What are the responsibilities and job description for the Business Operations Specialist 1 position at Youngstown State University?
Summary of Position
The class works under general supervision and requires considerable knowledge of clerical functions and office and/or program policies and procedures. Performs routine administrative tasks; independently provides explanation, orally and/or in writing, of services or activities of assigned area, including formulating interpretation of policies and procedures as they would apply in each situation. Makes recommendations regarding program activities and assists in developing new procedures related to established program policy.
Incumbents relieve the supervisor of routine and/or administrative duties, and/or provide general secretarial assistance through routine administrative tasks, and/or provide secretarial assistance requiring training in technical terminology, and/or supervise student office support staff. Typically reports to an academic or non-academic departmental leadership position.
Position Information
Essential Functions and Responsibilities: 70% - Performs support functions particular to the academic and/or business unit; processes various types of academic overrides with direction; processes and compiles new hire paperwork and/or information for employee records for the part-time faculty and other employment groups as needed.
Relieves supervisor of routine administrative duties; makes recommendations regarding program activities; researches and analyzes materials, information, and programs; provides technical information and advice to administrators to aid in decision making; assists in developing new procedures related to established program policy; serves as liaison between administrator and subordinates; transmits decisions and directives; represents administrator at meetings and conferences.
Manages business functions of administrator's office; prepares and monitors budgets, transfers funds with direction; processes bills/invoices for payment; purchases supplies and equipment and reconciles same within procurement systems; keeps fiscal and personnel records.
20% - Performs public relations duties; researches and responds to inquiries and complaints; furnishes information and explains programs to public; works on special events, assignments, and projects as directed; prepares reports, publications, memos, and presentations for dissemination outside work unit.
Provides secretarial assistance through routine administrative tasks, independently provides explanation, orally and/or in writing of services or activities of assigned area, including formulating interpretation of policies and procedures as they would apply in given situation. Duties include but are not limited to: prepares drafts and signs simple correspondence; researches responses to inquiries; compiles data; prepares reports; gathers statistics and compiles in report form; performs research and writes reports to present straightforward information; sets up office procedures; coordinates daily work flow of office; revises content of manuals and notebooks; requisitions equipment and supplies; screens problems and obtains files and records to support same for referral and resolves only those which do not involve interpretation or judgment of applicability of policies and procedures.
10% - Supervises student office support staff throughout the employment cycle; coordinates work activities and routinely participates in training and evaluation.
Produces typed copy, to include formatting or assisting in formatting, from standard or confidential written, dictated, or oral instructions; proofreads work; prepares correspondence and/or reports.
Performs other clerical duties, which may include but are not limited to the following: maintains files and retrieves information; receives, opens, logs, and distributes incoming mail; answers phone and screens calls; greets and directs visitors; maintains inventory of general office supplies and places orders as necessary; prepares materials for mailing; prepares payroll, reports, and/or timesheets; makes appointments, maintains calendar and schedules meetings; makes travel arrangements for supervisor and department staff and reconciles same within procurement systems; takes and transcribes dictation and/or minutes of meetings; prepares routine forms; prepares records retention and disposal certificates for approval; arranges for records transfers.
Other Functions and Responsibilities: Assists with training new hires.
Performs other duties as assigned and/or required that are within the level of responsibility for this classification at the discretion of the supervisor.
Equipment Operated: Computer and all other standard office equipment.
Work Schedule: Monday through Friday 8:00 a.m. to 5:00 p.m.
Supervision Exercised: May exercise supervision over student employees.
Reports to: Provost and Vice President, Academic Affairs
Qualifications and Competencies
Required Certifications, Training, and/or Licensures: None
Knowledge, Skills, and Abilities:
Knowledge of: budgeting procedures*; public relations; office management; administrative practices and procedures; general office practices and procedures; English grammar and composition; arithmetic that includes addition, subtraction, multiplication and division; unit-specific office practices and procedures*; records management; business communications.
Skill in: operation of personal computer, office equipment, and software applications.
Ability to: gather, collate, and classify information according to established methods; collaborate on projects; prepare and deliver presentations; write directives, memos and other publications; define problems, collect data, establish facts, and draw valid conclusions; handle sensitive contacts with public and other work units; deal with problems involving several variables within familiar context; apply principles to solve practical, everyday problems; interpret instructions in written or oral form; write routine business letters following standard procedures; complete routine forms or records; make appointments; arrange items in numerical or alphabetical order; assess questions and provide appropriate information or referral.
(*) Developed after employment.
Minimum Qualifications: At least an associate degree in business administration, management science, public administration, or a related field; or a high school diploma or GED and at least two years of experience in the secretarial and/or administrative professional field to include office management, public relations, and/or budgeting. Strong typing and computer skills; knowledge of Microsoft Office programs and database capabilities. Good communication skills, organizational skills, and attention to detail.
Preferred Qualifications: Experience with Banner and/or similar software. Three or more years of office experience. Experience in a higher education administrative role. Budget and/or data entry experience.
At Youngstown State University we are committed to a comprehensive employee benefit program that helps our employees live healthy, feel secure, and maintain a work/life balance. YSU offers two options for medical plans, optional dental and vision insurance and life insurance. These plans are reviewed annually to maintain competitiveness while being cost effective. In addition, YSU offers tuition remission, 403(b) and 457 retirement planning options, as well as state pension programs and optional voluntary life insurance benefits.
Medical Mutual of Ohio Medical plans
Dental Benefits
Vision Benefits
Group Life Insurance (University Sponsored and Voluntary)
Group Long Term Disability (University Sponsored and Voluntary)
Flexible Spending Account
Health Savings Account
Tuition remission
Employee Assistance Program
Wellness Initiatives
Sick Leave
Vacation Accrual
Paid Holidays
State Retirement Programs
403b and 457b Voluntary Retirement Options
