Operations Coordinator

WPI • Worcester, MA

4d

About The Position

Manage the day-to-day operations for Heebner Career Development Center (CDC). Provide superior customer service for all constituents of the CDC including students, employers, alumni, faculty, parents, and staff. Serve as main point of contact for incoming calls, e-mails, and visitors. Triage inquiries in a professional manner using problem solving abilities and available resources to respond or refer selected higher-level questions as appropriate. Exercise ownership for the “front of the house” ensuring the CDC maintains a welcoming, professional environment for all constituents.

Requirements

• Bachelor’s or Associate’s degree preferred, high school diploma or equivalent required.
• 3-4 years of office experience demonstrating a thorough knowledge and proven efficiency with office practices and procedures.
• Experience in the areas of reception and/or customer service required.
• Working knowledge of all applications within Microsoft Office.
• Knowledge and proven ability of telephone etiquette.
• Ability to work well under pressure handling multiple telephone calls and or visitors on a daily basis.
• Ability to prioritize and complete multiple tasks while performing reception duties in a fast-paced office with attention to detail and follow through.
• Possess excellent interpersonal and customer service skills with the ability to communicate effectively with a diverse population both verbally and in writing.
• Ability to be forward thinking to anticipate gaps and needs of the office to maintain high functioning operations and customer service.
• Physical requirements are within the normal range of an office environment, but may include occasional lifting, carrying, pushing or pulling up to 20 pounds.

Responsibilities

• Manage the day-to-day operations including but not limited to: schedule and space management, in person, email and phone communication, digital displays, material preparation for events/fairs/visitors.
• Manage recruitment, training, and supervision of the front desk student employee staff.
• Manage scheduling to ensure office coverage and daily workload of student staff to support office functions.
• Oversee administration of the CDC’s budget and financial transactions including processing payments, tracking receipt of fees for CDC programs/services (career fair registration, resume database access, etc.), following up with customers to collect fees due, generating budget reports, managing student organization grant process, producing expense reports and other budget related tasks.
• Triage the communications of students, employers, faculty, staff, parents, and others making referrals when needed.
• Maintain our online recruitment management system and utilize the platform to answer a wide array of questions related to student and employer activity.
• Develop, implement, and evaluate CDC policies and procedures to continually improve the office’s interaction with all constituents.
• Support data collection processes including usage of CDC services and student outcomes while ensuring information is up-to-date, accurately maintained in the system, and generate reports and status trackers as needed.
• Perform other duties, as necessary.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED