Business Operations Coordinator - Offices of the Vice President for Student Affairs and Dean of Students - Division of Student Affairs

Carnegie Mellon University•Pittsburgh, PA

18d•Onsite

About The Position

Carnegie Mellon University’s Offices of the Vice President for Student Affairs and Dean of Students, residing within its Student Affairs division, is searching for a Business Operations Coordinator. This is an excellent opportunity if you thrive in an interesting and challenging work environment. In this role, you will be responsible for providing administrative, logistical, and project-based work within the office and the broader Division of Student Affairs. Core responsibilities include: Provides administrative oversight of various programs and services administered in the Office of Vice President for Student Affairs and the Dean of Students, such as Student Emergency Support Funding and the Free Legal Consultation Program. Contributes to the development of departmental procedures and guidelines in support of various programs and services, and partners with key constituents in addressing business process and problem-solving (i.e., Student Affairs Finance, Central Finance, Enrollment Services and Student Support Resources). Serves as the lead interface with the Digital Transformation Technologies’ team in the creation of electronic forms with approval workflows, including serving as the primary end-user support for electronic forms, processes and databases (i.e., Alcohol Event Registration, Student Emergency Support Funding, and Domestic Partnership Applications). Serves as a Workday administrator with responsibility for non-CMU student hiring, instructional staff and non-contingent positions; provides back-up hiring support for CMU student transactions and general support for questions and problem-solving. Leads the Social Host trainings that provide education to campus-wide partners and maintains the Social Host Database. First line reviewer of Alcohol Event Registrations (AER). Contributes to creation and delivery of presentations, including content delivery. Assists in planning and delivery of annual events and divisional conference, and monthly divisional staff forums, including content design and delivery. Serves as resource to the administrative assistant to provide guidance and mentorship. Provides assistance with the office’s website and contributing to the main Student Affairs’ website in consultation with the Student Affairs Marketing and Communication team. Provides back-up support to the administrative assistant with responsibility for front office reception support, scheduling and calendar management, handling phone calls and messaging, greeting visitors, scheduling and supervising student workers and making appropriate referrals. Adaptability, excellence, and passion are vital qualities within Carnegie Mellon University. We are in search of a team member who can effectively interact with a varied population of internal and external partners at a high level of integrity. We are looking for someone who shares our values and who will support the mission of the university through their work. You should demonstrate: Strong technical, organizational and problem solving skills; Compelling written communication and presentation skills that can be tailored to a variety of audiences; Ability to cultivate a network across the organization and use acquired relationships to improve departmental functioning; Adapt to new software and tasks as needed; and Utmost discretion and confidentiality as this role regularly handles sensitive matters. Specific Responsibilities and Function Assume an active role in the day-to-day coordination and management of business operations and activities that may involve monitoring, controlling, and managing operations to best meet departmental, divisional and student needs. Lead various project management needs by creating assignments, tracking progress, and resolving issues as needed. Serve as operational lead in the absence of the director. Serve as coach and mentor of junior team members by reviewing work and providing regular feedback. Build and maintain strong customer relationships through regular communication and meetings. Participation in department, divisional, and university related programs, committees, and other engagements that support the advancement of departmental and divisional strategic priorities as well as individual professional and personal development. Other duties as assigned.

Requirements

1-3 years experience required
Bachelor’s degree in business or related field required
Successful completion of a pre-employment background check

Nice To Haves

3+ years preferred
Prior project management experience preferred
Prior higher education experience preferred
A combination of education and relevant experience from which comparable knowledge is demonstrated may be considered.

Responsibilities

Provides administrative oversight of various programs and services administered in the Office of Vice President for Student Affairs and the Dean of Students, such as Student Emergency Support Funding and the Free Legal Consultation Program.
Contributes to the development of departmental procedures and guidelines in support of various programs and services, and partners with key constituents in addressing business process and problem-solving (i.e., Student Affairs Finance, Central Finance, Enrollment Services and Student Support Resources).
Serves as the lead interface with the Digital Transformation Technologies’ team in the creation of electronic forms with approval workflows, including serving as the primary end-user support for electronic forms, processes and databases (i.e., Alcohol Event Registration, Student Emergency Support Funding, and Domestic Partnership Applications).
Serves as a Workday administrator with responsibility for non-CMU student hiring, instructional staff and non-contingent positions; provides back-up hiring support for CMU student transactions and general support for questions and problem-solving.
Leads the Social Host trainings that provide education to campus-wide partners and maintains the Social Host Database.
First line reviewer of Alcohol Event Registrations (AER).
Contributes to creation and delivery of presentations, including content delivery.
Assists in planning and delivery of annual events and divisional conference, and monthly divisional staff forums, including content design and delivery.
Serves as resource to the administrative assistant to provide guidance and mentorship.
Provides assistance with the office’s website and contributing to the main Student Affairs’ website in consultation with the Student Affairs Marketing and Communication team.
Provides back-up support to the administrative assistant with responsibility for front office reception support, scheduling and calendar management, handling phone calls and messaging, greeting visitors, scheduling and supervising student workers and making appropriate referrals.
Assume an active role in the day-to-day coordination and management of business operations and activities that may involve monitoring, controlling, and managing operations to best meet departmental, divisional and student needs.
Lead various project management needs by creating assignments, tracking progress, and resolving issues as needed.
Serve as operational lead in the absence of the director.
Serve as coach and mentor of junior team members by reviewing work and providing regular feedback.
Build and maintain strong customer relationships through regular communication and meetings.
Participation in department, divisional, and university related programs, committees, and other engagements that support the advancement of departmental and divisional strategic priorities as well as individual professional and personal development.
Other duties as assigned.