Coordinator of Operations, Thompson Scholarship Program

Bowling Green State University; Bowling Green, Northern (OH, KY); Hybrid; USD 42,000 - 56,000; Full time

Job summary

Bowling Green State University seeks a Coordinator of Operations to lead Thompson Scholarship Programs' administrative and operational functions. You will support the Director and advising team by managing daily office operations, event tracking, financial processes, and major events, while serving as a primary contact for students, families, staff, and campus partners.

You will oversee rosters, Canvas Community updates, BGSUserves workflows, and communications, ensuring compliance with

Qualifications

• Bachelor's degree required.
• 1 year of business operations or program coordination experience.

Responsibilities

• Coordinate and oversee daily office operations, including phone inquiries and meeting support.
• Serve as primary point of contact and resolve routine issues; escalate complex matters.
• Oversee front desk and supervise student volunteers or staff.
• Maintain student records in compliance with university and legal standards.
• Assist with outreach, communications, calendars, and onboarding.
• Coordinate department events and travel as needed.

Skills

Communication

Organizational skills

Data accuracy

Excel

Student info system

Financial systems

Project coordination

Team leadership

Education

Bachelor's degree

Tools

Canvas Community

FMS

BGSUserves

Microsoft Office

Job description

The Coordinator of Operations serves as the central administrative and operational lead for Thompson Scholarship Programs. This position provides high-level support to the Director and advising team by overseeing daily office operations, service and event tracking, financial processes, communications, and major events (including our large-scale End of Year Celebration). This position manages multiple priorities simultaneously and serves as a key point of contact for students, families, staff, and campus partners.

Departmental Operations & Front Office Management

• Coordinate and oversee daily office operations, including managing phone inquiries; scheduling, coordinating, and supporting meetings; distributing and processing mail; performing a wide range of administrative and office management functions to ensure efficient daily operations
• Serve as the primary point of contact, independently resolving routine and non-routine issues and appropriately escalating complex or sensitive matters
• Oversee front office reception functions to ensure a professional and welcoming environment
• Direct and supervise front desk student volunteers or employees by creating schedules, assigning work, monitoring progress, providing training and mentorship, and overseeing workflow completion.
• Oversee the integrity and security of physical and digital student records, ensuring all files are maintained in strict compliance with university and legal standards.
• Communicate and explain scholarship requirements to prospective students and families and current students
• Assist with phone/text/email outreach (students missing 1:1’s, scholarship promotion, new cohort communication, FAFSA/verification follow-up, Orientation Open House reminder, etc.) and documentation/tracking
• Support department email account, responding as appropriate and fielding to staff, as needed
• Support student engagement communications, including targeted outreach initiative
• Assist in Thompson shared calendar management
• Coordinate onboarding for new staff with workspace setup, equipment access, and supply readiness
• Assist in scheduling small conference rooms in University Hall

Roster Management (under guidance of director)

• Update Required Thompson Event attendance weekly on roster
• Weekly checks for withdrawals or drops to part-time status
• Update Fall/Spring/Summer hours at set times throughout semester
• Keep eye on INC/NGR updates each semester
• Graduation Date updates
• Update Group Meeting dates on roster (follow-up reminders to RSVP)
• Support advisor coding
• Updates (adds/drops) to people in Canvas Community

Service Administration

• Serve as BGSUserves administrator for Thompson
• Oversee service approval in BGSUserves based on Thompson requirements
• Coordinate weekly service communications and announcements
• Monitor student service progress via reports from BGSUserves and communicate check-point progress updates at key intervals throughout the semester
• Oversee program-wide Food Drive

Financial & Budget Administration

• Oversee purchasing for department and support Thompson Student Leadership Team (SLT) with purchase requests
• Administer P-card process – keeping track of expenses, paying bills, processing reimbursements; purchase orders; reconciliations
• Run/monitor budget status reports from FMS as needed for director
• Submit transfers/requests to be covered by Foundation account
• Manage/order office supplies and maintain office equipment
• Assist with troubleshooting and resolving equipment problems
• Serve as liaison to ITS for equipment issues; initiate work orders for repairs
• Assist with travel coordination/conferences

Department Event Planning

• Support aspects of December Grad Recognition and End of Year Celebration events
• Coordinate logistics such as venue reservations, materials, communications, and participant tracking
• Work directly with interns or volunteers supporting event execution
• Coordinate Grad Pins and notes
• Coordinate room reservations for department and Thompson Student Leadership Team

Other Tasks

• University Hall Building contact
• Coordinate and share weekly Learning Commons Usage Report with Thompson staff throughout academic year
• Thompson Letters/Donor Letter Organization and outreach - pull quotes for future use
• Support and monitor BGSU 1910 enrollment
• Provide general administrative support for all Thompson staff/advisors and assist with special departmental projects and programs as needed
• Website editor training
• Other duties as assigned

The following Degree is required:

• Bachelor’s degree required

The following Experience is required:

• 1 year of business operations or program coordination experience

The following Experience is preferred:

• Experience coordinating events, operations, or projects
• Experience with financial processes, including budget tracking and reconciliation
• Experience overseeing volunteers or student employees
• Professional experience working in a university setting

Knowledge, Skills, Abilities

• Self-motivated with a strong work ethic and high attention to detail and accuracy in data and record management
• Excellent written and verbal communication skills, with a proven ability to communicate and interact professionally and effectively with audiences from a wide variety of backgrounds, providing exceptional customer service
• Strong organizational, project coordination, and records management skills, with the ability to manage multiple initiatives while maintaining accurate and compliant documentation
• Demonstrated ability to analyze information and support data-informed decision-making
• Intermediate to advanced command of Microsoft Office products (specifically Excel) and other database software, with the ability and eagerness to quickly learn and adapt to new technologies and applications
• Experience working with student information systems, financial systems, or CRM platforms
• Strong problem-solving and critical-thinking skills
• Ability to coordinate or lead others in accomplishing work activities

Deadline to Apply: October 13, 2026

Essential Requirement: Work Authorization

BGSU does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term.