Operations Coordinator Fraternity & Sorority Life
Operations Coordinator Fraternity & Sorority Life
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Job Description
Note for Current UM Employees
Current employees must apply internally via ConnectU >
The University of Mississippi
The University of Mississippi fondly referred to as Ole Miss stands as a premier public research institution with a proud legacy of academic distinction. We are devoted to nurturing a vibrant inclusive community where every member student faculty and staff can achieve their fullest potential.
Department Summary
The Office of Fraternity and Sorority Life seeks a highly motivated student-centered and dedicated professional to serve as the Operation Coordinator to support the fraternity and sorority community. Under the supervision of the Direction the Operations Coordinator supports the daily operations of the office through administrative financial and logistical coordination. The fraternity and sorority community is comprised of 35 organizations nearly 10000 students and 5 other full-time staff members 3 graduate assistants and 6-8 student workers. This role also contributes to key initiatives in facilities management academic support and student staff oversight. As a central member of the team the coordinator ensures efficient office function while delivering high-quality customer-focused service to students advisors and campus partners.
Role Specifications
Below you will find classification and compensation information. For additional details behind the University of Mississippi classification system please visit Human Resource Compensation Page
Family -Administration
Sub-Family -Administrative Operations
Career Track / Level - P1
Grade -5
Role Summary
Performs and oversees various administrative functions within a department including but not limited to; Office facilities and equipment management. Administer or support accounting processes. Support HR activities database / system administration task.
The Operations Coordinator plays a central role in supporting the administrative financial and logistical functions of the Fraternity & Sorority Life (FSL) office. Key responsibilities include managing vendor contracts processing billing and reimbursements maintaining budgets coordinating event logistics and tracking membership data. The position also supports fraternity/sorority housing operations supervises student staff and assists with leadership and academic initiatives.
Essential skills include strong organization communication and time management; experience with financial systems and administrative tools (e.g. WorkDay Banner SAP E-forms); and the ability to work both independently and collaboratively. Unique projects involve coordinating the Fraternity and Sorority Facilities Committee supporting House Director development and contributing to community-wide programs and academic reporting efforts
Examples of Work Performed
Administrative & Operational Support
Manage contract processing and tracking for vendors speakers and event services.
Oversee the room reservation process for FSL events programs and meetings.
Maintain office supplies and equipment inventory; manage procurement requests through university systems and E-forms.
Process Greek Fee billing and manage accurate record-keeping for chapter payments.
Respond to phone inquiries and offer general information about departmental services and upcoming programs.
Financial & Budget Management
Track departmental and program budgets including procurement expenditures and reconciliation in university systems.
Coordinate and process travel authorizations reimbursements and related documentation for staff and student travel.
Prepare financial reports and semester reports for internal and external stakeholders.
Data & Reporting
Manage chapter rosters and membership tracking in coordination with inter/national organizations and university systems.
Lead the distribution of academic performance reports to chapter leaders and advisors.
Facilities & Housing Support
Serve as administrative lead for the Fraternity and Sorority Facilities Committee (FSFC) including scheduling communication and documentation.
Track and manage fraternity and sorority housing facility records and data collections for institutional and operational needs.
Support House Director development initiatives through communication training logistics and resource distribution.
Student Staff & Special Projects
Supervise and manage student workers including hiring scheduling and timesheet approvals.
Provide logistical support for academic initiatives leadership development programs and/or FSL community-wide events.
Essential Functions
These essential functions include but are not limited to the following. Additional essential functions may be identified and included by the hiring department.
1. Plans and coordinates office-wide facilities maintenance space planning moves equipment installations and other events or projects with internal and external stakeholders.
2. Monitors inventory and places orders for office equipment supplies or provisions.
3. Manages or administers accounting processes including budgeting invoice processing employee expense reports reimbursements petty cash and time tracking.
4. May support HR activities or initiatives with employee onboarding and interview coordination and training.
5. Performs company database or system administration tasks including data input reporting user support and upgrades.
6. Resolves day-to-day problems and coordinates with stakeholders to obtain solutions
Minimum Education/Experience
Education:Bachelors Degree
Experience:No Experience Required
Substitution Statement: An equivalent combination of related experience and education may be considered for this role. Substitutions of the required experience or education will be assessed on a 1:1 substitution basis.
Preferred Qualifications
Experience: (3) Three Years Experience
Preferred Qualifications:
Strong organizational communication and time management skills.
Experience with financial tracking contract management and administrative processes.
Proficiency in Microsoft Office Suite WorkDay Banner SAP E-forms and other university systems.
Ability to work independently and collaboratively in a fast-paced environment.
Prior experience in higher education student affairs or fraternity/sorority life is preferred.
Working Conditions:
Standard office environment with occasional evening or weekend hours required for events or special projects.
For full consideration please include a resume and cover letter with your application
EEO Statement
The University of Mississippi provides equal opportunity in any employment practice education program or education activity to all qualified persons. The University complies with all applicable laws regarding equal opportunity and does not unlawfully discriminate against any employee or applicant for employment based upon race color gender sex pregnancy sexual orientation gender identity or expression religion national origin ethnicity citizenship age disability military status protected veteran status or genetic information or any other legally protected status.
Minimum Physical Requirements
Physical Requirements: These physical requirements are not exhaustive and additional job-related physical requirements may be added to these by individual agencies on an as needed basis.
Corrective devices may be used to meet physical requirements.
Physical Exertion: The incumbent may be required to lift up to approximately 10 pounds.
Vision: Requirements of this job include close vision. Speaking/Hearing: Ability to give and receive information through speaking and listening.
Motor Coordination: While performing the duties of this job the incumbent is frequently required to talk and hear; and use hands to finger handle or feel. The incumbent is periodically required to sit. The incumbent is occasionally required to stand; walk; and reach with hands and arms
Interview Requirements: Any candidate who is called for an interview must notify the Department of Equal Opportunity/Regulatory Compliance in writing of any reasonable accommodation needed prior to the date of the interview.
Background Check Statement
The University of Mississippi is committed to providing a safe campus community. UM conducts background investigations for applicants being considered for employment. Background investigations include a criminal history record check and when appropriate a financial (credit) report or driving history check.
Required Experience:
IC
Employment Type
Full-Time
