Operations Coordinator

The hiring institution is a college within a university setting renowned for fostering academic excellence and community engagement. This college is committed to supporting students, faculty, and staff through a variety of academic and extracurricular programs that enhance the learning experience. With a vibrant campus atmosphere and strong ties to multiple university departments, the college plays a pivotal role in organizing events that celebrate achievements, facilitate communications, and engage stakeholders such as students, faculty, alumni, and visitors.

This college functions with the support of numerous campus partners, including Advancement, Marketing & Communications (MarCom), and University Events (UAEE), ensuring a collaborative environment that values teamwork and operational excellence. By integrating these key partners, the college sustains high-quality programming and communications that reflect its strategic objectives and enhance its reputation.

The role offered is a dynamic leadership and administrative position designed to oversee a broad scope of college-wide events and provide operational support for various departmental functions. The position functions as a collaborative team lead for major college events such as Honors & Awards, Hall of Fame inductions, NAE/NMLE recognitions, Back-to-School activities, Finals Refreshments, and Graduation Breakfast. These events require meticulous planning, coordination, and execution, working closely with cross-functional teams to ensure success.

In addition to event management, the role involves the supervision of administrative support staff and work-study students, which highlights the leadership aspect of this position. The individual will be responsible for managing budgets related to college events and promotional items (swag), working alongside the Director of Operations to ensure financial accountability and resource allocation align with the college’s goals.

A significant part of the role includes comprehensive administrative support, such as coordinating departmental events, managing purchasing processes, facilitating travel arrangements for students and faculty, processing reimbursements, and maintaining inventories of promotional items. This extensive responsibility ensures smooth departmental operations and enhances the overall effectiveness of the college’s administrative functions.

Furthermore, this role supports Departmental Advisory Boards by preparing meetings, handling logistics, and conducting follow-ups, which requires excellent organizational skills and meticulous attention to detail. The development and distribution of detailed itineraries for guest lecturers, visitors, and faculty candidates within assigned departments also falls under the purview of this position, emphasizing its critical role in managing academic and visitor engagement.

The individual will create and distribute a weekly internal newsletter to foster consistent communication and information sharing across the college, showcasing the importance of effective communication in this role. Additionally, the individual assists in training college staff on processes related to departmental events, including Industry Advisory Boards (IABs) and distinguished lecturer programs, which underlines the position’s function in capacity building and knowledge dissemination.

Supporting faculty onboarding efforts in collaboration with the Director of Operations and drafting professional correspondence such as event invitations, greeting cards, and seminar flyers represent additional layers of responsibility that require strong verbal and written communication skills. The role also manages the creation, ordering, and distribution of plaques and recognition items for awards and honors, which connects administrative duties with celebratory institutional events.

The position further supports ABET accreditation activities in cooperation with the Senior Associate Dean, illustrating an involvement in academic quality and accreditation processes. This multi-faceted role demands flexibility, proactive problem-solving skills, and a commitment to supporting college operations and strategic objectives through varied administrative, event management, and leadership tasks.