Campus Operations Assistant

4 months ago

Toronto, Canada Northeastern University Full time

About the Opportunity

The Campus Operations Specialist (COS) serves as the first line of contact for visitors and students to the Regional Campus and supports the campus by assisting with operations and managing the reception area. The COS will have a broad knowledge base of the campus operations, courses and programs available through the campus and will serve as the face of the campus greeting enrolled and prospective students as well as corporate partners, alumni and visitors of the campus and administrative offices.

The COS will assist in daily on-ground functions related to office administration, customer service, event planning, triage academic-related queries from students to their advisor(s), classroom setup, and health and safety. As an essential support on the campus, the COS works closely with campus leadership and staff and responds to requests from a variety of stakeholders and follows up with them to ensure satisfaction all while approaching each encounter in an attentive, courteous, and service-oriented manner.

MINIMUM QUALIFICATIONS

Ability to work in a highly flexible and innovative environment with an expanding role and shifting responsibilities. Strong interpersonal and written communication skills (including very strong writing and proofreading skills) required. High degree of diplomacy, customer service and organizational skills required. Demonstrated ability to handle multiple tasks simultaneously, respond to last minute requests, solve problems, act with discretion, adapt to change and maintain a professional demeanor at all times. Willingness to be pro-active, take initiative and ownership, and build win-win situations. Sound judgment and ability to deal effectively with highly visible and confidential matters is essential. Must enjoy meeting with people and handling needs of a wide array of student, staff, faculty and visitors. Must be able to handle sensitive material, set priorities and work independently or as part of a team. High degree of proficiency with MS Suite Office, Outlook, InDesign, Power Point, website, and database management. Experience with Canvas, Qualtrics, and Workday would be considered an asset. Knowledge and skills required for this position are typically obtained through a bachelor’s degree with at least two plus years of progressively responsible administrative support experience in a fast-paced and service-oriented environment or relative combination of education and experience.

KEY RESPONSIBILITIES & ACCOUNTABILITIES

1) General Support to Campus Operations
- Serve as a primary point of contact, internally and externally, for all activities related to campus, triaging and redirecting inquiries as appropriate to the campus leadership team.
- Provides support to campus wellness and safety initiatives, including but not limited to health and safety planning, continuity planning, and emergency responses.
- Serve as a collaborative partner to other campus functions (e.g., Operations, Academic & Student Affairs, Marketing & Recruiting), coordinating communications among separate campus functions as needed to ensure smooth and efficient operations and elevating pertinent information to campus leadership as required.
- Act as a liaison and providing hospitality to incoming visitors which could include students and staff from other locations, business partners, and prospective students.
- Provide support to operational processes related to staff onboarding, procurement, inventory management, campus operations and facilities.
- Complete administrative duties, including but not limited to assisting faculty with printing handouts, organizing marketing materials, and maintaining campus inventory.
- Manage special projects in support of the operations or other strategic initiatives.
- Providing assistance with the campus operations, room scheduling for classes and events, services and technology.
- Manage mail services, deliveries, and property access.

2) Events
- Serve as campus event assistant, serving the needs of internal and external constituents. Coordinate use of all rooms, elevator access, catering, janitorial services, security, HVAC, and other services and liaising with technology support as needed. Remain accessible throughout the event for emergencies, questions, concerns, information, and assistance that pertains to event/program. Serve as host at registration table.
- Sets up rooms by moving furniture for events and meetings and interacts with catering or other vendors. Maintain professional appearance of the campus.
- Assist with various campus events working closely with key staff across the university. Ensure all updates are tracked and communicated to all parties involved.
- Maintain effective liaison and good rapport with the University community at all levels.

3) Classroom & Technology Support
- Provide customer service and answer general questions of students and faculty, which may include troubleshooting technical issues and assisting with

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