Lead Operations Specialist

Location: Unity, ME
Category: Administrative
Posted: Oct 01, '18
Job Description:
About Unity College:
For over fifty years, Unity College has been preparing the next generation of environmental professionals and leaders to successfully face real-world challenges. We believe that we should serve a broad range of students from all backgrounds across the U.S. and the world. To be responsive to the rapidly changing needs of students and society, Unity College has adopted an enterprise model as its institutional organization, expanding the college into two distinct units that offer both undergraduate and graduate environmental degrees: flagship campus and distance education.
On our flagship campus, our liberal arts curriculum is built upon a unique framework of sustainability science, the first of its kind in the nation. A distinctive approach to learning provides our students with an exceptional, high-quality education, enabling them to drive real change with leading-edge knowledge and expertise within any of our 17 environmentally focused majors. Our unique location provides extraordinary opportunities for hands-on learning and research, and active and engaged students work together with forward-thinking faculty to make true community-based learning possible. From 225 wooded acres of farmland overlooking Unity Pond in the tranquil village of Unity, Maine, we prepare each of our students to make a mark on the world.
Our distance education unit, started in 2016, extends the effects of a Unity College education to adult learners, and beyond the physical confines of the flagship campus. Unity College Online offers affordable, accredited master's degrees and non-degree credits, ideal for working professionals seeking to advance their careers, helping students become the change maker the world needs while still honoring their commitments, wherever they are.

Job Description:

The Lead Operations Specialist serves as liaison between the Operations Specialists and the Director of Institutional Effectiveness. Responsible for performing a variety of clerical and office tasks in support of the communications and data flow at Unity College. The Lead Operations Specialist is responsible for maintenance of the Administrative Operations Service Catalog, as well as the timely execution of services described within the catalog. The Lead Operations Specialist also serves as the Enterprise Content Management System Lead for DocFinity. Specific duties include (but are not all inclusive):

  • Performs in a leadership role in the unit by solving issues as they arise and escalation to the Director of Institutional Effectiveness when necessary.

  • Serve as the primary point of contact between the Operations Specialists and the Director of Institutional Effectiveness.

  • Monitor the flow of information and any backlog so that clearance processes may be developed and implemented.

  • Develop and provide cross-training programs for staff.

  • Ensure that all Operations-related business processes are documented and current.

  • Serve as Enterprise Content Management (ECM) System Lead for DocFinity, leading all ECM-related projects after initial implementation, including creating new E Forms.

  • Manage and update the Administrative Operations Service Catalog, ensuring all catalogue updates are approved by the Director of Institutional Effectiveness, the Chief Advancement Officer, and the Chief Officers of supported functional units as applicable.

  • Provide administrative support such as maintaining and producing mailing lists; producing letters and envelopes for mailings, and writing, editing and proofreading documents.

  • Provide accurate, valid, and timely processing and maintenance of all records.

  • Perform data entry and associated tasks in campus information system records.

  • Perform data analysis activities, as directed.

  • Serve as the subject matter expert for one or more information systems, identify process improvements, develop procedures for implementation.

  • Perform complex clerical work and provide support for operations tasks.

  • Complete, verify, process and distribute credit card statements, purchase orders, check requests, timesheets, tax forms, applications, etc.

  • Reconcile spending activities with the business office to general ledger, credit card statements, etc.

  • Maintain inventory of materials, publications, letterhead, etc. required for normal activities.

  • Organize, prepare, produce and otherwise process both physical and electronic bulk communications in accordance with department schedules and procedures.

  • Process incoming mail and delivery of outgoing mail to the mailroom.

  • Coordinate scanning and e filing of documents.

  • Ensure accuracy and completion of data elements through periodic reports and verification measures.

  • Manage work study students as assigned.

  • Provide college switchboard services as assigned.

The ideal candidate will have a high school diploma/GED with at least 2 years of job-related experience in customer service. 3 - 5 years of job-related experience in customer service or related field is preferred. Plus:

  • Supervisory skills desired

  • Experience with complex administrative data systems

  • Ability to communicate effectively and appropriately

  • Strong organizational skills

  • Proficiency with computerized database, word processing, email, and spreadsheet software

  • Ability to work harmoniously with members of the college community

  • Ability to function effectively within organizational structures, maintain open lines of communication while being discreet, courteous and well poised.

  • Ability to demonstrate initiative, make sound decisions, budget time, focus on details, and complete tasks on time while functioning in multiple capacities.

  • Ability to adapt to new ideas and circumstances

  • Ability to handle multiple tasks while maintaining quality outputs

  • Knowledge of office operations including filing and clerical support

  • Ability to effectively present information and respond to questions from the college community and managers

  • Ability to calculate figures and apply concepts of percentages, ratios and proportions to practical situations

  • Ability to define problems, collect data, establish facts, and draw valid conclusions.

Additional Information:

The work hours are specific to the requirements of each position and can include days, evenings, and weekends. Must be flexible and cooperative in fulfilling responsibilities and meeting the college's needs. Although this position is generally scheduled to work at the flagship location, there are times when travel is necessary and employees may be required from time to time to attend events, meetings or work temporary assignment at any Unity College location.

Application Instructions:

Unity College seeks to attract employees who share a commitment to the environment and to human diversity, and who have an interest in helping students develop an understanding of the richness and complexity of individuals and society.
Interested and qualified candidates should go to www.unity.edu/jobs to complete an application and submit a cover letter, resume and points of contacts for 3 references. Review of applications will begin immediately and continue until the position is filled. We look forward to hearing from you!


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