Operations Assistant, Egan School of Nursing and Health Studies

Fairfield University•Fairfield, CT

1d•Onsite

About The Position

The Egan School CT campus Operations Assistant provides comprehensive administrative and operational support to ensure the smooth and effective functioning of the Dean’s office and broader operations of the Egan School. The Operations Assistant serves as a front-line administrative and customer service resource in the Dean’s suite, providing comprehensive operational, logistical, and administrative support to the Dean and Egan School leadership. The role supports facilities and space management, procurement, travel and expense processing, recordkeeping, and data management, including dashboards and centralized databases, in compliance with university policies. The Operations Assistant also supports communications and marketing efforts, maintains school email and digital resources, collaborates across academic and administrative teams, provides backup support as needed, and assists with special projects to ensure efficient, high-quality school operations.

Requirements

High School diploma or equivalent required.
Some college coursework, an associate degree in business administration or office management, or equivalent experience.
2-3 years office experience.
Good interpersonal, communication and organizational skills.
Proficiency with Microsoft Office 365 and the ability to learn and navigate institutional systems and various software applications.
Working knowledge of Workday or equivalent platform.
Strong organization skills and attention to detail, with the ability to manage multiple tasks and priorities in a fast-paced environment.
Excellent verbal and written communication skills, with a professional and customer-service-oriented demeaner.
Demonstrated ability to work both independently and collaboratively with diverse internal and external stakeholders.
Experience coordinating meetings, events, and logistical tasks.

Responsibilities

Serve as a front-line resource in the Dean’s suite, delivering exceptional customer service to Egan School leadership, faculty, staff, students, and guests.
Provide administrative support for Egan School operations under the direction of the Dean and in collaboration with the Operations and Budget Manager.
Help manage the Dean’s calendar and schedule, including preparation of critical background information and materials.
Support the Dean in faculty’s rank, tenure and other promotion processes, including tracking process and timeline for reviewer and related documentation in accordance with university procedures.
Assist with faculty and staff matters, including faculty and staff searches, interview scheduling, candidate travel and itineraries, as well as retirement, and staff exit procedures.
Onboard new full-time faculty and staff, ensuring office space, equipment, technology, signage, and orientation materials are prepared.
Support faculty, staff, and student orientation events, including meeting logistics, supplies, materials and room reservations and set-up.
Onboard and coordinate temporary staff and work-study students; may supervise daily tasks and approve hours, as appropriate.
Coordinate and support faculty and staff meetings, committees, forums, retreats, and other school-sponsored events, including media, catering, preparation and distribution of materials, logistics, room preparation, minutes, and follow-up communications.
Coordinate conference and professional development logistics, including registration, travel, and lodging arrangements.
Arrange accommodations and transportation for guests, processing reimbursements and receipts in compliance with university policies.
Collaborate with Dean, Associate and Assistant Deans, and Program Directors to support accreditor site visits and related logistics.
Support facilities management, including office moves, maintenance requests, equipment repairs, and space setup, in coordination with the Dean, Associate and Assistant Deans, Programs Directors, and the Operations and Budget Manager.
Provide general support for faculty and student administrative needs as requested.
Maintain accurate, organized, and confidential records related to School operations, including policies and personnel/student files, and meeting meetings, in compliance with university procedures.
Assist in the procurement of special purchases at the request of the Dean (e.g., university-provided student awards, faculty recognition items).
Gather and compile information from internal programs and external sources, as directed by the Dean, and prepare summaries, draft reports, school surveys. and related materials to inform planning, Egan operations, School communications, and accreditation requirements.
Maintain centralized data, such as the Egan metrics dashboard, with regular tracking and reports, as directed by the Dean.
Maintain and update databases, shared drives, distribution lists, and school records, ensuring timely document archiving.
Prepare purchase orders and vouchers, reviewing and processing travel and expense reports in compliance with university guidelines.
Serve as a liaison to Egan Advisory Boards, Partnership Councils, and VIP guests, coordinating logistics and communications, ad requested.
Collaborate with the Marketing and Communications team to develop program materials, event promotions, and social media content for Egan programs, faculty, and events.
Support communication efforts by monitoring the Egan School email resource account, responding to inquiries and following up with internal and external stakeholders on behalf of the School.
Request and track updates to Egan School websites, recruitment materials, and digital media in collaboration with the Dean and the Marketing team.
Maintain regular communication with Egan faculty and staff, university departments, board members, and external partners to provide information and updates as needed and requested.
Partner with the broader administrative team to ensure coordination of school-wide activities and high-quality service delivery to faculty, students, university colleagues, external stakeholders, and guests.
Provide back-up support to Egan administrative and operations staff, as requested.
Assist with special projects, as requested.
Contribute to maintaining a professional, safe, and welcoming environment within the Egan School.
Other duties, as assigned by the Dean.