Undergraduate College Operations Coordinator

National Louis University - Wheeling, WV

Full-time - Entry Level

Wheeling, WV

Educational Services

About the position

The Operations Coordinator supports administrative and academic operations within the Undergraduate College (UGC) at National Louis University (NLU). Based at NLU's Wheeling campus, the Operations Coordinator works closely with the Academic Operations team and Student Success Coaching team within the UGC. This role is critical in ensuring consistent and smooth operations of the College, providing essential administrative and operational support. Responsibilities include course scheduling and staffing, student registration processes, calendaring, communications, and events management. The Operations Coordinator will report to the Assistant Dean of Operations and provide direct support to the Associate Director of Student Success in UGC. The position primarily operates during normal business hours, with flexibility for 1-2 days per week of remote work. However, on periodic occasions, hours may vary to include some evenings or Saturdays to support special college or university initiatives. The Operations Coordinator is expected to embody the core competencies of the Undergraduate College, which include ownership and quality of work, organizational commitment, upward management, collaboration, and effective communication. The role requires a proactive approach to managing tasks and responsibilities, ensuring timely delivery of high-quality work in a fast-paced environment. The Operations Coordinator will also engage with various stakeholders, including students, faculty, and administrators, to foster a collaborative and supportive environment that enhances student success and operational efficiency.

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 processes for all faculty and staff contracts including overload contracts and additional stipends.
• Serves as the 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 for the Wheeling campus, assisting with events, room reservations, mail, ordering supplies, maintaining supply inventory, and ensuring office equipment is functional.
• Handles all travel requests and reimbursements related to faculty and staff professional development, on-site conferences, accreditation visits, etc.
• Assists the Assistant Dean with grant budget tracking and reporting information.
• Performs other duties as assigned.

Requirements

• 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 environment with the ability to problem-solve in a fast-paced setting.
• 3+ years of demonstrated skills in MS Office (including PowerPoint, Excel, and Word), project management required, and ability to learn new technology systems for scheduling, mass communications, data reporting, etc.
• Demonstrates cross-cultural sensitivity and compassion, with an awareness of the needs and concerns of individuals from different cultures.
• Takes accountability for own actions and decisions, including the impact on students and colleagues.

Nice-to-haves

• Experience in higher education administration or operations.
• Familiarity with grant management and budget tracking.

Benefits

• Health Insurance benefits
• Retirement benefits
• Paid Time Off
• Educational Benefits