Operations Coordinator - Office for Campus Life, School of Arts and Sciences - (19001802)
The Office for Campus Life (OCL) coordinates a wide range of services where the student always comes first. The Office for Campus Life serves as a resource for life outside of the classroom, promoting and encouraging a healthy balance between curricular and co-curricular experiences and opportunities. The staff of the Office for Campus Life is responsible for student leadership development, campus programming, student group advising and mentoring, as well as the daily operations of the Mayer Campus Center, Hayes House and Curtis Hall. Finally, the Office for Campus Life takes a leadership role in the planning and implementation of New Student Orientation.
The Operations Coordinator for the Office for Campus Life (OCL) is responsible for the daily operations and management of the Office. Hours are 8 am - 4 pm, Monday - Friday. Provides administrative support to the Director, two Associate Directors, Assistant Directors and two-three Graduate Interns. Manages all front-office responsibilities including ordering supplies as well as managing office equipment and maintenance agreements. Directly supervises student Office Assistants and completes weekly payroll procedures for approximately 50 OCL student employees. Opens the Mayer Campus Center for 8 am Monday - Friday, performing all building opening procedures. Coordinates regular student Office Assistant training and evaluation. Works closely with Assistant Director for Operations in supervision, training and evaluation of all other student staff. Performs daily Information Booth cash reconciliation procedures and manages Information Booth needs throughout the day. Reconciles OCL daily cash, movie tickets, stamps, and MBTA Charlie Cards. Manages OCL Booth Operations during the summer months. Keeps track of all Information Booth equipment, gaming products, rental items, and paperwork, updating when necessary. Approves all Mayer Campus Center space reservations through the University EMS reservations system. Submits all building/office Facilities work orders and keeps track of progress. Manages student organization space reservation process, including coordinating Friday Event Registration Meetings. Processes over 800 student organization events annually. Serves as a liaison to over 300 Student Organization representatives for all their event planning needs. Processes OCL IDR payments, as well as OCL and student organization Facilities Department and TUPD detail officer requests. Serves as a student organization event liaison to several auxiliary departments including Facilities/Event Management, TUPD, Dining/Catering and AV Services. Coordinates regularly with building managers of additional event spaces in Cabot Hall, Aidekman Arts Center, Distler, Science and Engineering Complex the CLIC Building and Athletics spaces. Manages Mayer Campus Center vending and tabling program. Schedules vendors and processes vendor payments. Manages student organization and department tabling procedures. Manages student organization office key distribution process. Manages ROTC Zip Car and Lyft program and processes monthly transactions and student travel reimbursements. Regularly reviews office budgets and provides monthly analysis of each OCL Dept. ID. Assists in managing OCL and Undergraduate Orientation website and social media components of office. Serves as a member of the Pre-Orientation Program Planning Committee. Works directly with Senior Associate Director and Student Services IT in coordinating registration and payment processes of annual Pre-Orientation program for over 1000 incoming student participants. Serves as direct contact to incoming students, parents and families regarding Pre-Orientation program information. Provides additional support to Campus Life Financial Office and Fraternity and Sorority Affairs Office, located in the Mayer Campus Center. Works with Business Manager on completing weekly payroll for several student organizations and student businesses. Provides support during the summer months to the Undergraduate Orientation Office. Work station is in outer Campus Life Office, a very busy reception area with frequent interruptions. Serves as welcoming first contact for office centrally located within the very active Mayer Campus Center.
2-3 years of related customer service and operations experience and high school diploma OR GED required.
Proficient in Microsoft word and excel.
Experience with databases, ability to learn new software applications, including the ems reservation system.
Experience with social media and web page management.
Bachelor's degree strongly preferred.
Experience in higher education or student affairs and more than one-year experience are a plus.
Special Work Schedule Requirements: Hours are 8:00am - 4:00pm, Monday - Friday.
An employee in this position must complete all appropriate background checks at the time of hire, promotion, or transfer.
Primary Location: United States-Massachusetts-Medford/Somerville
Job: Administrative Support
Organization: Office for Campus Life
Employee Status: Regular Schedule: Full-time
Job Posting: Sep 13, 2019, 4:00:00 AM
Internal Number: 19001802
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