Operations Associate

Title

Operations Associate

Provost's Office

Outreach & Engagement

Non-Exempt

Grade 9: $18.98/hour

5 E5

Coordinate, administer and manage daily operations tasks for Outreach and Engagement (O&E) while adhering to University policies, procedures, and guidelines. Coordinate and implement various Outreach and Engagement programs and projects.

• Coordinate, administer and manage daily operations tasks for Outreach and Engagement (O&E) while adhering to University policies, procedures, and guidelines.
• Manage CampusCE enrollment system data processing by analyzing, reconciling, and exporting detailed daily reports for submission to the Bursar's office in collaboration with the Database Administrator and Operations Manager and Lifelong Learning Coordinator.
• Run and review daily CampusCE income activity reports for revenue‑generating programs, troubleshoot and reconcile any discrepancies in collaboration with the Database Administrator and Operations Manager and Lifelong Learning Coordinator.
• Coordinate employment process of O&E departmental positions, including liaising with Human Resources, O&E supervisors and search chairs, the Executive Director of O&E, and the Provost's Office.
• Manage documentation for internal audit compliance, including but not limited to approved program and service contract budget justifications, scope of work, signed contracts, grants, and leases as applicable.
• Serve as the primary backup for Database Administrator and Operations Manager.
• Compile, export and prepare complex data from CampusCE and other database systems for reporting, as requested.
• Coordinate with Executive Director of O&E to perform budgetary oversight and tracking for several O&E departments, including complex revenue‑generating budgets.
• Oversee administrative expenses, reimbursements, and travel for O&E, as assigned.
• Place all electronic procurement or credit card orders as required for leases, memberships, travel, subscriptions, and office supplies in compliance with Procurement Office procedures and guidelines.
• Track departmental purchases, receipts, and reconcile monthly purchasing card statements.
• Prepare/renew annual standing orders for the fiscal year in BuyUSI with supporting documentation.
• Reconcile and track submitted vs. paid invoices to ensure accurate expense and revenue records for services provided.
• Manage and update O&E physical inventory lists for Information Technology.
• Guide O&E administrative and support staff in following university and departmental policies, processes and procedures by providing information, training and responding to inquiries.
• Manage O&E's group email list and contact list.
• Design, create and administer surveys and evaluations to gather partner, program, and service data using Qualtrics or other tools.
• Coordinate annual professional development activities for O&E in collaboration with the Executive Director of O&E.
• Coordinate and implement various Outreach and Engagement programs and projects for Corporate Partnerships and Customized Training, Center for Applied Research, and O&E as assigned.
• Coordinate with professional staff to ensure that logistical matters are handled expediently and help ensure each programs' quality.
• Arrange meeting/program space and USI and other regional locations.
• Coordinate audio‑visual equipment for meetings/programs.
• Coordinate food services for meetings/programs.
• Assemble and prepare program materials as needed.
• Facilitate program preparation with program instructors.
• Coordinate employment process for programs and project positions, when necessary, including liaising with Human Resources, O&E supervisors and search chairs, the Executive Director of O&E, and the Provost's Office.
• Track inventory of and place all electronic procurement or credit card orders as required for program and project materials, books, and supplies.
• Track program and project purchases, receipts, and reconcile monthly purchasing card statements.
• Edit, update, and maintain program websites, including the Tri‑State Industrial Safety Council site, in collaboration with Marketing Content Specialist.
• Serve as backup for Corporate Partnerships and Customized Training website.
• Oversee administrative and instructor expenses, reimbursements, and travel for contracted programs and services.
• Prepare and track assignment acceptance (AA) and stipend forms for faculty, facilitators, instructors, and staff working on programs and projects as assigned with documentation.
• Prepare and/or monitor program reports as assigned.
• Monitor and track expenses per program to stay within program budgets.
• Create business invoices for programs and projects with supporting documentation for financial manager approval.
• Other duties as assigned.

• High school diploma or GED.
• Minimum of three years of business office or operations experience required; within a higher education setting preferred.
• Ability to communicate effectively and…