Undergraduate College Operations Coordinator

2 months ago

Wheeling, United States National Louis University Full time
Overview

Who We Are:

National Louis University (NLU) is a 130+ year old university that is grounded in the values of innovation, access, excellence, and equity. 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 asks how do we become more "student ready" so that we may better serve our students. We believe that through education we are able to empower change and build healthy communities. Our community works hard in the service of students and supports one another like a family.

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. Full-Time 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 budget management through tracking expenditures across the Undergraduate College, reconciling credit card expenses, processing expense reports and check requests. Manages all contract request process for all faculty and staff contracts including overload contracts and additional stipends.
  • Serves as main point of contact for all ordering requests within the Undergraduate College, including textbooks and curricular materials, office supplies, and catering orders.
  • Provides office management and on-ground support (assisting with events, room reservations, mail, order supplies and maintain supply inventory, ensure office equipment is functional) for Wheeling campus.
  • Handles all travel requests and reimbursements as related to faculty and staff professional development along with any on-site conferences, accreditation visits, etc.
  • Assists Assistant Dean with grant budget tracking and reporting information.
  • Other duties as assigned.
Qualifications
  • H.S. Diploma/GED required. Some college and extensive work experience will be considered; Bachelor's Degree preferred.
  • 2+ Years of excellent customer service experience; comfortable interacting with students, faculty, administrators, and partners.
  • 1+ years working in a highly organized, collaborative and responsive, with the ability to problem solve in an evolving, fast paced environment.
  • 3+ years of 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 communications, 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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