Campus Process Officer/Operations Coordinator

Dillard University; New Orleans (LA); On-site; USD 42,000 - 58,000; Full time

Job summary

Dillard University in New Orleans seeks an administrative professional to support the Operations & Facilities Department, coordinating office and operational processes and providing administrative support to Facilities, Operations, Capital Projects, and Auxiliary Services.

The role handles scheduling for the COO, maintains filing systems, and ensures confidentiality while coordinating with internal and external stakeholders to keep projects on track and organized.

Qualifications

• Minimum of High School Diploma with 3 years related experience.
• Bachelor's degree is preferred.

Responsibilities

• Support the Operations & Facilities Department to ensure goals are met and operations run efficiently.
• Refine internal processes and coordinate resources to expedite workflow.
• Manage communications between management and employees with stakeholders.
• Plan and orchestrate work to meet department priorities and organizational goals.
• Manage scheduling for COO including calendars, travel, and logistics.
• Provide administrative support: typing, spreadsheets, filing, and contact database maintenance.
• Maintain confidentiality and discretion in all materials and interfaces.
• Organize team communications and plan internal and offsite events.

Skills

Communication

Time management

Office software

Budget experience

Process development

Education

High School Diploma

Bachelor's degree preferred

Tools

Microsoft Office

Excel

Job description

Position Overview

This professional administrative role will provide outstanding and consistent support to the Operations & Facilities Department. This role is responsible for managing the coordination of office and operational processes and providing administrative support to Facilities, Operations, Capital Projects, and Auxiliary Services.

Essential Duties and Functions

• Primary responsibility of supporting the Operations team as directed to ensure that departmental goals and objectives are accomplished, and operations run efficiently.
• Maintain and refine internal processes that support the Operations department and university policies, coordinating internal and external resources to expedite workflow.
• Manage communication between management and employees, collaborating with internal and external stakeholders on various projects and tasks.
• Plan and orchestrate work to ensure the department's priorities are met, organizational goals are achieved, and best practices are upheld.
• Manage professional and personal scheduling for COO including agendas, mail, email, calls, travel arrangements, client management, and other logistics.
• Perform administrative and office support, such as typing, spreadsheet creation, scanning, and maintenance of filing system and contact database.
• Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the business.
• Organize team communications and plan events, both internally and offsite.

Daily and Monthly Responsibilities

• Personal initiative to work independently and possess a high degree of diplomacy, confidentiality and discretion.
• Assists in organizing meetings, monitoring quality control and inspection processes; inspecting completed work to ensure expectations are achieved.
• Serves as an information resource on organizational practices, policies and procedures and provides support to employees, faculty, staff, students, and visitors.
• Gathers and dispenses needed information and updates and coordinates work throughout the project lifecycle.
• Assists in communicating program/project status to key stakeholders of overall status against constraints (scope, cost, and schedule).
• Assists in creating and maintaining project schedules, communications and tasks.
• Responsible for keeping projects and programs organized and running smoothly.
• Provide assistance with department personnel and payroll time management.

Education

• Minimum of High School Diploma with 3 years related experience.
• Bachelor's degree is preferred.

Experience

• Superb written and verbal communication skills.
• Strong time-management skills and the ability to organize and coordinate multiple projects at once.
• Proficient on Microsoft Office and Excel spreadsheets.
• Experience overseeing budgets and expenses – preferred.
• Experience developing internal processes and filing systems – preferred.

Supervision

Work Study Students

Certifications, licenses and registration

None

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.