Job Description:

　　The operations assistant will provide an array of administrative and technical support to the dean of students, vice president for student life, and other applicable administrators. Reporting to the dean of students, the operations assistant will coordinate and cooperate with other University offices and departments in providing the services needed to support a dynamic and fast-paced campus community. The position requires strong customer service skills, assertive leadership, and communication skills and the ability to work on a team. In addition, this position takes appropriate actions to support a diverse workforce and participates in efforts to create a respectful, inclusive, and welcoming work environment. Ideal candidates will embody the University's Jesuit vision, mission and values as a foundation for their interactions with members of the University community as well as external parties.

　　ESSENTIAL FUNCTIONS AND RESPONSIBILITIES :

　　Support general office operations

　　Provide front desk support, greeting, assisting, and referring students, parents/families, faculty, staff, and others who contact the office via telephone, email, or in-person.

　　Maintain calendars, and schedule appointments and meetings for administrators.

　　Attend necessary meetings and inform office staff of relevant information.

　　Coordinate logistics including, but not limited to, making appropriate room reservations, catering orders, and audio and visual setup for programs and events.

　　Attend workshops for training as requested.

　　Communicate effectively with supervisor concerning pertinent office and/or University matters.

　　Establish and maintain effective working relationships with peers in other offices.

　　Maintain information as required for office, divisional, and University initiatives.

　　Record and disseminate minutes for meetings as needed.

　　Promote the proper utilization of equipment and materials.

　　Notify supervisor immediately of any unsafe working conditions.

　　Perform additional duties as assigned; work on occasional weekends and/or weeknights to support operations and/or events; duties, responsibilities, and activities may change at any time with or without notice.

　　Provide coverage for other departments in the absence of designated staff.

　　Organize budgetary and financial processes

　　Manage and maintain all budgets related to the dean of students and vice president for student life.

　　Coordinating budgetary and financial operations including, but not limited to, monitoring budget availability throughout the budget cycle, creating purchase requisitions and supplier requests, reconciling procurement card expenses, and processing stipends and other payments.

　　Execute pre-hire process for student employees.

　　Maintain a record of vendor/third-party contracts and agreements.

　　Report to direct supervisor any concerns with budget.

　　Assist and support other applicable administrators within the office.

　　Provide support for student conduct

　　Utilize the Maxient student conduct software to document and process conduct cases, and track conduct sanctions to ensure completion.

　　Assist in maintaining accurate student conduct records including appeal deadlines, assigned outcome due dates, overdue cases, as well as placing and removing record holds for overdue sanctions

　　Organize and execute recurring communication

　　Distribute dean of students’ correspondence and notifications.

　　Distribute divisional announcements.

　　Update departmental webpages.

　　QUALIFICATIONS :

　　Education

　　Associate degree or equivalent educational experience required. Bachelor's degree preferred.Experience

　　Ideal candidates will possess two to three years of experience providing administrative and operational support.

　　Proficient computer skills required in MS Word, Excel, Power Point, and Outlook. Experience with collaborative software and/or programs (e.g., Zoom, Google Docs, Dropbox, and Quip). Knowledge of Banner and Workday is preferred .

　　Knowledge and skills

　　Advanced verbal and written communication, and proofreading skills.

　　Excellent interpersonal skills are essential.

　　Demonstrated computer and technological skills.

　　Excellent organizational and management skills; ability to self-manage multiple tasks, priorities, and deadlines and adjust as necessary.

　　Ability to work collaboratively and effectively with multiple constituencies, including students, parents/families, and other campus colleagues.

　　Able to be self-motivated to start and/or complete projects independently. Able to seek direction when needed.

　　Strong analytical ability, sound judgment, and the ability to handle diverse and difficult situations with sensitivity and objectivity.

　　Use of tact, diplomacy, discretion and judgment in regular contact with students, parents/families, faculty, staff, and others within and outside the university.

　　Advanced knowledge of administrative concepts, principles, and practices.

　　WORKING CONDITIONS/PHYSICAL REQUIREMENTS :

　　General open office and campus environment. Position involves sitting, although frequent movement is necessary. Computer usage involving repetitive hand/wrist motion is also necessary.

　　This position is based at Fairfield University’s Fairfield, CT campus and is not eligible for immigration assistance.

　　Category:

　　Student Life - Staff

　　Performs such other duties, responsibilities, and activities as required by supervisor and as departmental/University needs indicate.

　　*Disclaimer

　　The above information indicates the general nature and level of work performed by employees within this classification. It is not designed to contain and should not be interpreted as a comprehensive inventory of all duties, responsibilities, activities, and/or qualifications required or expected of employees assigned to this job. Duties, responsibilities, and activities may change and new ones may be assigned at any time, with or without notice.

　　All offers of employment are contingent upon a satisfactory background check.

　　Fairfield University provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

　　Load a resume or CV first, then upload supporting documents including a cover letter at the bottom of the third page under the "My Experience" section where it says to upload a Resume/CV . You will be able to upload up to 5 other documents in this section. You will be unable to edit your application, so please have all documents available before applying.

　　Faculty Positions : If you need to upload more than 5 documents, please either combine them to upload or email the additional documents to the applicable contact in the job description.

　　Staff positions : If you need to upload more than 5 documents, please either combine them to upload or email them to [email protected]

　　Founded in 1942, Fairfield University is a modern, Jesuit Catholic University rooted in one of the world’s oldest intellectual and spiritual traditions. With campuses located in Fairfield, CT Bridgeport, CT, and Austin, TX, we strive to create a workforce that is rich in skill, knowledge, and pride in our work. Members of the Fairfield University community exhibit mutual respect, compassion, and inclusivity, aspiring to be a welcoming environment representative of an ever-changing and diverse global populace. As our University rises in national prominence, we are committed to fostering a healthy workplace and lifestyle for our employees. At Fairfield, the future is filled with opportunities as limitless as your potential, and they all begin with you.