Operations Lead Thompson Scholarship Programs

The Coordinator of Operations serves as the central administrative and operational lead for Thompson Scholarship Programs. This position provides high-level support to the Director and advising team by overseeing daily office operations, service and event tracking, financial processes, communications, and major events (including our large-scale End of Year Celebration). This position manages multiple priorities simultaneously and serves as a key point of contact for students, families, staff, and campus partners.Departmental

Operations & Front Office Management

• Coordinate and oversee daily office operations, including managing phone inquiries; scheduling, coordinating, and supporting meetings; distributing and processing mail; performing a wide range of administrative and office management functions to ensure efficient daily operations
• Serve as the primary point of contact, independently resolving routine and non-routine issues and appropriately escalating complex or sensitive matters
• Oversee front office reception functions to ensure a professional and welcoming environment
• Direct and supervise front desk student volunteers or employees by creating schedules, assigning work, monitoring progress, providing training and mentorship, and overseeing workflow completion.
• Oversee the integrity and security of physical and digital student records, ensuring all files are maintained in strict compliance with university and legal standards.
• Communicate and explain scholarship requirements to prospective students and families and current students
• Assist with phone/text/email outreach (students missing 1:1’s, scholarship promotion, new cohort communication, FAFSA/verification follow-up, Orientation Open House reminder, etc.) and documentation/tracking
• Support department email account, responding as appropriate and fielding to staff, as needed
• Support student engagement communications, including targeted outreach initiative
• Assist in Thompson shared calendar management
• Coordinate onboarding for new staff with workspace setup, equipment access, and supply readiness
• Assist in scheduling small conference rooms in University Hall

• Update Required Thompson Event attendance weekly on roster
• Weekly checks for withdrawals or drops to part-time status
• Update Fall/Spring/Summer hours at set times throughout semester
• Keep eye on INC/NGR updates each semester
• Graduation Date updates
• Update Group Meeting dates on roster (follow-up reminders to RSVP)
• Support advisor coding
• Updates (adds/drops) to people in Canvas Community

• Serve as BGSUserves administrator for Thompson
• Oversee service approval in BGSUserves based on Thompson requirements
• Coordinate weekly service communications and announcements
• Monitor student service progress via reports from BGSUserves and communicate check-point progress updates at key intervals throughout the semester
• Oversee program-wide Food Drive

• Oversee purchasing for department and support Thompson Student Leadership Team (SLT) with purchase requests
• Administer P-card process – keeping track of expenses, paying bills, processing reimbursements; purchase orders; reconciliations
• Run/monitor budget status reports from FMS as needed for director
• Submit transfers/requests to be covered by Foundation account
• Manage/order office supplies and maintain office equipment
• Assist with troubleshooting and resolving equipment problems
• Serve as liaison to ITS for equipment issues; initiate work orders for repairs
• Assist with travel coordination/conferences

• Support aspects of December Grad Recognition and End of Year Celebration events
• Coordinate logistics such as venue reservations, materials,…