Division Operations Specialist, Student Success and Support Services

The Division Operations Specialist is a versatile professional providing a broad portfolio of services across the Division of Student Success & Support Services (SSSS). The position is responsible for coordinating logistics, resource planning, website management, and a key resource for division-wide and cross-divisional events and programs. The Division Operations Specialist performs various financial and human resources transactions on a division-wide basis, supporting both the Business Manager and the needs of staff in all SSSS units.

Responsible for managing the operations of the Office of the Vice President for SSSS, the position hires and supervises student staff, ensures office coverage, and coordinates office resources and supplies.

This position is hybrid with at least three days per week on campus.

• Provide transactional support for division financials including, but not limited to entry of requisitions, purchasing through the procurement-card program and related reconciliation, coordination of division travel approvals, purchases (using the travel card), reimbursements, and initiation of voucher payments and inter-departmental billing activities on behalf of the division.
• Serve as the primary contract coordinator for all division student assistant, federal work-study (FWS), and contingent contracts. Assist with divisional recruitment, training, and hiring of student staff.
• Manage the daily operations of the office of the VP, which includes the VP, the Dean of Students, the Assistant Dean of Students, the division Business Manager, and the Director of Student Success & Retention. Manage divisional email accounts and shared phone lines, triage and respond to or forward messages as appropriate.
• Recruit, hire, train, and directly supervise student office staff. Coordinate team building and development opportunities for student staff across the division. Coordinate work by assigning tasks and ensuring that work is completed in a timely manner, delegating duties when appropriate.
• Assume responsibility for special projects that arise within the SSSS division, as requested, providing project-based assistance to the VP and VP’s team. Responsible for leading the project by planning, assessing and delegating resources, setting and achieving timelines and goals.
• Working with the SSSS executive leadership team and department heads, manages assigned logistics and planning elements for large scale events within the division and events that involve collaboration with other UBalt divisions.

• 4 years of experience with program and service delivery, management of office operations, event planning, and/or project management, preferably within a higher education or non-profit setting.
• Additional related experience and formal education in which one has gained the knowledge, skills, and abilities required for full performance of the work of the job class may be substituted for the education or experience requirement on a year-for-year basis with 30 college credits being equivalent to one year of experience.

• 5 or more years’ experience in a combination of the above areas, including at least one year of experience supporting key administrator. General knowledge of budget management and event/program planning in a university, government or non-profit setting.
  Experience/familiarity with People Soft and/or Workday software.
  
  Experience with in the Student Affairs field/profession and operational assessment.

General knowledge of student-facing programs and services within higher education. General knowledge of student involvement/activity programs. Knowledge of student employment, including hiring, training, and evaluating student staff. Excellent computer skills, including MS Office, Zoom, web-based management software programs, and database programs. Expert-level communication skills: highly effective with oral, written, electronic and interpersonal communication; attention to detail. Proven ability to interact with diverse internal and external constituencies in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient with a high level of professionalism and confidentiality.

Proven ability to manage detail-laden work. Must be discrete, able to exercise sound judgment, and have proven track record of handling highly sensitive and confidential information. Must be able to work independently with minimal supervision and be able to take initiative to problem solve. Must be able to exercise sound judgement in decision making, apply standards, and extrapolate when limited standardization exists.

Ability to successfully navigate and leverage UBalt resources and support. Demonstrated commitment and ability to work with individuals from diverse backgrounds. Ability to collaborate with a wide variety of internal and external constituencies in support of student success.

This position is…