Business Operations Specialist 2

4 weeks ago

Youngstown, United States Youngstown State University Full time

Summary of Position

Incumbents at the Academic/Business Operations Specialist 2 level autonomously perform non-routine administrative tasks, and/or relieve the supervisor of routine and/or administrative duties, and/or provide general secretarial assistance through routine administrative tasks, and/or provide secretarial assistance requiring training in technical terminology, and/or supervise student office support staff. Non-routine administrative tasks include, but are not limited to, independently formulating decisions and/or judgements involving non-legal interpretation of policies and procedures as they would apply to any given situation to resolve problems, prepare correspondence and/or reports, or to carry out other assignments. Reports to academic and/or non-academic leadership positions.

The class works under general supervision with a low level of intervention on the part of the supervisor and requires considerable knowledge of administrative policies and procedures, and/or clerical functions and office and/or program policies and procedures. Performs routine and non-routine administrative tasks; independently provides explanation, orally and/or in writing, of services or activities of assigned area, including formulating interpretation of policies and procedures as they would apply in a given situation. Makes recommendations regarding program activities and assists in developing new procedures related to established program policy.

Position Information

50% -Autonomously performs non-routine administrative tasks including, but not limited to, independently formulating decisions and/or judgements involving non-legal interpretation of policies and procedures as they would apply to any given situation to resolve problems, prepare correspondence and/or reports, or to carry out other assignments.

Further facilitates business functions of administrator's office; plays a key role in office automation by performing business functions at the request of, or in the absence of, the supervisor's direct and/or indirect behest; duties may include, but are not limited to: responds to correspondence; researches and prepares data for budget inclusion; assists in writing budget justification; monitors spending and maintains fiscal records; monitors budgets and independently makes transfers as needed; reviews and summarizes fiscal, operational and/or personnel reports; performs personnel functions such as screening job applicants and/or participating in interviews; communicates decisions, directives and/or assignments; participates on committees; organizes conferences.

Screens files and records for problems; researches and resolves problems, including those involving interpretation or judgment of applicability of policies and procedures.

35% -Independently screens calls/visitors for appropriateness of requests to see supervisor, refers to other areas as appropriate. Handles sensitive telephone calls and/or visitors; channels to appropriate parties. Assists students with course registration, withdrawal, etc. Completes data transmissions, enrollment reporting and certifies student records. Coordinates communication with departments, alumni, and guests. Opens and reviews mail for supervisor.

Supervises student office support staff throughout the employment cycle; coordinates work activities and participates in training and evaluation on a daily basis.

15% -Performs public relations duties; researches and responds to inquiries and complaints; furnishes information and explains programs to public; works on special events, assignments, and projects as directed; prepares reports, publications, memos, and presentations for dissemination outside work unit.

Ensures operational issues are identified, tracked, reported and resolved in a timely manner. Coordinates and/or performs a variety of fiscal activities and support functions; assists in overall management of business office or plans; clarifies and handles billing and/or payment discrepancies.

Monitors and coordinates acquisition and maintenance of office machines, furniture, desks, special purchases, etc.

Other Functions and Responsibilities:Performs other related duties as assigned.

Equipment Operated:Computer and all other standard office equipment.

Work Schedule:M-T?W?Th?F 8:00 a.m. ? 5:00 p.m.

Supervision Exercised:Supervision may be exercised over student employees.

Reports to: Assistant Registrar, Registration and Records

Qualifications and Competencies

Required Certifications, Training, and/or Licensures:None

Knowledge, Skills, and Abilities:

Knowledge of: supervisory principles and/or techniques; budgeting procedures*; public relations; office management; administrative practices and procedures; general office practices and procedures; English grammar and composition; arithmetic that includes addition, subtraction, multiplication and division; unit-specific office practices and procedures*; records management; business communications; Microsoft Office programs and database capabilities

Skill in: operation of personal computer, office equipment, and software applications; typing; communications, organization skills and attention to detail.

Ability to: gather, collate, and classify information according to established methods; collaborate on projects; prepare and deliver presentations; write directives, memos and other publications; define problems, collect data, establish facts, and draw valid conclusions; handle sensitive contacts with public and other work units; deal with problems involving several variables within familiar context; apply principles to solve practical, everyday problems; interpret instructions in written or oral form; write routine business letters following standard procedures; complete routine forms or records; make appointments; arrange items in numerical or alphabetical order; assess questions and provide appropriate information or referral.

(*) Developed after employment.

Minimum Qualifications:Associate Degree in Business Administration, Management Science, Public Administration, or a related field;or a minimum of three (3) years of experience in the secretarial and/or administrative professional field to include office management, public relations, budgeting, and/or supervisory principles and/or techniques.

Preferred Qualifications: Bachelor's degree in business administration, management science, public administration, or a related field; one or more years of experience in an administrative assistant/academic operations specialist role in an academic setting, experience in the use of student information systems (preferably Banner), registration systems, budgeting, and website maintenance, ability to multitask and collaborate with others.

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