Operations Coordinator

University of Massachusetts - Boston, MA

Full-time - Entry Level

Boston, MA

Educational Services

About the position

The Operations Coordinator at the Edward J. Collins, Jr. Center for Public Management plays a vital role in ensuring the smooth operation of the Center and its projects. This position involves a variety of administrative, financial, human resources, and communication functions to support the Center's mission of improving governance and accountability at all levels of government. The Operations Coordinator will work closely with the Director of Operations and senior leadership to manage day-to-day operations effectively.

Responsibilities

• Assist Director of Operations with regular payroll processing.
• Process payroll in the absence of the Director of Operations.
• Coordinate new employee onboarding process, ensuring all steps are completed.
• Maintain updated employee roster.
• Assist with preparing and submitting human resources paperwork for personnel transactions.
• Work with the Center's hours-tracking software and develop customized reports.
• Monitor project budgets and provide analysis of project expenses.
• Assist staff with UMass Boston expense and travel system.
• Manage the Center's project tracking system.
• Create and send contracts, amendments, extensions, and invoices.
• Assist with submission of grant proposals and contracts, ensuring compliance with requirements.
• Collect and deposit Center checks in the absence of the Director of Operations.
• Manage vendor and sub-contractor relationships and contracts.
• Monitor Collins Center general email and voicemail accounts.
• Assist in keeping staff up-to-date on Center policies and procedures.
• Manage the Center's website and update content.
• Coordinate planning for the Center's booth at the annual MMA trade show.
• Assist with event planning for occasional events and conferences.
• Play a coordinating role in project lifecycles and track actions necessary.

Requirements

• Bachelor's Degree in Accounting, Business Management, Finance, Public Administration or a closely related field.
• 2-4 years of experience in administration and/or operations, or equivalent combination of education and experience.
• Demonstrated knowledge of general office practices, procedures, and technologies.
• Familiarity with integrated financial systems and HR systems.
• Advanced computer literacy; proficiency in Microsoft Office suite, including Excel, PowerPoint, and Word.
• Strong oral and written communication skills.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks effectively.
• Experience in project monitoring and knowledge of automated accounting systems.

Nice-to-haves

• Knowledge of PeopleSoft, Summit, and BuyWays.
• Ability to identify operational and financial issues and recommend solutions.
• Dedication and interest in the Center's mission.

Benefits

• Travel reimbursement