Operations Assistant, Student Diversity & Multicultural Affairs

Fairfield University is a co-educational, comprehensive Jesuit university with a 200-acre campus located along the scenic shoreline community of Fairfield, CT. The University is comprised of approximately 3,500 undergraduate and 1,200 graduate students pursuing degrees within 5 schools: The College of Arts and Sciences, The Charles F. Dolan School of Business, The School of Engineering, The Marion Peckham Egan School of Nursing and Health Studies, and School of Education and Human Development. As an expression of our Jesuit, Catholic mission and identity, Fairfield embraces a liberal humanistic approach to education, encouraging critical thinking, cultivating free and open inquiry, and fostering ethical and religious values.

Job Description:

The Office of Student Diversity and Multicultural Affairs seeks to develop and implement programs and services that will increase the engagement of students in activities that promote and foster an inclusive living and learning community. Students will obtain a greater understanding and appreciation of diversity, multiculturalism, and social justice through participation and celebration in a variety of activities.

Essential Functions and responsibilities: The operations assistant position is a full-time, twelve-month position designed to provide administrative support to the department leadership team, overall function of the office and support traditionally underrepresented populations within the Fairfield University student body. The operations assistant performs office-related operational functions and is responsible for the general office communication. This role aids in the planning and implementation of office programs and services, assists the director in daily office operations and provides support for students utilizing the programs and services of the Office of Student Diversity & Multicultural Affairs.

General Office Operations
• Provide front desk support, greeting, assisting, and referring students, faculty, staff, and guests who contact the office via telephone, email, zoom, or in-person
• Coordinating the daily operations of the office
• Sorting and distributing mail
• Developing and maintaining a filing system
• Ordering and assessing office supplies
• Maintain calendars, and schedule appointments and meetings for administrators
• Attend necessary meetings and inform office staff of relevant information
• Attend workshops for training as requested
• Communicate effectively with supervisor concerning 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 correspondence, memos, lists, charts, reports, meeting minutes, and other materials

Perform additional duties as assigned by the Director or Associate Director of the office of Student Diversity & Multicultural Affairs; 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.

Data Collection
• Monitors demographic and retention information, and prepares semester reports.
• Assists the director with recruitment, retention, and persistence of all student populations within the purview of the office.

Supervision
• Supervise and train students in our federal work study program
• Evaluate performance, scheduling work periods, and overseeing flow and work quality of student workers

Financial Planning / Budgeting
• 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 workers
• Maintain a record of vendor/third-party contracts and agreements
• Report to direct supervisor any concerns with budget
• Generate financial reports on a monthly basis

Programming
• Coordinate monthly newsletters & weekly announcement through various software including but not limited to Teams, Anthology, Groupme, and Today@Fairfield
• Coordinate logistics including, but not limited to, making appropriate room reservations, catering orders, and audio and visual setup for programs and events
• Upkeep the department’s internal program calendar and support the director with divisional program coordination including our Celebration of Excellence and MLK Celebrations

Required Qualifications
• Ability to work collaboratively with a diverse team
• Knowledge of issues surrounding underrepresented communities on a college campus
• Strong organizational and financial management skills
• Strong oral/written communication and interpersonal skills
• Proficient in Microsoft Office Suite, Google Workplace, zoom, and Canva

Qualifications: Associates or bachelor’s degree preferred. Applicants should have some background or interest in student affairs administration/college student personnel, school psychology, special education, counseling, education, or related areas. Applicants with strong organizational skills, ability to multi-task, and experience working with a diverse student population and professionals are desired.
Compensation: 35 hours per week (Hourly) | General Operations: 8:30 AM – 4:30 PM (M-F)

Category:

Student Life - Staff

Performs such other duties, responsibilities, and activities as required by supervisor and as departmental/University needs indicate.

*Disclaimer

The above information indicates the general nature and level of work performed by employees within this classification. It is not designed to contain and should not be interpreted as a comprehensive inventory of all duties, responsibilities, activities, and/or qualifications required or expected of employees assigned to this job. Duties, responsibilities, and activities may change and new ones may be assigned at any time, with or without notice.

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

Fairfield University provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

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