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Staff Associate, Operations Specialist

Employer
Fitchburg State University
Location
Massachusetts, United States
Salary
$48,000.00 - $50,000.00
Date posted
Jan 3, 2022

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GENERAL STATEMENT OF DUTIES: The Operations Specialist is responsible for managing key processes in the School of Graduate, Online and Continuing Education (SGOCE) to increase and maintain operations efficiency.  These processes include coordinating the annual budget process in collaboration with the SGOCE Dean, Associate Dean and the Finance Office.  The Operations Specialist will be responsible for managing the SGOCE course scheduling process to include coordinating schedule reviews, trainings and related communication in collaboration with the SGOCE team and academic departments.  This position will also manage the SGOCE operations calendar to assist with keeping the team on track with required processes and workflows. In addition, the operations specialist will manage SGOCE data reporting needs by developing and maintaining a structure and timeline for collecting the data needed in SGOCE for assessment and daily operations and collaborating with the team and other departments on campus such as Institutional Research to address data needs.  In summary, this position will support daily operations within SGOCE and work on process improvement and maintenance initiatives.

 DUTIES & RESPONSIBILITIES:

  • Coordinates with the dean the department budget processes in collaboration with the Finance Department to include: Preparing for the annual budget review and proposal process.  Preparing monthly budget reports for review with the Dean and associate Dean, oversee the faculty development stipend process, reconciles credit card statements and assists with all payment related questions a and processes. 
  • Manages the course scheduling process as follows:
  • Reviewing and updating the schedule in accordance with the department timeline in collaboration with the academic departments.
  • Communicating with departments regarding schedule changes.
  • Maintaining course scheduling process guidelines and tutorials for departments.
  • Manage the teach-by-arrangement and teaching as part-of-load tracking/lists.
  • Creates and maintains the topics course database.
  • Coordinates the course cancellation process.
  • Manages the waitlist process and communication in collaboration with the SGOCE team and department chairs.
  • Other related scheduling need.
  • Responsible for managing departmental reporting needs and processes to include:
    • Developing and monitoring a process for requesting new reports 
    • Creating a timeline and clarify role assignments for running reports,
    • Understanding the basics of our data systems such as Banner, Navigate, Slate and Crystal reports.
    • Providing assistance to team members on understanding and analyzing reports.
    • Collaborating with the SGOCE team to develop and maintain a regular assessment process of data needs.
  • Manages the SGOCE operations calendar by keeping all major tasks/operations updated and outlined on the team calendar.  Communicating upcoming important dates to the team and helping to keep the team on target for upcoming deadlines.
  • Manages the school calendar by coordinating updates across the division, communicates changes to necessary departments and monitors the calendar on the website in collaboration with the Dean and SGOCE team.
  • Responsible for preparing, sending and tracking SGOCE program chair and department chair annual contracts in accordance with the school calendar.
  • Manages the student scholarship process by reviewing scholarship submissions, communicating with students about the status of scholarships and applications, working with internal University departments to update/communicate scholarship updates in alignment with the scholarship deadlines/schedule.
  • Oversees the SGOCE catalog process, by collecting catalog changes, making the necessary changes, communicating catalog change needs with SGOCE chairs and team members and collaborating with the Registrar, Institutional Research and Academic Affairs on the process.
  • Responsible for managing the graduate assistant process by advertising graduate assistant positions, maintaining graduate assistant website, working with Human Resources to coordinate the hiring process for each assistant position, maintaining knowledge of best practices and research related to graduate assistantship management and requesting updates as needed to the process.
  • Assisting with process review, maintenance and improvement initiatives.
  • Other duties as assigned

 

QUALIFICATIONS:

  • Bachelor’s degree in related field with experience in an office environment or business environment, preferably higher education experience with a working knowledge of office practices, procedures and equipment.
  • Candidate must possess three to five years of full time or equivalent part time experience.
  • Excellent computer skills; working knowledge of Microsoft Office applications, Google suite and knowledge of databases and reporting systems such as crystal reports.
  • Strong written and verbal communication and presentation skills.
  • Excellent interpersonal skills including ability to interact with students, faculty, staff, and the public.
  • Familiarity with student records systems, with knowledge of Banner, Navigate, Slate and Web4 a plus.
  • Ability to maintain and use discretion in handling confidential information.
  • Experience working collaboratively with diverse populations.
  • Ability to work efficiently on a variety of tasks with minimal supervision.
  • Organizational skills for accurate record keeping and data collection.
  • Ability to establish and maintain harmonious and collaborative working relationships within the department and with the university community and the general public.
  • Ability to perform above duties with or without reasonable accommodation.
  • Must be able to satisfactorily pass a check conducted by the Criminal History Systems Board (CORI) as well as a background check satisfactory to the university.
  • Ability to perform above duties with or without reasonable accommodation.

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