Programs and Operations Specialist

Beloit College•Beloit, WI

About The Position

The Programs and Operations Specialist, embedded in the Department of Economics and Business and the Business School, coordinates the suite of programming that makes the School distinctive and owns the day-to-day operations of the Department and School. This role manages the logistics of the Upton Forum, Business Networking Summit, Know Your Employer Series, as well as other events hosted by the Department and School. This position performs a broad array of office responsibilities such as managing the Department and School's budget and workflow, and facilitating and managing communication to and from the Dept/School to a variety of constituents, including students, alumni, and other friends and guests of the College. This position reports directly to the faculty member leading the Upton Forum and Business Networking Summit and the Director of the Business School. Characteristic Duties and Responsibilities: 1. Operations (35%) ○ This role develops systems and processes to ensure that the Business School programs and events run smoothly through the busy fall and spring semesters ○ As part of operations, this role sends communications, primarily via email, to students, faculty, alumni, and other groups to alert them to events, opportunities, and other news ○ Additionally, this role helps to manage the budget of the Dept/School. As part of this, the role works with the accounting office to process payments, reimbursements, etc. ○ This role provides general office support, ensuring that the Business School's space (including the finance lab, faculty/staff offices, and lounge) is functional, welcoming and professional; acts as the point of contact for building or space management, vendors, and maintenance; and manages office and swag supplies 2. Event planning, including (but not limited to) the Upton Forum, Business Networking Summit, and Know Your Employer Series (30%) ○ The Upton Forum is the most important academic program of the Department of Economics and Business and brings leading scholars to campus each fall. During the course of the week, the coordinator ensures that the Upton Forum is carried out with the utmost professionalism. ○ The Business Networking Summit offers a premier educational and networking opportunity for students in the School of Business. This position works with the faculty lead to ensure a successful event for current students and alumni and friends alike. ○ The Know Your Employer series brings representatives from businesses to campus for a "lunch and learn" style event where students have the opportunity to learn about different career paths and importantly, internships and jobs available through the featured employer. The goal is for these events to lead to consistent employment pathways for our students. ○ This role is also responsible for the logistics of other events that may take place 3. Alumni Relations (35%) ○ This role manages relationships with alumni (and friends of the College), communicating updates on the Department of Economics and Business and the Business School, and responding to alumni questions. ○ In addition, the role develops and sustains the career mentorship program, matching current students with alumni mentors in fields of their interest. ○ As part of this work, the role builds and sustains relationships with alumni for recruitment of internships, first destination employment, and volunteer opportunities, in partnership with Career Works and Alumni Connections 4. Supervises student workers Credentials and Experience: 1. College degree is preferred, or equivalent experience. 2. At least 3 years of experience in public relations, or event management, or project management is required. 3. Experience with independently conceiving and completing projects. Knowledge, skills and abilities: 1. Excellent oral and written communication skills, including a command of grammar, punctuation, and spelling, and exceptional proofreading ability 2. Attention to detail and high level of professionalism 3. Ability to plan, prioritize and organize multiple tasks and projects, and to meet set deadlines without immediate and constant supervision 4. Exceptional organizational skills. This person seeks to develop systems and processes to carry out activities with consistency and at a high level of quality 5. Advanced levels of proficiency in the Microsoft and Google Suite of products required 6. Ability to understand and appreciate the mission of a residential, liberal arts college; Beloit College's School of Business; the Upton Program 7. Ability to develop, and to contribute to, learning and work environments welcoming to people from a diverse variety of backgrounds and experiences 8. Ability to maintain confidentiality and to safeguard the confidentiality of records The intent of this job description is to provide the general nature and level of work required for employees who are assigned to this classification and shall not be constructed as an all- inclusive list of duties and responsibilities. Employees may be instructed to perform job-related duties and responsibilities other than those specifically presented in this description.

Requirements

At least 3 years of experience in public relations, or event management, or project management is required.
Experience with independently conceiving and completing projects.
Excellent oral and written communication skills, including a command of grammar, punctuation, and spelling, and exceptional proofreading ability
Attention to detail and high level of professionalism
Ability to plan, prioritize and organize multiple tasks and projects, and to meet set deadlines without immediate and constant supervision
Exceptional organizational skills. This person seeks to develop systems and processes to carry out activities with consistency and at a high level of quality
Advanced levels of proficiency in the Microsoft and Google Suite of products required
Ability to understand and appreciate the mission of a residential, liberal arts college; Beloit College's School of Business; the Upton Program
Ability to develop, and to contribute to, learning and work environments welcoming to people from a diverse variety of backgrounds and experiences
Ability to maintain confidentiality and to safeguard the confidentiality of records

Nice To Haves

College degree is preferred, or equivalent experience.

Responsibilities

Develops systems and processes to ensure that the Business School programs and events run smoothly
Sends communications to students, faculty, alumni, and other groups to alert them to events, opportunities, and other news
Helps to manage the budget of the Dept/School
Provides general office support
Acts as the point of contact for building or space management, vendors, and maintenance
Manages office and swag supplies
Event planning for the Upton Forum
Event planning for the Business Networking Summit
Event planning for the Know Your Employer Series
Manages relationships with alumni
Develops and sustains the career mentorship program
Builds and sustains relationships with alumni for recruitment of internships, first destination employment, and volunteer opportunities, in partnership with Career Works and Alumni Connections
Supervises student workers