Assistant Director of Operations, University Services

SAMFORD UNIVERSITY; Homewood (AL); On-site; USD 60,000 - 90,000; Full time

Job summary

Samford University seeks an Assistant Director of Operations to oversee The HUB and the University Center information desk. This role coordinates purchasing contracts and logistics for Student Affairs in collaboration with the Director of Operations.

The position emphasizes first-rate customer service, supervision of student staff, and efficient handling of phone and switchboard operations across campus.

Qualifications

• Requires a Bachelor's degree and ability to maintain confidentiality.
• Excellent communication with students, parents, faculty, and staff.
• Experience in customer service in a service/information center.
• Ability to lead meetings and trainings for student staff.

Responsibilities

• Oversee the operation of The HUB information desk in the University Center.
• Greet and assist customers and route inquiries to appropriate departments.
• Manage HUB phone system and coordinate with Tech Services for updates and records.
• Ensure the University switchboard is answered promptly and calls routed correctly.
• Recruit, interview, and select HUB staff with the Director of Operations.
• Supervise student employees and plan staff training.
• Prepare and maintain student employee schedules each semester.
• Develop procedures for inquiries, incidents, and complaints.
• Plan and schedule staff meetings with student workers each semester.
• Assist in procurement needs for Student Affairs and manage purchasing.

Skills

Communication

Customer service

Confidentiality

Multitasking

Leadership

Education

Bachelor's degree

Master's degree

Tools

BANNER

iContracts

Microsoft Word

Microsoft Excel

When to Work

Job description

The Assistant Director of Operations oversees the operation of The HUB, Samford’s information and service desk as well as the University’s switchboard. In addition, this position assists the Director of Operations for Student Affairs in coordinating and managing purchasing contracts and logistics for the Student Affairs Division. A key duty of this position is providing first-rate service and support to all customers of the University.

Responsibilities

• Oversee the operation of The HUB, Samford’s information and service desk in the University Center.
• Greet and assist all customers to The HUB answering questions and locating information for customers.
• Oversee and manage HUB phone system, working with tech services as needed for updates, changes, and records in or to the system.
• Ensure University switchboard is answered in a timely manner and calls are routed to the appropriate departments.
• Recruit, interview, and select staff members for The HUB in conjunction with Director of Operations.
• Supervise student employees.
• Assist in planning and implementation of staff training (includes yearly training as well as continuing training sessions) for HUB employees.
• Maintain student employee files and payroll status including review and submission of timesheets for Department.
• Prepare and maintain student employee schedule for The HUB each semester, ensuring no lapse of coverage during operating hours.
• Develop procedures and policies for The HUB related to customer correspondence and handling of customer inquiries, incidents, and complaints, updating as needed.
• Plan and schedule staff meetings with student workers each semester.
• Assist the Director of Operations for Student Affairs in procurement needs for Student Affairs.
• Manage purchasing processing for Student Affairs and assist Departments with purchasing as needed.
• Serve as contact for iContract, the University’s contract database, for the Division and assist Departments as needed.
• Assist the Director of Operations in logistics, scheduling, and coordinating of events.
• Assist the Director of Operations in construction/renovation project organization.
• Attend weekly Events Management meetings and stay current on University activities and events.
• Work with Student Affairs partners to promote events in the University Center, and schedule programming sponsored by The HUB/University Services.
• Assist with logistics for Student Affairs events as needed.
• Communicate with Facility Services Staff regarding submitted work requests for the University Center and Westmoreland Hall.
• Communicate with Operations and Planning (Facilities, Custodial, Logistics) regarding University Center/Westmoreland Hall needs or concerns.
• Serve as building coordinator for the University Center and Westmoreland Hall.
• Oversee and Manage university room reservation service (SPACES or equivalent) for the University Center and Westmoreland Hall.
• Ensure room set-up for spaces in the University Center and Westmoreland Hall are completed prior to events: i.e. opening/closing partition in Harry’s/Food Court area.
• Maintain amenities and services in the University Center and Westmoreland Hall, such as TVs, projection screens, microphones, music, fireplace, outdoor cushions, etc.
• Maintain an inventory of office supplies and forms used by the Department.
• Assist other departments within Student Affairs to achieve their goals by the use of resources at The HUB.
• Attend staff meetings as scheduled by the Director of Operations.
• Actively participate in the University Community.

Requirements

• Bachelor's degree.
• Maintain high level of confidentiality, work with frequent interruptions and manage multiple concurrent tasks.
• Effective communicator possessing the ability to be sensitive to the needs and desires of a wide-variety of customers including: students, parents, faculty and staff.
• A commitment to and an understanding of a liberal arts education and the ability to embrace and promote the Christian mission of the University.
• Sitting or standing for extended periods while working at a computer.
• Communicating effectively in person, by phone, and through email and virtual meeting platforms.
• Traversing the University Center and outdoor areas as well between campus locations.
• Ability to lead meetings, trainings, or presentations for student staff members.
• Moving light office materials or supplies, typically up to 10 pounds.
• Master’s degree.
• Customer service experience in a service/information center.
• Proficient in software program(s) i.e. - BANNER, iContracts, Word, Excel, When to Work.