Operations Specialist

Details•Troy, NY

3d•Onsite

About The Position

The Operations Specialist will be responsible for greeting guests and customers at the main Auxiliary office. The Operations Specialist will also be responsible for responding to voice messages and e-mail requests. requests for service, ID’s, meal plans, etc. and will be required to demonstrate follow-through to ensure requests are handled and closed out. This position will also have administrative duties specific to Auxiliary Services. Who we are: Founded in 1824, Rensselaer Polytechnic Institute (RPI) is the first technological research university in the United States. We bring creativity, science, and technology together to address society's greatest challenges. We cultivate exceptional problem-solvers by immersing them in a culture of rigorous inquiry, disciplined practice, and hands-on application. Our strategic plan, RPI Forward, charts a pioneering course for the next era of RPI. Explore the RPI Forward plan. ↗︎ Nestled on a beautiful 275-acre campus in upstate NY, RPI is home to five schools, 32 research centers, three makerspaces, an observatory, one of the world’s fastest supercomputers, and the IBM Quantum System One - the first university-based quantum computer in the world. With top notch employee health and retirement benefits, Rensselaer offers its full-time employees a generous paid time off program, tuition remission, and opportunities for career growth.

Requirements

High school diploma or equivalent
At least three (3) years of related experience, or an equivalent combination of education, training, and experience
Proficiency in the use of personal computers
Ability to follow written and oral instructions and apply knowledge
Ability to learn and apply field specific operational/administrative functions
Attention to detail
Ability to work as part of a team
Ability to perform basic mathematical functions
Good organizational and communication skills
Excellent customer service and telephone etiquette skills
Proficient keyboarding skills
Ability to handle multiple tasks effectively

Responsibilities

Perform all office administrative duties for the Auxiliary office. Including but not limited to calendar/meeting support, inventory, copying, scanning, filing, etc.
Be responsible as a front-line customer service representative, assisting and directing customers as needed.
Answer incoming calls, screen and route callers, respond to inquiries as appropriate.
Receives, sorts and routes incoming mail.
Maintain a master database of all service tickets related to equipment repair, exercise equipment updates and laundry issues.
Contact vendors as needed to obtain service.
Based on vendor feedback and analyzation of the database; identify problematic equipment and inform the management team.
Assist the Management team with oversight of the routine dining hall cleanings and communicate the schedule to the company.
Obtain feedback on satisfaction levels with cleaning and report findings.
Maintain a master database of all Residential purchases such as furniture, mattresses, blinds, etc. to ensure updates are made according to rotation policy.
Organize removal with the locals “Good will” companies and arrange for all moving needs to support this process.
Enter purchase requisitions and process vendor invoices for payment, routinely report to supervisor and immediately refer any discrepancies for resolution.
Assist with summer program set up, calendar of events, coordination, FUA creation, Quotes, meal plan selection and invoicing/billing.
Support the Auxiliary Team at various events throughout the year (commencement, check-in, admissions events, etc.)
Perform other duties as requested or assigned