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Operations Coordinator

Employer
Agnes Scott College
Location
Georgia, United States
Salary
Salary Not Specified
Posted Date
Jul 12, 2022

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Position Type
Administrative, Student Affairs, Other Student Affairs, Residence Life, Student Activities & Services
Employment Type
Full Time
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Office: Residence Life

Reports to: Director of Residence Life

Work Period: 12 Month

Hours: Full Time

Overtime: Exempt

Job Grade: 7

General Summary: Manages the daily operational functions of the residence halls, office projects, and manages administrative functions for the office within the guidelines of applicable laws, and college and division and office policies and procedures. The coordinator serves in a high student contact position which requires enthusiasm and commitment for working with students, and being responsive to students' concerns, and other internal constituents - i.e. faculty, staff, and administrators. Reports to the Director of Residence Life and works with RL colleagues, faculty, staff, students, parents and off campus vendors and contacts.

Essential Job Functions:

  1. Participates in the On-Call Duty Rotation
  2. Manages daily operations by performing administrative tasks and procedures in support of the Office of Residence Life.
  3. Hires, trains and evaluates student office assistants.
  4. Monitors and administers desk operations, and general department procedures and systems.
  5. Exercises discretion and independent judgment with regard to matters of significance.
  6. Initiates, processes, submit, and maintain records for requisitions, purchase orders and reimbursements.
  7. Oversees the maintenance work order and damage billing process for the halls, while working collaboratively with facilities to address residence area needs and issues.
  8. In consultation with the Director of Residence Life, coordinates the thorough, timely, and accurate completion of all reports and other administrative functions in accordance with office standard operating procedures.
  9. Maintains an accurate key bank for all halls, coordinates facility logistics for student check-in and check-out process during breaks.
  10. Serves as an advocate for quality management of residence hall facilities by reporting maintenance issues to Facilities.
  11. Reviews and evaluates maintenance and custodial needs via regular building tours, room inspections, work-orders, in order to ensure safety, maintenance and appearance of the residence halls.
  12. Submits maintenance work orders and custodial requests.
  13. Remains available to students to address their concerns, questions, or issues appropriately, and makes referrals to appropriate university resources, as warranted.
  14. Prepares flyers and other marketing materials for Office of Residence Life events.
  15. Publicizes departmental events via use of social media and office web site;
  16. Assists with updating office and/or student publications (e.g. housing contracts, residence life handbook, etc.).
  17. In consultation with the Director of Residence Life or designee, maintains RA & GA staff duty schedule, including office hours and on-call duty.
  18. Establishes and maintains communication with other campus offices/departments and respond to issues concerning residential students.
  19. Assists with the organization and coordination of the move-in process as well as managing the 12-month coverage needs of the residence halls operations.
  20. Coordinates with Conference and Special Events regarding summer activities and services in the residence halls.
  21. Assists with Orientation Programs, as well as Admissions Open House and other special events.
  22. Maintains daily office hours in the Office of Residential Life.
  23. Coordinates an annual calendar of events in Residence Life
  24. Manages other administrative projects and team assignments.
  25. Attends weekly Residence Life staff meetings and one-on-ones with supervisor.
  26. Serves on division-wide committees in consultation with and approved by supervisor.
  27. Travels for professional development.


REQUIREMENTS

Education
  • BA or BS required. Knowledge of Residence Life and/or experience in Student Affairs required.
Experience
  • Minimum two years of administrative, project and facilities management experience. Preference will be given to individuals who have previously worked in higher education settings.
Knowledge/Skills/Abilities:
  • Position requires availability to work evenings, late nights, and weekends.
  • Excellent verbal and written communication skills, strong organizational and administrative skills, and close attention to detail.
  • Considerable knowledge of modern office procedures and familiarity with standard office equipment and multi-line telephone systems.
  • Experience as a resource for students seeking support and referral to other resources on campus.
  • Familiarity with office/departmental policies and procedures in an academic setting.
  • Proficiency in Windows-based computer applications: MS Word, Excel.
  • Knowledge of web design a plus.
  • Demonstrated ability to work independently and maintain confidentiality
Other:
  • Irregular and on-call hours are required
  • Due to the nature of the position and on-call responsibilities the Operations Coordinator is required to live in an apartment within the college's apartment complex adjacent to campus.
  • Required to serve with on-call responsibilities, including a rotating duty schedule with other staff, which includes crisis management and emergency response.
  • May supervise and/or train designated personnel.
  • Possess or have ability to obtain a valid Georgia state operator/driver's license for the type vehicle or equipment operated.
PHYSICAL DEMANDS

Intermittent sitting, standing, stooping, crouching, walking, occasional moving of light objects. Work is performed in an office.

DISCLAIMER
The preceding job 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 to this job. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

APPLICATION PROCESS
Please apply online. Position is posted until filled. Due to the overwhelming response to the college's staff openings we are unable to respond personally to individual telephone inquiries. No faxed submissions please.

EEO
Agnes Scott College does not discriminate on the basis of, race, color, national origin, religion, sex, sexual orientation, age, veteran status, disability or genetic information, gender identity and gender expression or any other characteristic protected by law in its employment. Agnes Scott College has a strong commitment to diversity and urges members of underrepresented groups to apply.

Health & Safety Measures

All persons hired by Agnes Scott College must submit proof of COVID-19 vaccination prior to starting employment unless they have been granted an exemption based upon a medical or religious reason.

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