Operations Coordinator and Weekend Team Lead

Description

OUR UNIVERSITY

Ottawa University (established in 1865), one of the oldest private liberal arts universities in the United States, is a multi-campus system serving approximately 4000 students through its campuses in Kansas (Ottawa, Kansas- Residential Campus and Overland Park, Kansas- Adult Programs); Arizona (Surprise Residential Campus and OUAZ Adult Programs); Wisconsin (Brookfield Adult Programs); and our OU ONLINE PROGRAM based out of Overland Park, Kansas.

Ottawa University is a regionally accredited, church-related, private university that strives to integrate faith, learning, and life in the academic experiences of students.

JOB SUMMARY

Responsible for facility operations and the student experience of the weekend graduate classes at the Kansas City campus, generally held from Fridays to Sundays up to 24 times per year.  Additionally, responsible for providing general operations support at the Kansas City campus.  Reports to the Director of Administrative Operations, regularly interacts with all campus faculty, staff, and students, and collaborates extensively with University offices including International Programs, Information Technology, and Academic Affairs.  Position includes the performance of duties which require extensive training and/or knowledge and effective communication skills.

ESSENTIAL FUNCTIONS OF THE JOB (provide list of items which are essential to effective outcomes in this role):

• Responsible for actively coordinating operations for all weekend classes (and may include evening work) at the Kansas City campus under the direction of the Director of Administrative Operations. This includes facilities & classroom/IT set up, work during and scheduling of weekend support staff, and the student experience including but not limited to interacting with students, provide meals/hospitality suite, photos, etc. 
• Works collaboratively with building property management and facilities management to ensure provision of necessary space and support. 
• Must be available to be present through all weekend programs at the Kansas City campus (Friday to Sunday, 24 times per year) and be available and flexible with changing working hours as fits the business needs of the campus.  Weekly work hours will depend upon whether there is a weekend program to work and provide supervision.
• Position is responsible for placing a high priority on service to students and assuring "top notch" customer service. When questions or issues arise within a weekend program, this position is responsible for assuring resolution is handled in an efficient manner and with a high level of care.  As needed, this position should work with the Director of Administrative Operations and/or related staff to bring resolution to each question or situation.
• Position provides general administrative support to the unit through administrative duties assigned within the applicable software systems, the Web portal, and Blackboard learning management system.  
• Position interfaces with others via telephone, computer, and in person. 
• Position must maintain effective working relationships and understand the job responsibilities and obligations of those with whom you work.  Must support the work of other staff members and create a sense of “team” within the Unit.  Provide a positive and efficient service and support to all aspects of program support.
• Other duties as assigned

STANDARD UNIVERSITY EXPECTATIONS:

• Model and encourage collaboration among university departments assuring effective communication and operations.
• Understand the University’s policies and, procedures, and exercise good judgment accordingly. Assure that University and student information is managed in a confidential and ethical manner in accordance with the University’s Code of Conduct and Ethics.
• Provide leadership through conduct, attitude, and professionalism. Represent the University to students, external groups, faculty, and staff in a way that reflects positively on the University.
• Be mindful and supportive of the overall Mission of Ottawa University.
• Exercise Inclusivity in your daily actions accruing alignment within expectations of the University’s Diversity Statement.

NOTE

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.

Ottawa University is committed to equal employment opportunity and does not unlawfully discriminate in recruitment or employment on the basis of race, age, sex, color, religion, disability, national origin, sexual orientation, genetic information, or any other characteristic protected by law.

Qualifications

REQUIRED EDUCATION: (education based on essential job duties and requirements consistent with business necessity): 
BA Degree (or equivalent applicable work experience) required. 

REQUIRED EXPERIENCE: (experience based on requirements in role and are consistent with business necessity)
3-5 years of related professional experience preferably experience in project management, event planning and management, facilities and event operations, and/or a related field.

ADDITIONAL ELIGIBILITY REQUIREMENTS: List required and/or preferred certification, industry specific requirements, required or preferred use of equipment, and all necessary job skills, abilities, and knowledge competencies) Provide a list of items below:

• Excellent verbal and written communication skills
• Strong knowledge of computers; ability to learn new software applications
• Works cooperatively, providing leadership to others.
• Makes independent decisions, with limited supervision, and through personal initiative.
• Accuracy, organization and attention to detail.

WORKING CONDITIONS (Physical attributes required to perform job duties with or without reasonable accommodation - examples: sitting, lifting #, bending, driving, environmental factors or elements, noise level, stairs in a building, or other factors that will affect working conditions). Provide a list of items below:

• Will require weekend work on a regular basis. May include some evenings.
• Prolonged periods of sitting, walking, and/or standing
• Must be able to lift 15-30 pounds at times. 

TRAVEL REQUIREMENTS: Yes - Travel Required

• If YES, list type and approximate percentage: As needed for position up to 10%
• Responsible for driving students and University vehicles as part of job duties (YES/NO): No