Operations Support Specialist

Position Title:

Operations Support Specialist

Time Type:

Full time

Position Summary and Qualifications:

The Operations Support Specialist administers the operational and customer service needs of the Office of Residence Life consisting of 85 professional and paraprofessional staff and servicing over 2300 resident students. The roles main functional responsibilities include walk-in phone and digital customer service purchasing and financial management and supporting housing operational needs processes and events. The Operations Support Specialist provides administrative support to the Residence Life Central Office staff and is also responsible for assisting in departmental housing processes and special projects responding to student issues and performing additional administrative functions.

Essential Duties & Responsibilities:

• Serve as the first point of contact for the Office of Residence Life operations providing professional and courteous customer service to students families staff and campus partners; triage questions and concerns and refer additional needs to Office of Residence Life central staff members and Student Life partners.

• Administer daily operations of the Office of Residence Life by assessing the needs of the 85 staff members and making appropriate decisions and referrals necessary for the overall needs of the department.

• Centrally coordinate all procurement processes including contracts for services & goods reimbursement requisitions from professional and student staff within the Workday system; maintain standard office and programming inventory.

• Maintain all non-salary departmental budgets as primary administrator of Residence Life information in the WorkDay system.

• Serve as primary contact for University contracts serving the Office of Residence Life such as HawkPrint Aramark WB Mason Laundry Services etc.

• Support housing assignments processes by managing communications assisting with room changes and maintaining accurate records in housing management software.

• Assist in the facilitation of key and access management including distribution tracking and reconciliation of room keys and ID card access issues. Conduct weekly key audits and replacement ordering and billing. Serve as the primary liaison between Residence Life and Public Safety regarding access needs.

• Recruit hire train and supervise student office assistants for operational support roles within the office.

• Serve as the primary point of departmental website management and update site in response to operational needs and processes.

• Provide administrative support for seasonal departmental processes and events including multiple housing selection processes move-in and closing. Assist with coordination of move-in move-out and break housing logistics including signage communications and preparation of materials.

• Work in collaboration with other Residence Life staff members in the planning and implementing of major campus events including Resident Assistant Training Opening Housing Selection Resident Assistant Selection Closing etc.

• Serve as a liaison between residential students and Facilities Management regarding status updates on work orders and standard residential room facilities needs. Track elevated work orders in order to ensure completion of requests and maintain documentation of issue resolution.

• Manage the Residence Life guest room program by booking rooms providing access billing managing cleaning and materials stocking.

• Manage all special Athletics minor-guest visitors in coordination with Athletics compliance.

Secondary Duties & Responsibilities:

• Process departmental forms such as damage charges lockouts temporary access requests and early arrival/late stay approvals.

• Provide administrative support for professional and student staff recruitment training and onboarding processes.

• Maintain calendars and schedule meetings for department leadership and support coordination of departmental events and retreats.

• Collaborate with other campus offices such as Facilities Public Safety and Student Accounts to ensure seamless support for residential operations.

• Problem solve and look for creative opportunities to improve the Office of Residence Life operations.

Minimum Qualifications:

Required:

• High School diploma/ trade school degree or equivalent required.

• Strong computer skills with preference for experience in the use of Microsoft Office applications (Word Access and Excel).

• Strong communication customer service and organizational skills.

• Ability to multitask and manage high volume of customer service needs and projects.

Preferred:

• Housing and/or Residence life experience.

• Experience in an education environment.

• Experience with Banner WorkDay GoogleSuite StarRez Housing Platform.

Physical Requirements and/or Unusual Work Hours:

• Occasionally attend evening programs to assist with administrative duties.

• Occasional lifting of office supplies for distribution and storage

Saint Josephs University is a private Catholic Jesuit institution and we expect members of our community to be knowledgeable about and to make a positive contribution to our mission. Saint Josephs University is an equal opportunity employer that seeks to recruit develop and retain a talented and diverse workforce. The University is committed to the diversity of its faculty and staff so that our students our disciplines and our community as a whole can benefit from the multiple perspectives it offers. The University seeks qualified candidates who share our commitment to equity diversity and inclusion. EOE

Saint Josephs University prohibits discrimination on the basis of sex in its programs and activities including admission and employment in accordance with Title IX of the Education Amendments of 1972. The Title IX Coordinator is responsible for overseeing compliance with Title IX and other civil rights laws and regulations. To contact the Title IX Coordinator e-mail visit Campion Student Center suite 243 or call . To learn more about the Universitys Title IX policies the process for filing a report or formal complaint of sex discrimination sexual harassment or other form of sexual misconduct and the Universitys response to reports and/or formal complaints please visit Inquiries may also be directed to the Federal agency responsible for enforcing Title IX the U.S. Department of Education Office for Civil Rights.

Pay Transparency & Benefits Overview

Please click to read more about the universitys approach to pay and benefits transparency. Adjunct instructor compensation can be found in the article. Otherwise an estimated pay range is listed below. This positions estimated pay range is:

$41900.00 - $45700.00