Operations Coordinator

Job Description:

Job Title: Operations Coordinator, Meditz College (part-time)

Department: Meditz College of Arts & Sciences Dean’s Office

Primary Work Location: Fairfield

Direct Supervisor: Colby Lemieux

Basic Function: Reporting to the Senior Assistant Dean for Student Success, the Meditz CAS Operations Coordinator position places a strong emphasis on exceptional customer service and effective project management. As the primary point of contact for students seeking to engage with the Assistant Deans/Assistant Director, the Operations Coordinator plays a critical role in managing front desk operations, ensuring smooth day-to-day office functions, and delivering seamless support for various College and student-centered initiatives.

Unusual Work Conditions: In rare instances, some evening hours may be requested

Essential Functions:  

• Greet and assist visitors, answer telephone calls, and manage Dean’s Office email resource account. This includes the following:

  • Addressing high volume inquiries from students, parents, faculty and staff

  • Scheduling student appointments for Assistant Deans/Assistant Director

  • Managing CAS Dean’s Office resource email account, inclusive of responding and/or triaging messages as appropriate, such as:

    • Course Withdrawals

    • Academic Standings: Mid-term Estimates /Early Alerts

    • Under-registered/Not Registered/Holds

    • Registration

    • Transfer Files

  • Prompt response to messages sent to [email protected] inbox

• Understanding of Frequently Used Policies

  • Knowledge of all academic related policies and procedures in Undergraduate Course Catalog

  • Ability to understand and assist student in general policy/procedures such as: Course withdrawal process, academic deadlines per the academic calendar, credit/no credit, voluntary withdrawal process, credits from another institution, FERPA

• Docfinity – Electronic Filing System

  • Organization and management of documentation to student electronic files

• Project-Oriented Tasks

  • Managing student appointment data

  • Oversight and management of Assistant Dean/Director calendars/student appointments

  • designing of flyers and posters in Canva as needed

• Manage Forms/Transcripts: Online Forms

  • FERPA (Family Educational Rights and Privacy Act) compliance

  • Maintenance of electronic student records

  • Comprehensive student form management (Major, Minor, School Change, etc.)

    • Provide guidance to students on completion of forms

    • Distribute forms to appropriate dean for approval

• Office Maintenance

  • Ordering office supplies

  • Oversight of maintenance for office printer

  • Distributing incoming mail

  • Submitting work orders and maintenance requests

  • Managing room reservations for Canisius Hall Room 8 conference room through the EMS platform

• Special Projects for Assistant Deans/Assistant Director and other Dean’s office staff as needed

Work Schedule: 25 Hr. / week

Employee Type: Non-Exempt (Hourly)

Applicable to all positions:

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

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 containing, 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.

Category:

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

*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.

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.

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