The Operations Specialist provides operational, administrative, executive, and workflow support for the Office of Marketing & Communications and Office of Advancement. This position supports the day-to-day operations of both offices through coordination of schedules, meetings, travel, purchasing, vendor relationships, and other administrative functions to ensure projects and initiatives move forward efficiently.
Key Responsibilities:
- Coordinate project intake, tracking, and workflow management.
- Maintain project schedules and follow up on requests, approvals, and deadlines.
- Schedule meetings and assist with calendar management.
- Process invoices, purchase orders, reimbursements, and vendor documentation.
- Coordinate purchasing of office supplies, equipment, software, and marketing materials.
- Maintain departmental records, files, and operational documentation.
- Submit and track maintenance and facilities requests.
- Assist with onboarding logistics for employees and student workers.
- Provide administrative and operational support for departmental initiatives and activities.
- Support stewardship and donor acknowledgment processes, including correspondence, tracking, and related administrative activities.
- Assist with meeting coordination and preparation, travel arrangements, special projects, and events as needed.
- Perform other related duties as assigned.
Required Qualifications:
- Bachelor's degree in business, communications, marketing, public relations, or a related field; or an equivalent combination of education and experience.
- Three to five years of experience in operations, project coordination, administrative support, office management, marketing operations, or a related field.
- Strong organizational, communication, and problem-solving skills.
- Ability to manage multiple priorities and deadlines in a fast-paced environment.
- Proficiency with Microsoft Office and Google Workspace.
Preferred Qualifications:
- Experience supporting multiple departments or senior leaders.
- Experience with project management software.
- Experience with purchasing, budget tracking, invoice processing, and vendor management.
- Experience in higher education, marketing, communications, advancement, or nonprofit organizations.
