Illinois Institute of Technology
Operations Coordinator
Illinois Institute of Technology, Chicago, Illinois, United States, 60290
Position Details
Position Information
Position TitleOperations Coordinator
Requisition #S01368P
FLSANon-Exempt
LocationIIT-Mies Campus (MC), 10 West 35th St., Chicago
DepartmentOffice of the Dean of Engineering
GENERAL DESCRIPTION
The Operations Coordinator is a front line position providing customer service to internal and external constituents, and providing primary business administration support to the staff/faculty of the Armour College Dean's Office.
The primary responsibility of the Armour College Operations Coordinator is to execute the day-to-day administrative operations of the Dean's Office and perform a variety of general office/clerical duties on a daily basis.
Under the direction of the Director of Operations, this position often deals with highly sensitive and/or confidential matters. In addition to providing primary support to operations of the Dean's Office and Armour College administration, duties will include working collaboratively with other members of the Dean's Office staff and the Armour College Financial Resource Center team. This position is expected to start at or before 8:30am as the person who will be responsible for opening the Dean's office daily.
Occasionally work nights and weekend to staff College events may be required.
COMMUNICATIONS
Internal communication in person, by phone, electronically, and in writing with faculty, staff, and students. External communication in person, by phone, electronically, and in writing with other institutions' faculty, staff, and students, as well as visitors and outside vendors. All of the above with guidance and in the case of written communication with vetting of supervisor.
CUSTOMER SERVICE
Respond and initiate personal contact, emails, phone calls and letters to internal faculty, staff, and students as well other institutions' representatives and outside vendors. Cultivate communication through professionalism, tact, and confidentiality.
Special Schedule Requirements
EEOC Statement
Illinois Institute of Technology is an EEO/AA/Title VI/Title IX/Section 504/ADA/ADEA employer dedicated to building a community of excellence, equity, inclusion and diversity. It is committed to fostering an inclusive environment and actively seeks applications from individuals of all backgrounds and identities regardless of race, color, sex, marital status, religion, national origin, disability, age, unfavorable discharge from the military, status as a protected veteran, sexual orientation including gender identity and expression, order of protection status, and/or genetic information. All qualified applicants will receive equal consideration for employment.
Qualifications
Education & ExperienceBachelor degree preferred or equivalent work experience.Administrative experience preferredMust be able to plan, organize and work on various tasks concurrently having the ability to independently prioritize multiple tasks in a professional manner.Must have exceptional interpersonal skills and ability to work positively and independently in a small office setting.Knowledge & Skills
Advanced MS Office skills, Google Apps; good organizational skills.
SUPERVISION & BUDGET AUTHORITY
No supervisory or budget authority.
Physical Environment and Requirements
Normal office environment
May be required to run errands across campus involving walking the distance of campus and work occasional nights and weekends for College events as needed. Light lifting as needed.
Certifications and Licenses
List any certifications or licenses that are either required or helpful in performing the job, designating whether required or preferred.
N/A
Key Responsibilities
Key Responsibility
Front Desk and Office Management:
Acting as the "face" of the Armour College Dean's office, this position staffs the Dean's office front desk and supports general office operations, is the first point of contact for all visitors and guests, maintain a courteous and professional working environment at all times. Activities include answering the main telephone line receiving and routing phone calls as appropriate; handling and distributing incoming and outgoing mail. Works closely with the staff in the Dean's office to provide excellent customer service to our students, faculty, and staff. Responsible for the distribution of certificates to students each semester.
Office Supplies and Maintenance:
Responsible for the appropriate maintenance of office equipment, supplies and inventory. Maintains a cleaning schedule for the office and other college managed spaces such as Dean's conference room. Develops and maintains office vendor relationships. Manages purchases and expense reimbursements for the Dean's office and Procurement Card reconciliations for the Director of Operation and Financial Administration within Armour College.
Percentage Of Time40
Key Responsibility
Academic Programming Activities:
Assists with College events such as but not limited to development functions, guest lectures, seminars, workshops, and research competitions.Assist with planning, implementing and executing tasks related to Armour College Special events including pre and post-event production as well as other duties as assigned.Collecting, sorting, and reporting on Armour R&D program proposal data and results.Percentage Of Time25
Key Responsibility
Event Support:
Event support including but not limited to Commencement, Convocation, and the Armour R&D Expo.Place all orders for meetings with food and beverages, manage supplies and inventory and staff events. Credit card purchasing conveyed with faculty and order tracking.Prepare handouts and supplemental materials.Assist in various projects as needed. Perform other duties as assigned.Percentage Of Time15
Key Responsibility
College Marketing Support:
Document/archive all historical print and digital marketing materials.Manage mailing lists both online and physical mail.Mail merge letters, labels, forms when needed.Update website when necessary.Percentage Of Time8
Key Responsibility
Administrative Support:
Provides administrative support on specific projects, maintains current mailing lists, performs comparative research and fact checking to support events/programs for the college.Collects and processes non-faculty academic appointments, keeps files and tracking lists up to date.Keep up to date list of all active appointments in the college and related files.Assists Director of Operation with the creation of a College Operations Manual.
Percentage Of Time8
Key Responsibility
Other activities, as assigned by the supervisor and approved by the Dean
Percentage Of Time4
Posting Information
Work Hours
Monday - Friday, 8:30 - 5:00 p.m.
Position CategoryFull Time
Posting Date08/26/2024
Closing Date
Posted Until FilledYes
Quicklink for Postinghttps://iit7.peopleadmin.com/postings/10756
Position Information
Position TitleOperations Coordinator
Requisition #S01368P
FLSANon-Exempt
LocationIIT-Mies Campus (MC), 10 West 35th St., Chicago
DepartmentOffice of the Dean of Engineering
GENERAL DESCRIPTION
The Operations Coordinator is a front line position providing customer service to internal and external constituents, and providing primary business administration support to the staff/faculty of the Armour College Dean's Office.
The primary responsibility of the Armour College Operations Coordinator is to execute the day-to-day administrative operations of the Dean's Office and perform a variety of general office/clerical duties on a daily basis.
Under the direction of the Director of Operations, this position often deals with highly sensitive and/or confidential matters. In addition to providing primary support to operations of the Dean's Office and Armour College administration, duties will include working collaboratively with other members of the Dean's Office staff and the Armour College Financial Resource Center team. This position is expected to start at or before 8:30am as the person who will be responsible for opening the Dean's office daily.
Occasionally work nights and weekend to staff College events may be required.
COMMUNICATIONS
Internal communication in person, by phone, electronically, and in writing with faculty, staff, and students. External communication in person, by phone, electronically, and in writing with other institutions' faculty, staff, and students, as well as visitors and outside vendors. All of the above with guidance and in the case of written communication with vetting of supervisor.
CUSTOMER SERVICE
Respond and initiate personal contact, emails, phone calls and letters to internal faculty, staff, and students as well other institutions' representatives and outside vendors. Cultivate communication through professionalism, tact, and confidentiality.
Special Schedule Requirements
EEOC Statement
Illinois Institute of Technology is an EEO/AA/Title VI/Title IX/Section 504/ADA/ADEA employer dedicated to building a community of excellence, equity, inclusion and diversity. It is committed to fostering an inclusive environment and actively seeks applications from individuals of all backgrounds and identities regardless of race, color, sex, marital status, religion, national origin, disability, age, unfavorable discharge from the military, status as a protected veteran, sexual orientation including gender identity and expression, order of protection status, and/or genetic information. All qualified applicants will receive equal consideration for employment.
Qualifications
Education & ExperienceBachelor degree preferred or equivalent work experience.Administrative experience preferredMust be able to plan, organize and work on various tasks concurrently having the ability to independently prioritize multiple tasks in a professional manner.Must have exceptional interpersonal skills and ability to work positively and independently in a small office setting.Knowledge & Skills
Advanced MS Office skills, Google Apps; good organizational skills.
SUPERVISION & BUDGET AUTHORITY
No supervisory or budget authority.
Physical Environment and Requirements
Normal office environment
May be required to run errands across campus involving walking the distance of campus and work occasional nights and weekends for College events as needed. Light lifting as needed.
Certifications and Licenses
List any certifications or licenses that are either required or helpful in performing the job, designating whether required or preferred.
N/A
Key Responsibilities
Key Responsibility
Front Desk and Office Management:
Acting as the "face" of the Armour College Dean's office, this position staffs the Dean's office front desk and supports general office operations, is the first point of contact for all visitors and guests, maintain a courteous and professional working environment at all times. Activities include answering the main telephone line receiving and routing phone calls as appropriate; handling and distributing incoming and outgoing mail. Works closely with the staff in the Dean's office to provide excellent customer service to our students, faculty, and staff. Responsible for the distribution of certificates to students each semester.
Office Supplies and Maintenance:
Responsible for the appropriate maintenance of office equipment, supplies and inventory. Maintains a cleaning schedule for the office and other college managed spaces such as Dean's conference room. Develops and maintains office vendor relationships. Manages purchases and expense reimbursements for the Dean's office and Procurement Card reconciliations for the Director of Operation and Financial Administration within Armour College.
Percentage Of Time40
Key Responsibility
Academic Programming Activities:
Assists with College events such as but not limited to development functions, guest lectures, seminars, workshops, and research competitions.Assist with planning, implementing and executing tasks related to Armour College Special events including pre and post-event production as well as other duties as assigned.Collecting, sorting, and reporting on Armour R&D program proposal data and results.Percentage Of Time25
Key Responsibility
Event Support:
Event support including but not limited to Commencement, Convocation, and the Armour R&D Expo.Place all orders for meetings with food and beverages, manage supplies and inventory and staff events. Credit card purchasing conveyed with faculty and order tracking.Prepare handouts and supplemental materials.Assist in various projects as needed. Perform other duties as assigned.Percentage Of Time15
Key Responsibility
College Marketing Support:
Document/archive all historical print and digital marketing materials.Manage mailing lists both online and physical mail.Mail merge letters, labels, forms when needed.Update website when necessary.Percentage Of Time8
Key Responsibility
Administrative Support:
Provides administrative support on specific projects, maintains current mailing lists, performs comparative research and fact checking to support events/programs for the college.Collects and processes non-faculty academic appointments, keeps files and tracking lists up to date.Keep up to date list of all active appointments in the college and related files.Assists Director of Operation with the creation of a College Operations Manual.
Percentage Of Time8
Key Responsibility
Other activities, as assigned by the supervisor and approved by the Dean
Percentage Of Time4
Posting Information
Work Hours
Monday - Friday, 8:30 - 5:00 p.m.
Position CategoryFull Time
Posting Date08/26/2024
Closing Date
Posted Until FilledYes
Quicklink for Postinghttps://iit7.peopleadmin.com/postings/10756