Operations Manager- Student Life

About American International College:

American International College is a private, coeducational institution of higher education located on a 88+ acre campus in Springfield, Massachusetts. The campus has 42 buildings on two sites approximately 1/2 mile apart. Included in the inventory of buildings are student residences for a resident population of 900 students. Founded in 1885, the College has approximately 2200 graduate and undergraduate students. AIC offers a variety of undergraduate and graduate programs through the Schools of Business, Arts and Sciences; Health Sciences; and Education. The mission of the College is to transform student lives through career focused learning, with a strong foundation in the liberal arts, a commitment to serving the community, and a high level of involvement in the global economy.

AIC strives to create a diverse and inclusive campus community that is representative, at all job levels, of the students we serve. We are an EEO employer and we welcome applications from individuals for positions where they are underrepresented.


Job Description:

PURPOSE:

Reporting to the Assistant Vice President of Academic Affairs and Student Life, the Operations Manager will directly support Student Engagement, Campus Recreation, Residence Life, and provide secondary support to Counseling Services and Health Services. Coordinating the Student Life department's work, other duties and programs as assigned and initiatives supporting the mission and vision of the College.

This position is a 12-month position.

RESPONSIBILITIES:

Administrative:

• Provide administrative support to the Student Life Leadership, Student Engagement, Campus Recreation, Residence Life, Counseling Services, and Health Services teams, including calendar maintenance, correspondence, budget management.
• Provide day-to-day support to Student Engagement, Campus Recreation, Residence Life teams.

Event Management:

• Oversee the campus room reservations process. Make and confirm room reservations through the reservation system and ensure event set-ups are in place.
• Maintain a Master Calendar of Campus Events and communicate it to appropriate stakeholders
• Coordinate pertinent advertisement posters/flyers/brochures.

Finance:

• Monitor department budgets, ensuring invoices and purchase orders are processed in a timely fashion, making budget transfers, as necessary.
• Manage credit card allocation.
• Place and expedite orders for supplies based on regular inventory checks.
• Oversee Amazon, Costco, and other similar account input and maintenance

Housing Operations:

• Supports housing operation processes, including move-in, housing selection, room changes, and break housing needs.
• Coordinate the use of campus housing for external partners that include camps, housing rentals for interns, and community college students

Department Operations:

• Serve as the point of contact for the suite reception area, provide a welcoming environment for students and visitors.
• Assist students with check-in for appointments, scheduling walk-in and same-day appointments for Student Engagement, Campus Recreation, and Residence Life.
• Support Student Engagement, Campus Recreation, and Residence Life with administrative work, including hearing board preparation, meeting scheduling, and document preparation.
• Supervise student employees, including hiring and training.
• Receive, sort, and distribute mail.
• Ensure operation of office equipment with service requests as needed.
• Maintain adequate office supplies for department use.
• Initiate work orders with facilities and maintenance department.
• Develop and maintain filing systems.

Supervision:

• Supervise the Campus Center Building Assistant's student employees, including hiring and training.
• Support the supervision of other student employees in Residence Life and Campus Recreation.

Requirements:

Overview:

• Must be willing to contribute actively to the College's mission.
• Demonstrated knowledge of Microsoft Office: Word, Excel, and PowerPoint.
• 1-3 years previous office experience. (preferably higher education)
• Associate's or Bachelor's degree.

Key Skills:

• Excellent interpersonal, initiative, teamwork, problem-solving, independent judgment, organization, and communication (verbal and written) skills.
• Strong customer service skills, phone, and e-mail etiquette.
• Encourage an environment that supports student privacy.
• Ability to maintain professional boundaries and confidentiality.

Additional Information:

AIC reserves the right to fill this position at a level above or below the level included in this posting.

AIC is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.


Application Instructions:

Qualified applicants should save and submit the following documents with the online application.

• Brief cover letter
• Current resume
• Contact information for three professional references (one of which must be a current or prior supervisor)

Review of applications will continue until the position has been filled.