including appeal deadlines, assigned outcome due dates, overdue cases, as well as placing and removing record holds for overdue sanctions



Organize and execute recurring communication

  • Distribute dean of students’ correspondence and notifications.

  • Distribute divisional announcements.

  • Update departmental webpages.



QUALIFICATIONS :

Education

  • Associate degree or equivalent educational experience required. Bachelor's degree preferred.



Experience

  • Ideal candidates will possess two to three years of experience providing administrative and operational support.

  • Proficient computer skills required in MS Word, Excel, Power Point, and Outlook. Experience with collaborative software and/or programs (e.g., Zoom, Google Docs, Dropbox, and Quip). Knowledge of Banner and Workday is preferred.



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Knowledge and skills

  • Advanced verbal and written communication, and proofreading skills.

  • Excellent interpersonal skills are essential.

  • Demonstrated computer and technological skills.

  • Excellent organizational and management skills; ability to self-manage multiple tasks, priorities, and deadlines and adjust as necessary.

  • Ability to work collaboratively and effectively with multiple constituencies, including students, parents/families, and other campus colleagues.

  • Able to be self-motivated to start and/or complete projects independently. Able to seek direction when needed.

  • Strong analytical ability, sound judgment, and the ability to handle diverse and difficult situations with sensitivity and objectivity.

  • Use of tact, diplomacy, discretion and judgment in regular contact with faculty, staff, student and others within and outside the university.

  • Advanced knowledge of administrative concepts, principles, and practices.



WORKING CONDITIONS/PHYSICAL REQUIREMENTS :

General open office and campus environment. Position involves sitting, although frequent movement is necessary. Computer usage involving repetitive hand/wrist motion is also necessary.

Other:

This position is based at Fairfield University’s Fairfield, CT campus.

Duties may be changed and/or be added at any time.

Disclaimer: The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job.

Category:

Student Affairs - Staff

All offers of employment are contingent upon a satisfactory background check.

Fairfield University is an Equal Opportunity/Affirmative Action employer, committed to excellence through diversity, and, in this spirit, particularly welcomes applications from women, persons of color, Veterans, and members of historically underrepresented groups. The University will provide reasonable accommodations to all qualified individuals with a disability.

Load a resume or CV first, then upload supporting documents including a cover letter at the bottom of the third page under the "My Experience" section where it says to upload a Resume/CV. You will be able to upload up to 5 other documents in this section. You will be unable to edit your application, so please have all documents available before applying. Faculty Positions : If you need to upload more than 5 documents, please either combine them to upload or email the additional documents to the applicable contact in the job description. Staff positions : If you need to upload more than 5 documents, please either combine them to upload or email them to hr@fairfield.edu

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