School Operations Coordinator Baldwin Wallace University
Full Time Clerical Berea, OH, US
Job Summary: The School Operations Coordinator (SOC) fulfills a broad and complex set of assignments related to the School of Business. Working with the School leadership team, the SOC, understands strategic priorities and anticipates, initiates and coordinates School level business operations including communications, scheduling, planning, outreach, and event coordination. The SOC serves a primary role in monitoring the School's budget including allocation to numerous accounts, expenditures, and reconciliation. The SOC serves as the liaison between the dean and all the dean's constituencies, including the President and Provost, other deans, department chairs, directors and administrative staff and faculty within the School and across the University, and the public.
Essential duties, tasks and responsibilities: This position is directly responsible to perform the following outlined duties. This list is not to be considered a complete list of duties and responsibilities.
Support the promotion of School of Business events, programs, etc. via multiple channels.
Draft communications copy and edit and organize content provided by others.
Maintain and update databases, mailing lists and calendars for recurring and special School events.
Coordinate annual and intermittent updates to the School website content by soliciting input from department chairs and School leadership.
Utilize Microsoft Office, mailing and design software (e.g. Mailchimp, Canva, Photoshop, InDesign, etc.) to create compelling content.
Support coordination and logistical planning for School events.
Conduct venue site inspections as needed, plan layout seating and décor, and request necessary equipment (e.g. audio-visual needs, tables, chairs, linens).
Source catering companies and event specific menus. Order catering for meetings, open houses, etc., including menu selection and consulting with primary point of contact for the event. Provide menus for small meetings from various restaurants, track orders and deliveries, occasionally pick up orders, prepare for event catering, and clean up after events.
Coordinate resources for large event logistics to assist with RSVPs, registration, name tags and attendee tracking.
Manage billing of event expenses and reconciliation to appropriate accounts.
Support promotional efforts to drive event attendance including creating email invitations and promotional materials (programs, signage, digital signs, etc.).
Continuously monitor School of Business budgets to reconcile accounts, review financial transactions for appropriateness and ensure adherence to established polices, consulting with administrators, faculty and staff for clarification as needed.
Proactively provide data and budget information and analysis to support decision-making and maximize efficient use of School funds.
Prepare requisitions, check requests, stipend requests and transfer of funds for administrators and faculty determining accounts to be used. Facilitate prompt payment of invoices & research errors.
Reconcile School Administrators' monthly credit card charges with supporting receipts and documentation and submit for Dean's approval and payment by the Purchasing Department.
Oversee endowed accounts (including faculty development funds and scholarship accounts), facilitate the award process to ensure compliance with fund guidelines, monitor available funds, submit appropriate supporting documentation and report on funds disbursed.
Plan, research and order School of Business promotional items in support of marketing programs.
SCHOOL PROFESSIONAL & LEADERSHIP DEVELOPMENT PROGRAMS SUPPORT:
Support School faculty in delivery of non-credit professional development programs including all standard event coordination tasks.
Prepare and send contracts to instructors and facilitate payments.
Prepare and send invoices to participants or sponsoring organization and track invoice payments and send reminders for unpaid balances.
Collaborate with BW Finance Office to establish account numbers, manage accounts, track activity, transfer funds, and reconcile accounts.
Work with faculty/instructors to create courses in learning management (LMS) and registration systems and register participants for appropriate courses.
Prepare, distribute, and collect course and program evaluations and prepare and distribute certificates of completion.
Schedule all daily, weekly and monthly meetings for Dean. Prepare communications on behalf of the Dean including letters, emails, agendas, itineraries, and any other communication. Take minutes at Leadership Team meetings and distribute minutes.
Answer phone calls to answer questions, solve problems and transfer to proper party on campus.
Prepare letters/emails for Dean and faculty including blast emails.
Monitor inventory and order supplies for the School of Business including researching and comparing prices for specialized items.
Facilitate work order requests (B&G) including building requests for repair/replacement; (UR) changes to website; (Aramark) building needs/repairs/replacements; (IT) technology needs.
Support overall School of Business administrative requests and activities as a member of the administrative support team.
FACULTY ADMINISTRATION (as applicable):
Facilitates administrative processes of hiring, onboarding, and orientation of new faculty.
Confer with the Dean and Department Chairs for approved hiring and onboarding of new faculty.
Provide required personnel paperwork and instructions to new faculty and facilitate completion of paperwork and submission to the Provost's Office.
Provide onboarding information, email access instructions, learning management system instructions, employee ID number, Faculty Handbook, etc. Serve as point of contact and general resource for new hires.
Work with the Dean and/or Chairs on itinerary for candidate on-campus visit including room scheduling, inviting faculty to participate and sending reminders to promote faculty participation. Distribute course evaluations for students and teachers. Arrange hotel, transportation, lunch, dinner, campus tour, etc. Process payment and / or reimbursement for travel related expenses.
Collaborate with Directors and/or Chairs to identify changes or updates to School of Business faculty lists on the website. Submit work orders to University Relations for implementation, and confirm changes are completed. Contact faculty as needed to ensure updated biography and current photo.
Maintain all faculty files, including tracking who has removed a file and making sure that it is returned in a timely manner. Update files with any correspondence.
Track yearly requests for publications from various faculty members.
Complete Separation and New Hire forms, consulting with Chairs to assure active status.
Under the direction of designated School leadership, support the collection, analysis and dissemination of data related to the School's assessment and accreditation efforts.
Maintain databases and sources of information for quality initiatives, accreditation efforts, and regulatory requirements.
Support organization, preparation, and assurance of accuracy and timely submission of assessment documentation and reports.
Coordinate with other operational areas on relevant surveys and reports (e.g. Career Services Outcomes Survey, U.S. News & World Report, Princeton Review, etc.).
Bachelors Degree or higher preferred.
3 years of experience in an administrative capacity managing a complex office.
Excellent written and communication skills and customer service mentality.
Experience planning and scheduling meetings and events.
Experience handling confidential information.
Ability to prioritize, multi-task and collaborate with others to achieve goals.
Advanced experience working with Microsoft Office applications and various CRM tools.
Ability to learn new technology platforms to improve efficiency and effectiveness.