Office and Operations Administrator

Position Number: 001127

Department:
Levine Scholars Program (Adm)

Employment Type:

Permanent - Part-time

Months Per Year: 12

Serves as the first point of contact for the Levine Scholars Program by responding to general and recruitment‑related inquiries via phone, email, and in-person interactions and providing excellent customer service to students, families, faculty, staff, and visitors.

Provides administrative and operational support for the Levine Scholars Program, including office management, inventory control, office supply procurement, and promotional item ordering.

Processes and tracks business transactions, including Purchasing Card (P‑Card) reconciliation, travel planning and reimbursement, purchasing, receiving, and related documentation using university business systems such as Concur, Banner Finance, 49erMart, and Chartwells/Cater Trax.

Assists with the planning, coordination, and execution of program events and activities, including Finalist Program, recruitment events, meetings, and special programs.

Coordinates logistical arrangements for events, including facility reservations, catering orders, participant communications, travel arrangements, and event support.

Supports on‑boarding and off‑boarding activities for staff and graduate assistants and assists with maintaining office procedures, records, and operational workflows.

Serves as a liaison with campus partners and service providers, including OneIT, Facilities Management, Motor Fleet, Campus Police, Mail Services, and other university offices, to support the operational needs of the program.

Maintains shared office resources, equipment, and common spaces and assists with special projects and initiatives as assigned.

Bachelor's degree in business administration or a related discipline; or an equivalent combination of education and experience. All degrees must be received from appropriately accredited institutions.

Note:

Some state job postings state you can qualify by an 'equivalent combination of education and experience.' If that language appears above, then you may qualify through EITHER years of education OR years of directly related experience, OR a combination of both.

Experience providing administrative, office, or customer service support in a professional environment.

Experience coordinating events, meetings, travel arrangements, or other logistical activities as well as processing purchasing travel, reimbursement, or other business‑related transactions.

Proficiency with Microsoft Office, particularly Excel, and Google Workspace applications.

Experience using enterprise business systems such as Concur, Banner Finance, 49erMart, or similar financial and procurement platforms.

Strong organizational skills with the ability to manage multiple priorities and deadlines while maintaining attention to detail.

Experience working in a higher education environment is preferred.