Edtech.com's Summary

The Catholic University of America is hiring a Sr. Operations Coordinator to manage comprehensive administrative and operational support for the Dean of Engineering. The role involves coordinating the Dean's Office activities, supervising work-study students, managing budgets, overseeing faculty and staff appointments, and supporting communications and special projects within the college.

Highlights

Coordinate Dean’s calendar, appointments, and direct inquiries appropriately.
Manage budget planning, create purchase orders, monitor expenditures, and reconcile financial records using Cardinal Financials.
Supervise work-study students and oversee processing of faculty and staff appointments as liaison with HR and Provost’s Office.
Handle special projects including staffing, budgeting, and progress monitoring.
Contribute to production of the College of Engineering magazine and support alumni and development activities.
Serve as knowledge resource and trainer on university regulations; update the College Administrative Handbook.
Act as official secretary and staff representative for College Executive Committee and Faculty meetings.
Coordinate special functions such as alumni receptions, recruitment events, and graduation logistics.
Manage news and communications, including marketing coordination, website updates, and event media coverage.
Required qualifications include a Bachelor’s degree preferred, 3-5 years of administrative experience, proficiency in MS Office/G Suite, and ability to drive for university business.
Projected salary range: $64,000 - $80,000.

Sr. Operations Coordinator Full Description

Posting Title: Sr. Operations Coordinator Overview:

To support and work on behalf of the Dean of Engineering in all aspects of the administration and management of the college, including scheduling and events coordination, employee training, appointments of faculty, students, and staff, budget planning, project management, and communications.

The projected salary or hourly pay range for this position which represents the full range of anticipated compensation is: $64,000 - $80,000.

Responsibilities:

Coordinate the operations of the Dean’s Office.
- Maintain the dean’s calendar, schedule appointments for the dean as needed, and direct inquiries (phone, email, in-person) to the appropriate departments or individuals.
- Work with the Assistant and Associate Deans, other dean’s office staff members, and department chairs and staff to process Dean’s Office paperwork and maintain records.
Work on behalf of the dean to resolve issues brought up by faculty, students, and staff.
Supervise work-study students in the Dean’s Office.
Work with the dean to develop an annual budget request to support the College's operations and strategic plan.
Work with the dean, department chairs, and program directors to annually budget funding for various organizations/funding sources.
Prepare and submit appropriate paperwork for budget revisions, expense transfers, etc.
Create requisitions/purchase orders for College of Engineering equipment, furniture, software, materials, and supplies.
- Use a Purchasing Card for appropriate purchases, maintain records of purchases and deliveries, and maintain a database of regular vendors.
- Coordinate with other Dean’s Office staff to anticipate purchasing needs and maintain appropriate stock.
- Follow up with Procurement and Accounting offices to ensure prompt processing.
Monitor expenditures and encumbrances of the College and academic programs, investigate and resolve discrepancies, and create internal budget goals. Regularly reconcile financial records with those in the Cardinal Financials system.
Coordinate the appointment of full-time faculty, part-time faculty, staff, and graduate teaching and research assistants.
- Coordinate the processing of various scholarships and awards for undergraduate and graduate students.
- Act as a liaison with the Office of Human Resources and the Provost’s Office, serving as a single point of contact for personnel issues.
- Design and maintain a database of contracts and records, including quality checking, logging, and expediting the processing of hiring and appointments.
Manage special projects, including creating budgets, determining and filling staffing needs, and monitoring progress and deadlines.
Contribute to the production of the annual College of Engineering magazine, Catholic University Engineer. This includes budget administration, collecting materials, delegating tasks, proofreading, generating articles, selecting artwork, choosing vendors, and approving the layout. Collaborate with the dean’s office administrative assistant and the Division of University Communications.
Work with the CUA Division of University Advancement, the College of Engineering’s major gift officer, and the CUA Office of Alumni to support development and alumni relations activities.
Serve as a knowledge resource and trainer to faculty and staff regarding CUA regulations and administrative procedures. Responsible for updating the College Administrative Handbook.
Serve as the official secretary and staff representative for College Executive Committee meetings, providing input and project updates.
Serve as the staff representative at College Faculty meetings, providing input and project updates.
Serve as special functions coordinator, creating schedules, administering budgets, and determining personnel needs for events like alumni receptions, recruitment events, and graduation.
Prepare reports and specialized correspondence to support the needs of the Dean.
Serve as news and communications coordinator for the College.
- Distribute information, coordinate marketing efforts, and serve as a liaison to the University’s Office of Marketing and Communications.
- Coordinate with the dean’s office Administrative Assistant on website updates and social media. Coordinate on-site photography, videography, and social media coverage of events.
Other duties as assigned.

Qualifications:

Bachelor's Degree preferred.
A minimum of 3-5 years experience in administration; accounting, project management, personnel management.
Some knowledge about web design, reasonable understanding of computer hardware, software and networking, mandatory skills of MS Office / G Suite (Google apps).
The ability to drive a vehicle (campus or non-campus) on behalf of University business.

Original Job Description

Posting Title: Sr. Operations Coordinator Overview:

The projected salary or hourly pay range for this position which represents the full range of anticipated compensation is: $64,000 - $80,000.

Responsibilities:

Coordinate the operations of the Dean’s Office.
- Maintain the dean’s calendar, schedule appointments for the dean as needed, and direct inquiries (phone, email, in-person) to the appropriate departments or individuals.
- Work with the Assistant and Associate Deans, other dean’s office staff members, and department chairs and staff to process Dean’s Office paperwork and maintain records.
Work on behalf of the dean to resolve issues brought up by faculty, students, and staff.
Supervise work-study students in the Dean’s Office.
Work with the dean to develop an annual budget request to support the College's operations and strategic plan.
Work with the dean, department chairs, and program directors to annually budget funding for various organizations/funding sources.
Prepare and submit appropriate paperwork for budget revisions, expense transfers, etc.
Create requisitions/purchase orders for College of Engineering equipment, furniture, software, materials, and supplies.
- Use a Purchasing Card for appropriate purchases, maintain records of purchases and deliveries, and maintain a database of regular vendors.
- Coordinate with other Dean’s Office staff to anticipate purchasing needs and maintain appropriate stock.
- Follow up with Procurement and Accounting offices to ensure prompt processing.
Monitor expenditures and encumbrances of the College and academic programs, investigate and resolve discrepancies, and create internal budget goals. Regularly reconcile financial records with those in the Cardinal Financials system.
Coordinate the appointment of full-time faculty, part-time faculty, staff, and graduate teaching and research assistants.
- Coordinate the processing of various scholarships and awards for undergraduate and graduate students.
- Act as a liaison with the Office of Human Resources and the Provost’s Office, serving as a single point of contact for personnel issues.
- Design and maintain a database of contracts and records, including quality checking, logging, and expediting the processing of hiring and appointments.
Manage special projects, including creating budgets, determining and filling staffing needs, and monitoring progress and deadlines.
Contribute to the production of the annual College of Engineering magazine, Catholic University Engineer. This includes budget administration, collecting materials, delegating tasks, proofreading, generating articles, selecting artwork, choosing vendors, and approving the layout. Collaborate with the dean’s office administrative assistant and the Division of University Communications.
Work with the CUA Division of University Advancement, the College of Engineering’s major gift officer, and the CUA Office of Alumni to support development and alumni relations activities.
Serve as a knowledge resource and trainer to faculty and staff regarding CUA regulations and administrative procedures. Responsible for updating the College Administrative Handbook.
Serve as the official secretary and staff representative for College Executive Committee meetings, providing input and project updates.
Serve as the staff representative at College Faculty meetings, providing input and project updates.
Serve as special functions coordinator, creating schedules, administering budgets, and determining personnel needs for events like alumni receptions, recruitment events, and graduation.
Prepare reports and specialized correspondence to support the needs of the Dean.
Serve as news and communications coordinator for the College.
- Distribute information, coordinate marketing efforts, and serve as a liaison to the University’s Office of Marketing and Communications.
- Coordinate with the dean’s office Administrative Assistant on website updates and social media. Coordinate on-site photography, videography, and social media coverage of events.
Other duties as assigned.

Qualifications:

Bachelor's Degree preferred.
A minimum of 3-5 years experience in administration; accounting, project management, personnel management.
Some knowledge about web design, reasonable understanding of computer hardware, software and networking, mandatory skills of MS Office / G Suite (Google apps).
The ability to drive a vehicle (campus or non-campus) on behalf of University business.

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