Operations and Communications Coordinator

Utica University; City of Utica (NY); On-site; USD 42,000 - 62,000; Full time

Job summary

Utica University is seeking an Operations and Communications Coordinator to manage daily operations and communications for the Young Scholars Liberty Partnerships Program. The role covers AP/AR, basic accounting, and external communications.

The position includes event logistics, record-keeping, database management, and grant reporting, with weekend/evening duties for special events as needed.

Qualifications

• Associate's Degree or equivalent required; Bachelor's degree preferred.
• Experience with professional communications, basic accounting, travel logistics, scheduling, event planning and coordination.
• Proficient with Word, Outlook, Excel, graphic design tools, and databases.

Responsibilities

• Coordinate office operations and supervise student office staff.
• Assist with volunteer engagement programs.
• Support delivery of departmental operational goals.
• Oversee department communications: content, website, newsletters, posters, social media.
• Monitor budgets and report variances.
• Prepare program agendas and minutes for meetings.
• Maintain records and generate standard reports for the University and the State.
• Communicate professionally with parents/guardians of program students.
• Arrange transportation for YSLPP events.
• Assist with distributing brochures, newsletters, and promotional materials.
• Manage room scheduling and service requests.
• Occasionally work weekends/evenings for events.
• Collaborate to achieve department goals and KPIs.
• Contribute to strategic/operational plans.
• May perform other duties as assigned.

Skills

Strong organizational skills

Excellent communication skills

Computer literacy

Interest in new technology

Education

Associate's Degree or equivalent

Bachelor's degree preferred

Tools

Microsoft Word

Outlook

Excel

Graphic design tools

Database management

Job description

About Utica University:

Located in the heart of Central New York, Utica University is acomprehensive, independent, private institution founded in 1946 asUtica College. We offer many of the advantages of a largeuniversity, such as undergraduate and graduate degree options,excellent academic programs, and outstanding faculty, but with anintimacy and a high degree of personal attention more closelyassociated with smaller private institutions.

We empower learners to achieve their career and life goals throughpersonally enriching experiences and outstanding educationalpathways.

At Utica University, we are committed to creating a working andlearning environment where all people feel supported.

Following our institutional values, we work to support diverseperspectives, backgrounds, and experiences in an equitable,respectful, and inclusive environment, while promoting freedom ofexpression and encouraging civil discourse.

Job Description:

Position Summary:

The Operations and Communications Coordinator is responsible forcoordinating the daily operations and communication of thedepartment and ensures efficient execution of procedures andprocesses central to the Young Scholars Liberty PartnershipsProgram. They provide overall operational support for thedepartment including but not limited to managing accounts payableand receivable and ensuring basic accounting measures are met,facilitating professional communications to external constituents,and oversight of logistics associated with catering and otherevent-specific duties. This position is also responsible fororganizing record-keeping, correspondence, database management, andgrant reports for theYoung Scholars LPP.

Responsibilities:

• Coordinate office operations including supervision of studentoffice staff, with assistance and direction from Director ofProgram Operations and Executive Director
• Assist with developing and implementing volunteer engagementprograms
• Assist Director of Program Operations with delivery of alloperational goals of the department
• Responsible for departmental communication to include: contentcreation, website maintenance, newsletters, posters, social media,invitations, etc.
• Monitor departmental budgets and report on status, variances,and potential issues
• Coordinate and prepare program agenda and minutes for staff andadvisory board meetings
• Maintain department and program records, research information,analyze data, prepare reports, edit and format documents andpresentations, and produce standard reports (specifically, requiredreports for the University and the State)
• Communicate professionally with parents and guardians ofProgram students
• Maintain adequate office supplies and other material requiredfor the operation of the department and program, which may includeresearching services and pricing, processing quotes, creatingpurchase orders and requisitions, and submitting for timelypayment
• Arrange transportation for all YSLPP events, including summerprogram and field trips
• Assist with the preparation, distributions, proofreading, andall mailing of brochures, newsletters, event flyers, certificates,and other promotional materials
• Responsible for building and/or room scheduling and servicerequests, as required
• Work some weekends and evenings for YSLPP special events
• Responsible for working with other team members to achievesuccessful results on all established individual and departmentalgoals and key performance indicators
• Take an active role in the development of the department'sstrategic and operational plans as required by departmentleadership. Work closely with department supervisor to develop andimplement operational goals that support department success
• May perform other duties as assigned

Requirements:

Education and Experience:

• Associate's Degree or equivalent required, Bachelor's degree,preferred
• Prior experiences with professional communications, basicaccounting procedures, travel logistics, appointment scheduling,event planning and coordination, required
• Must be proficient with Microsoft Word, Outlook, Excel, graphicdesign tools, and database management

Skills/Abilities:

• Strong organizational skills and a high regard for detail,required
• Excellent verbal, written, and non-verbal communicationskills
• Strong computer skills
• Interest in the use and application of upcoming technology, newsoftware, etc

Supervisory Responsibility:

• Office workers for Federal University Workstudy and WorkforceInvestment workers

Driving Responsibility:

• This position may occasionally involve travel using aUniversity - owned or University-rented vehicle

Additional Information:

Visa sponsorship is not available for this position

EEO Statement

Utica University is committed to equal opportunity, and creating awelcoming work environment for all employees. All qualifiedapplicants will receive consideration for employment without regardto veteran status, disability, citizenship status, domesticviolence victim status, or protected status under applicable local,state, or federal law.

Commitment to Supporting and Hiring Veterans

Utica University is a comprehensive, independent, privateinstitution founded in 1946 to offer options for higher educationstudy to veterans returning from the Second World War. More thanseventy years since veterans returned from WWII, this tradition ofserving veterans is still held in high regard here at UticaUniversity, and we are proud to welcome veterans as students and asvalued members of our faculty and professional staff.