Operations Support Specialist

Position Summary

The Operations Support Specialist serves as a centralized operational resource supporting multiple departments, including Front Desk Operations, Accounting, IT, and Marketing. This position ensures smooth day-to-day operations by coordinating administrative workflows to include CIC bookings, managing shared departmental projects, triaging walk-ins, and supporting the front desk switchboard. There may be times when this role will support the Facilities Operations Manager with tasks related to projects.

The role functions as a connector between departments, improving efficiency, consistency, and service delivery while allowing each team to remain focused on vital core responsibilities. The Operations Support Specialist provides frontline operational support, logistical coordination, and administrative assistance that strengthens organizational effectiveness across departments.

Essential DUTIES & Responsibilities 60%

• Assist Facilities Operations Manager with the administrative tasks of College Work-study Students, Volunteers, and project vendors.
• Triage and serve as a liaison for visitors and guests requesting vital services.
• Assists with basic troubleshooting on AV equipment in CIC when IT is not available.
• Manage workflow processes related to CIC room rentals, contract processing, food vendor relationships, monitoring of rental fee payments, and project reports.
• Assists with other general administrative tasks as needed.

Marketing, IT, and Facilities Operations Manager – 40%

• Assists the Marketing team with operational and logistical needs, including event coordination and internal communications.
• Support content distribution by ensuring marketing materials and branded assets are appropriately handled in a timely manner.
• Provides operational support with marketing planning.
• Coordinate timelines and logistics for announcements and community-facing initiatives.
• Assist the Accounting department and IT Department with vital projects as needed.

Required Qualifications

• Associate degree or a minimum of 4 years of related experience in administrative planning and workflow management.
• 4+years Project Management experience.
• Mainframe Operations Software and Microsoft Office.
• Ability to diffuse disgruntled guests or circumstances at the front desk.
• Effective teamwork, communication, strong interpersonal skills, and service oriented.
• Ability to analyze and solve problems, multi-task, and prioritize. Quickly and efficiently.
• Must possess good general mobility and can lift up to 25lbs
• Ability to maintain a calm, professional demeanor in a sometimes fast-paced environment.
• Ability to interact with diverse populations.

Preferred Qualifications

• Bachelor's degree or 6 years of relevant experience in Administrative Operations.
• High Interpersonal and Problem-Solving Skills.