Operations Specialist

Georgian Court University; Lakewood Township (NJ); On-site; USD 55,000 - 58,000; Full time

Job summary

Georgian Court University seeks an Operations Specialist to provide strategic administrative support to Academic & Student Affairs. The role integrates operations across units, manages confidential tasks, budgets, and events to align with institutional priorities.

The successful candidate will coordinate meetings, travel, and reports, support provost-level programs, and help maintain data accuracy while ensuring discreet handling of sensitive information.

Qualifications

• Associate or bachelor's degree required.
• Office experience, preferably in academia or student affairs.
• Experience providing executive-level administrative support desirable.

Responsibilities

• Provide administrative and executive support to Academic & Student Affairs.
• Coordinate meetings, travel arrangements, and events.
• Track budgets, process purchase orders and vendor payments.
• Prepare documents, policies, and operational reports.
• Analyze student engagement metrics for strategic decisions.
• Serve as liaison between Vice President and university stakeholders.
• Maintain confidential files and handle sensitive communications.

Skills

Detail-oriented

Interpersonal communication

Verbal and written communication

Time management

Discretion and confidentiality

Multitasking

Education

Associate or Bachelor's degree

Tools

MS Word

MS Excel

MS PowerPoint

MS Teams

MS Access

Zoom

Job description

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Operations Specialist

Full Time Clerical Lakewood, NJ, US

7 days ago Requisition ID: 1455

Salary Range: $55,000.00 To $58,000.00 Annually

Operations Specialist for Academic & Student Affairs

Position Type: Full-Time (35 hours per week)

Reports To: Vice President of Academic and Student Affairs.

Position Summary:
The Operations Specialist provides strategic administrative and operational support to Academic & Student Affairs. This role is responsible for managing key office operations, coordinating cross-departmental initiatives, and ensuring the seamless execution of administrative processes that support student engagement, academic affairs, and institutional leadership. The Operations Specialist serves as a primary administrative integrator of Student Affairs and Academic Affairs, requiring exceptional organizational, communication, and problem-solving skills. This position involves maintaining strict confidentiality and discretion while managing complex administrative tasks, budget tracking, and event coordination.

Essential Functions:

1. Administrative & Executive Support:

• Serves as the primary administrative integrator across the units in Academic & Student Affairs.
• Manage strategic operations, overseeing scheduling, meeting facilitation, and executive correspondence to support institutional priorities.
• Manage office operations by ensuring the secure handling of confidential files, preparing strategic reports, and facilitating sensitive communications.
• Coordinate meetings, conferences, and special events, including travel arrangements, catering, and logistical planning.
• Track and monitor budgets for Student Affairs and Academic Affairs, ensuring compliance with institutional policies.
• Process purchase orders, AMEX reconciliations, and vendor payments for office-related expenses.
• Manage financial records for academic initiatives, faculty engagement programs, and other units in Academic Affairs.
• Oversee inventory and procurement of office supplies and equipment, ensuring efficient resource allocation.

3. Student & Faculty Support:

• Support students by providing guidance and directing them to appropriate university resources.
• Support faculty with logistical needs for provost-level programs, including event coordination and transportation.

4. Document Management & Reporting:

• Prepare and manage administrative documents, including handbooks and policy updates.
• Manage data processing, generate analytical reports, and evaluate student engagement metrics used to inform strategic decision-making.

5. Event Planning & Program Support:

• Assist in the planning and execution of events, workshops, and professional development sessions for students, faculty, and administrators.
• Manage event logistics, including invitations, RSVP tracking, room reservations, and post-event reporting.
• Support institutional initiatives by conducting research, drafting reports, and coordinating special projects.

6. Coordination with Academic Affairs & University Committees:

• Serve as the primary administrative liaison between the Vice President for Academic and Student Affairs and university stakeholders, managing communications and operational needs.
• Assist in academic award processing, faculty recognition programs, and student success initiatives.

7. Other Duties:

• Perform additional duties as assigned by the Vice President for Academic and Student Affairs.

Qualifications:

• Education & Experience:
  • Associate or bachelor’s Degree required.
  • Previous office experience, particularly in an academic or student affairs setting, preferred.
  • Experience in providing executive-level administrative support is desirable.
• Skills & Abilities:
  • Detail-oriented, with the ability to organize and handle multiple priorities in a fast-paced environment.
  • Excellent interpersonal, communication (both verbal and written), and time management skills.
  • Proficient in MS Office applications (Word, Excel, PowerPoint, Teams, and Access).
  • Proficient in Zoom,
  • Ability to maintain confidentiality and handle sensitive matters with discretion.
  • Strong organizational skills with the ability to manage complex tasks and large amounts of data.
  • Sedentary lifting, up to 10 pounds maximum, with occasional lifting and carrying small items (e.g., files, manuals, binders).