Assistant Director of Operational Support, Kinney Center

Saint Joseph's University•Philadelphia, PA

12d•$55,000 - $58,100

About The Position

The Assistant Director of Operational Support is responsible for the day-to-day operations of the center and is the face of the Kinney Center providing a welcoming environment for many visitors to the center including, but not limited to, students, prospective students, clients and their families, state and federal representatives, University faculty and staff. The Kinney Center has been named one of Saint Joseph’s University strategic assets, as such, this position is expected to maintain high levels of professionalism and confidentiality considering the nature of the environment at the Kinney Center.

Requirements

Bachelor’s degree and three years of experience in an administrative support role or an equivalent combination of education and experience.
Mastery of Word, Excel, PowerPoint, as well as complimentary Google WorkSpace tools
Excellent communication skills (i.e., grammar, vocabulary) to be applied to telephone, in-person, and written communications.
Must demonstrate strong compassion and support for those with autism and their families and friends.

Nice To Haves

Preference will be given to candidates with knowledge in the field of autism.
Experience working in Kinney Center systems iModules, QuickBooks, and Banner

Responsibilities

Support the administrative needs of the Executive Director and Kinney Center staff.
Frontline support for those seeking assistance from the Kinney Center, including supporting families in applying to programs, the review and approval of financial aid, and managing applicant acceptance lists.
Aid with event management, including booking spaces, ordering food, hiring performers, maintaining up to date insurance certificates, communicating logistics, ensuring payments, and managing guest lists.
Responsible for maintaining social media presence and content calendar.
Assist with the design of presentations and materials shared with external audiences.
Supervise federal work study students to ensure equity in work assignments and quality in performance.
Responsible for recruiting and onboarding of undergraduate student workers, including collaborating with clinical staff regarding required clearances and training of prospective workers, monitoring pre-employment requirements in the EXAAT system, and hiring students in the Workday system.
Approve student work timesheets on a bi-weekly basis. Works with students to assure all timesheets are correct, all time is submitted, and resolve any issues.
Tracking payments, donations, and other checks. Completing deposits slips and delivering them to the appropriate departments.
In connection with all purchasing and ordering within the Center, managing requisitions, purchases orders, invoices, receipts, procurement cards transactions and verifications, and adding vendors as needed.
Maintain upkeep of department equipment and appearance by managing relationships with university facilities, housekeeping, printer and laminator repair, and office supplies vendor.
Assist in the program enrollment process, including creating registration forms, updating teams on enrollment status, updating payment and related info, and creating Banner accounts for new clients.
Coordinate with school districts and their employees to assure clients using school district funding are in place so services can be provided to clients.
Assist with billing for client services. Including creating invoices, sending invoices and payment links, tracking payments, and following up as needed
Help with the onboarding of new full-time staff and graduate assistants, including ordering name plates, name tags, business cards, keys, and setting up phone and alarm codes.
Create thank you cards for donors as well as assist in other mailings.
Coordinate staff celebrations and order gifts for constituents when appropriate.
Order and distribute supplies and apparel.
Keep office bulletin boards current.
Responsible for retrieving and distributing paper mail.
Assist with the Kinney vehicles, including but not limited to renewing registration, inspections, getting gas, and maintaining vehicles records.
Maintain information confidentiality.
Other duties and responsibilities as assigned.