Operations Coordinator and Assistant to the Executive Director

ffd; Blacksburg (VA); On-site; USD 46,000 - 50,000; Full time

Job summary

Fairfield Bellarmine in Bridgeport seeks an experienced administrative professional to support the Dean/Executive Director and associate deans, manage information, and track student progress.

You will oversee billing, liaise with university offices, and assist with meetings, commencement events and admissions. 12-month, non-exempt hourly role offering $33.40–$36.40 per hour with benefits and background check.

Qualifications

• Bachelor's degree and at least five years of related experience required. Experience in higher education strongly preferred. Equivalent combination of education and experience may be considered.
• Demonstrated ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Demonstrated ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Excellent verbal and written communication and customer service skills.
• Superior attention to detail and organization.
• Demonstrated ability to manage several projects and tasks simultaneously.
• Collaborative and collegial work skills.
• Experience in or appreciation for the mission of Jesuit higher education and the Bellarmine program
• Commitment to care for underrepresented students and their families
• Intermediate MS Word processing, MS Excel or Spreadsheets, MS PowerPoint; adept user of Internet, e-mail and other office automation systems. Familiarity with Workday information management system preferred.
• Essential Functions: Provides administrative support to the Dean/Executive Director
• Provides substantive service to the associate deans, including management of information, tracking student progress.
• Oversees billing in the dean's office, interacts with vendors, reconciles accounts and interacts with the university's finance office and provost’s office in the budget process; prepares regular financial reports to Dean/Executive Director
• Serves as principal contact with the University registrar’s office, to record registration, dismissals and leaves, readmissions, through Workday
• Serves as primary liaison to university facilities offices and auxiliary services, as well as Department of Public Safety
• Serves Bellarmine’s board of advisors, including organizing meetings; preparing and distributing materials; and facilitating communication
• Assist deans with campus faculty and staff meetings
• Coordinates commencement events; assists with admissions and orientation events.
• Greets visitors; answers, screens and routes calls and takes messages.
• Maintains calendars; schedules appointments, meetings and conference calls; reserves and prepares facilities and meeting rooms
• Communicates regularly with University administrators, faculty and staff members to resolve issues or answer inquiries requiring in-depth knowledge of the University.
• Performs such other duties, responsibilities, and activities as required by supervisor and as University needs indicate.

Responsibilities

• Provides administrative support to the Dean/Executive Director
• Provides substantive service to the associate deans, including management of information, tracking student progress
• Oversees billing in the dean's office, interacts with vendors, reconciles accounts and interacts with the university's finance office and provost’s office in the budget process; prepares regular financial reports to Dean/Executive Director
• Serves as principal contact with the University registrar’s office, to record registration, dismissals and leaves, readmissions, through Workday
• Serves as primary liaison to university facilities offices and auxiliary services, as well as Department of Public Safety
• Serves Bellarmine’s board of advisors, including organizing meetings; preparing and distributing materials; and facilitating communication
• Assist deans with campus faculty and staff meetings
• Coordinates commencement events; assists with admissions and orientation events.

Skills

Verbal communication

Written communication

Customer service

Attention to detail

Organization

Project management

Collaboration

Education

Bachelor's degree + 5 years experience

Tools

Workday

MS Word

MS Excel

MS PowerPoint

Internet/Email

Job description

Fairfield Bellarmine is a two-year associates degree program, located on Fairfield’s newest campus in Bridgeport. The campus, which opened in August 2023, is named after St. Robert Bellarmine, a renowned Jesuit educator. Fairfield Bellarmine admits students as they leave high school and serves under-represented, often first-generation students from lower-income backgrounds.

The curriculum includes core classes steeped in the humanities, as is traditional in Jesuit higher education, as well as majors in professional fields of computer science engineering, health studies, business, and liberal arts. Students who graduate from this program will matriculate into four-year degree bachelors’ programs at Fairfield or elsewhere or enter directly into the professions.

In our Jesuit tradition, every faculty and staff member is committed to caring for the whole person in their uniqueness – mind, body, and spirit. Students enjoy extensive support services, including career advising, mental health counseling, meal program, success coaches, technology support, and campus ministry.

Department: Fairfield Bellarmine

Primary Work Location: Bellarmine Campus, Bridgeport

Direct Supervisor: Vice Provost and Executive Director of Bellarmine Campus

Basic Function:

Education, Certification, License, and Experience Requirements:

Bachelor's degree and at least five years of related experience required. Experience in higher education strongly preferred. Equivalent combination of education and experience may be considered.

• Demonstrated ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Demonstrated ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Excellent verbal and written communication and customer service skills.
• Superior attention to detail and organization.
• Demonstrated ability to manage several projects and tasks simultaneously.
• Collaborative and collegial work skills.
• Experience in or appreciation for the mission of Jesuit higher education and the Bellarmine program
• Commitment to care for underrepresented students and their families
• Intermediate MS Word processing, MS Excel or Spreadsheets, MS PowerPoint; adept user of Internet, e-mail and other office automation systems. Familiarity with Workday information management system preferred.
• Essential Functions:
• Provides administrative support to the Dean/Executive Director
• Provides substantive service to the associate deans, including management of information, tracking student progress.
• Oversees billing in the dean's office, interacts with vendors, reconciles accounts and interacts with the university's finance office and provost’s office in the budget process; prepares regular financial reports to Dean/Executive Director
• Serves as principal contact with the University registrar’s office, to record registration, dismissals and leaves, readmissions, through Workday
• Serves as primary liaison to university facilities offices and auxiliary services, as well as Department of Public Safety
• Serves Bellarmine’s board of advisors, including organizing meetings; preparing and distributing materials; and facilitating communication
• Assist deans with campus faculty and staff meetings
• Coordinates commencement events; assists with admissions and orientation events.
• Greets visitors; answers, screens and routes calls and takes messages.
• Maintains calendars; schedules appointments, meetings and conference calls; reserves and prepares facilities and meeting rooms
• Communicates regularly with University administrators, faculty and staff members to resolve issues or answer inquiries requiring in-depth knowledge of the University.
• Performs such other duties, responsibilities, and activities as required by supervisor and as University needs indicate.

Work Schedule: 12-month role

Employee Type: Non-Exempt (Hourly)

Compensation: $33.40-$36.40 hourly

Category: Academic - Staff

All offers of employment are contingent upon a satisfactory background check.

Fairfield University provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Eligible employees may receive health, dental, retirement, paid time off, tuition benefits, and other benefits according to institutional policy. Fairfield University Benefits

*Disclaimer

The above information indicates the general nature and level of work performed by employees within this classification. It is not designed to contain and should not be interpreted as a comprehensive inventory of all duties, responsibilities, activities, and/or qualifications required or expected of employees assigned to this job. Duties, responsibilities, and activities may change and new ones may be assigned at any time, with or without notice.

Performs such other duties, responsibilities, and activities as required by supervisor and as departmental/University needs indicate.