Undergraduate College- Operations Coordinator-Scheduling

2 months ago

Wheeling, United States National Louis University Full time
Overview

Who We Are:

National Louis is a 135+ year old university that has been grounded in the values of innovation, access, excellence, and equity from its inception. As an institution, we believe in providing access to educational opportunity and that education is our greatest lever for social and economic mobility. We are a student-focused community that is committed to continuous improvement and superior student service. We believe that through education we are able to empower change and build healthy communities. Our hard-working community is based on collaboration and respect for all team members and students.

What We Offer:

At National Louis University, we offer our employees an innovative environment to work together and inspire the ideas that will make an impact. As our external environment changes, our employees are provided the opportunities and tools needed to grow both personally and professionally to remain successful. NLU employees and dependents are offered a wide range of benefits, including but not limited to, Health Insurance benefits, Retirement benefits, Paid Time Off and Educational Benefits.

Job Summary:

The Operations Coordinator supports administrative and academic operations within the Undergraduate College (UGC) at National Louis University (NLU). Based at NLU's Wheeling campus and working closely with the Academic Operations team and Student Success Coaching team within the UGC, the Operations Coordinator plays a critical role in ensuring consistent and smooth operations of the College. The position provides administrative and operational support, including but not limited to course scheduling and staffing, student registration processes, calendaring, communications, and events. The Operations Coordinator will report to the Assistant Dean, Operations and provide direct support to the Associate Director of Student Success in UGC. The position is based at National Louis University's Wheeling campus working primarily during normal business hours, with flexibility for 1-2 days per week of remote work.

Note: On periodic occasions, hours may vary to include some evenings or Saturdays to support special college or university initiatives.

UNDERGRADUATE COLLEGE CORE COMPETENCIES:
  • Ownership and Quality of Work: Effectively manages own work, ensuring timely delivery of high-quality work within a fast paced environment.
  • Organizational Commitment: Passionate, energetic, and driven to make a difference; Acts with honesty, integrity, and professionalism; Self-reflective, focused on development, and makes regular progress on development areas; Learns from mistakes and setbacks; Is adaptable and welcomes change.
  • Upward Management: Engages at appropriate level with supervisor in defining desired outcomes, providing status updates, and obtaining input as to ongoing project direction and process; Keeps commitments and meets deadlines without the need for reminders; Proactively shares information in a timely manner.
  • Collaboration: Works with colleagues, from across the organization, toward achieving common goals by sharing knowledge, learning, and building consensus. Proactively identifies relevant stakeholders and engages colleagues as needed to achieve goals.
  • Communication: Uses effective written and oral communication with internal staff, teams, community served, and partners; demonstrates empathy and listening.
Essential Responsibilities
  • Supports course scheduling for the Undergraduate College by monitoring enrollments and facilitating workflow processes for schedule changes including Course By Arrangements, course additions, cancellations, and updates. Monitors course staffing and assists academic leadership as necessary with staffing assignments and communication.
  • Supports UGC Student Success Coaching team in student communications and student success initiatives, including running mass outreach campaigns and reporting in NLU's Student Success Platform and other software platforms (Happy or Not, Salesforce). Manages Coaching email, providing timely and consistent responses to student questions, escalating as needed.
  • Supports Dual Credit and Middle College program acting as liaison between NLU's district partners and NLU's University Scheduling Center and Registrar's office for course creation, student registrations, and grade reporting.
  • Assists with new student processes, including new student class scheduling and serving as a liaison to between coaches and enrollment.
  • Coordinating event planning for the Coaching team's special student initiatives (Student Success Summit, Flight Night, Y2-Y3 Registration and Transition events, Study Tables, Summer and Winter Melt programming).
  • Provides office management and on-ground support (assisting with scheduling, room reservations, mail, order supplies and maintain supply inventory, ensure office equipment is functional) for Wheeling campus.
  • Coordinates UGC calendar, including scheduling and coordination of major events across the Undergraduate College (President's Monthly meeting, UGC all-teams, Career Week, Major experience day, etc.) and other initiatives on behalf of Associate Deans, Directors, etc. (focus groups, Accreditation visits, Faculty performance evaluations, etc.)
  • Other duties as assigned.

Qualifications
  • H.S. Diploma/GED required. Some college and extensive work experience will be considered; Bachelor's Degree preferred.
  • Two (2+) plus years excellent customer service experience, comfortable interacting with students, faculty, administrators, and partners.
  • One (1+) plus years highly organized, collaborative and responsive, with the ability to problem solve in an evolving, fast paced environment.
  • Three (3+) plus years demonstrated skills in MS Office (including PowerPoint, Excel, and Word), project management required, and ability to learn new technology systems for purposes such as scheduling, mass communication, data reporting, etc.
  • Cross-Cultural Sensitivity/Compassion: Demonstrates an awareness of, and sensitivity to, the needs and concerns of individuals from different cultures. Makes adjustments in how he or she communicates out of respect for cultural differences and minimizes the number of cross-cultural misunderstandings.
  • Accountability: Takes responsibility for own actions, including the impact of own decisions on students, colleagues and others. Also takes responsibility for actions of any direct reports, avoiding blame or excuses. Takes appropriate action when anyone in the organization violates policies, rules or standards, viewing it as unacceptable to "look the other way."
  • Solving Problems: Takes a proactive approach to anticipating and preventing problems. When problems occur, defines those problems, investigates obstacles, gathers relevant information, decides whether solving the problem should be a group decision, generates and analyzes alternate solutions and arrives at a workable solution.
  • Handling Difficult Issues: Handles sensitive or difficult issues with grace and confidence. Remains clear-headed and focused and inspires others to do the same. Remains objective in the face of strong emotions. Can acknowledge strong emotions without being unduly influenced by their intensity.
  • Relationship Building: Builds rapport and develops alliances with a broad range of people. Adjusts communication style to meet the needs of individuals at various organizational levels and to meet the needs of clients. Forms alliances by demonstrating concern and respect for others, as well as by highlighting common interests and aspirations. Leave others feeling that he/she/they will be a trusted ally and is careful to act in ways that reinforce that trust over time.

NLU Inclusion Statement:

National Louis University is deeply committed to serving its community, advancing access and equity, and ensuring that all individuals are welcomed and valued. We are dedicated to fostering a culture where diversity, equity, and inclusion remain at the core of who we are. These are more than just words to us: they are truly a way of life for the NLU community. We recognize that differences in abilities, age, ethnicity, gender (identity and expression), race, religion, sexual orientation, socio-economic status, and background bring richness to our work environment. We affirm diverse perspectives, innovative contributions, and authentic presentations of self from every member within the NLU community. We believe inclusion is grounded in the actions we intentionally take each day. Our goal is to inspire and empower NLU employees and community members to cultivate an environment where we collectively focus on uplifting and advancing our institutional culture.

Special Instructions
Please Include the following along with your application: - Resume (Required) - Cover Letter (Optional) NLU Employees please also submit an Internal Posting Form

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