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Title: Operations Associate

Division: Provost's Office

Department: Outreach & Engagement

FLSA Status: Non-Exempt

Salary Range: Grade 9: $18.98/hour

EEO Job Group: 5 E5

Position Summary

Coordinate, administer and manage daily operations tasks for Outreach and Engagement (O&E) while adhering to University policies, procedures, and guidelines. Coordinate and implement various Outreach and Engagement programs and projects.

Duties/Responsibilities 

• Coordinate, administer and manage daily operations tasks for Outreach and Engagement (O&E) while adhering to University policies, procedures, and guidelines.
• Manage CampusCE (enrollment management system) data direct process by analyzing, reconciling, and exporting detailed daily reports for submission to the Bursar’s office in collaboration with the Database Administrator and Operations Manager and Lifelong Learning Coordinator.
•  Run and review daily CampusCE income activity reports for revenue-generating programs, troubleshoot and reconcile any discrepancies in collaboration with the Database Administrator and Operations Manager and Lifelong Learning Coordinator.
• Coordinate employment process of O&E departmental positions, including liaising with Human Resources, O&E supervisors and search chairs, the Executive Director of O&E, and the Provost’s Office.
• Manage documentation for internal audit compliance, including but not limited to approved program and service contract budget justifications, scope of work, signed contracts, grants, and leases as applicable.
• Serve as the primary backup for Database Administrator and Operations Manager.
• Compile, export and prepare complex data from CampusCE and other database systems for reporting, as requested.
• Coordinate with Executive Director of O&E to perform budgetary oversight and tracking for several O&E departments, including complex revenue-generating budgets.
• Oversee administrative expenses, reimbursements, and travel for O&E, as assigned.
• Place all electronic procurement or credit card orders as required for leases, memberships, travel, subscriptions, and office supplies in compliance with Procurement Office procedures and guidelines.
• Tracks departmental purchases, receipts, and reconciles monthly purchasing card statements.
• Prepares/renews annual standing orders for the fiscal year in BuyUSI with supporting documentation.
• Reconcile and track submitted vs. paid invoices to ensure accurate expense and revenue records for services provided.
• Manage and update O&E physical inventory lists for Information Technology.
• Guide O&E administrative and support staff in following university and departmental policies, processes and procedures by providing information, training and responding to inquiries.
• Manage O&E’s group email list and contact list.
• Design, create and administer surveys and evaluations to gather partner, program, and service data using Qualtrics or other tools.
• Coordinate annual professional development activities for O&E in collaboration with the Executive Director of O&E.

• Coordinate and implement various Outreach and Engagement programs and projects for Corporate Partnerships and Customized Training, Center for Applied Research, and O&E as assigned.
•  Coordinate with professional staff to ensure that logistical matters are handled expediently and help ensure each programs’ quality.
• Arrange meeting/program space and USI and other regional locations.
• Coordinate audio-visual equipment for meetings/programs.
• Coordinate food services for meetings/programs.
• Assemble and prepare program materials as needed.
• Facilitate program preparation with program instructors.
• Coordinate employment process for programs and project positions, when necessary, including liaising with Human Resources, O&E supervisors and search chairs, the Executive Director of O&E, and the Provost’s Office.
• Track inventory of and place all electronic procurement or credit card orders as required for program and project materials, books, and supplies.
• Tracks program and project purchases, receipts, and reconciles monthly purchasing card statements.
• Edit, update, and maintain program websites, including the Tri-State Industrial Safety Council site, in collaboration with Marketing Content Specialist. Serve as backup for Corporate Partnerships and Customized Training website.
• Oversee administrative and instructor expenses, reimbursements, and travel for contracted programs and services.
• Prepare and track assignment acceptance (AA) and stipends forms for faculty, facilitators, instructors, and staff working on programs and projects as assigned with documentation.
• Prepare and/or monitor program reports as assigned.
• Monitor and track expenses per program to stay within program budgets.
• Create business invoices for programs and projects with supporting documentation for financial manager approval.
• Other duties as assigned.

Required Knowledge and Skills

• High school diploma or GED.
  
  
• Minimum of three years of business office or operations experience required; within a higher education setting preferred.
  
  
• Ability to communicate effectively and professionally, both orally and in writing, with various constituents including University staff, faculty, administration, professional organizations, government agencies, vendors, contractors, instructors, and the general public.
  
  
• Refined organizational and time management skills required. Must be able to shift priorities at a moment’s notice, and several times throughout the day.
  
  
• Ability to manage multiple projects with a high level of accuracy on tight deadlines in a fast-paced environment.
  
  
• Ability to assume responsibility and work under limited supervision, exercising independent judgment.
  
  
• Proficiency with computers and Microsoft Office, particularly Excel, Word and Outlook.
  
  
• Proficiency with complex databases for search, retrieval, export, import, modifications and reporting of data.
  
  
• Exceptional analytical skills to sift through high volumes of data and information.
  
  
• Ability to troubleshoot and resolve issues, particularly with data.

Preferred Knowledge and Skills

• Associate’s degree or equivalent college course work.
  
  
• Experience with enrollments database.
  
  
• Experience using Umbraco or similar web content management preferred.
  
  
• Experience with Qualtrics or similar survey creation tool preferred.

Functional Requirements

• Remaining in a stationary position at a desk or workstation for extended periods of time for the majority of assigned duties.
  
  
• Ability to use computers and computer systems (hardware and software) to set up functions, enter data, retrieve and process information, and to create documents and presentations.
  
  
• Ability to retrieve information from written documents and from computer-generated reports.
  
  
• Physical access to other workstations, other departments, and meeting rooms as required for coordination and meetings.
  
  
• Occasional independent physical manipulation of loads up to 20 pounds for transporting, set up, and take down of materials.
  
  
• The presentation of a consistently professional demeanor at all times, even in difficult, negative or frustrating situations.
  
  
• Must have a valid driver’s license—or alternate means of facilitating occasional local and regional travel.

Regular Work Hours/Travel Requirements

• Standard work hours are Monday through Friday, from 8:00 a.m. to 4:30 p.m.
  
  
• Occasional irregular hours may be required to meet deadlines and program responsibilities. Occasional overtime may be required.
  
  
• Occasional travel to local and regional locations will be necessary.

About USI  

The University of Southern Indiana is a public higher education institution located on a beautiful 1,400-acre campus in Evansville, IN. We offer employees exceptional benefits! Benefits for this position include:

• Affordable medical, dental, vision, life and short term and long-term disability insurance plans.
• Retirement plan where the University makes the total contribution equivalent to 7% of annual salary.
• Full tuition fee waiver for employees/75% for spouses and dependent children.
• Accrue up to 10 paid vacation days per fiscal year – accrual increases after 4, 7, and 11 years of service

For more information about the benefits that USI offers, please visit www.usi.edu/hr/benefits.

Pre-Employment Screening

A background check will be required for employment in this position.

Authorization to Work in the United States

USI will not sponsor an employment-related visa for this position.

Interview Accommodations

Persons with disabilities requiring accommodations in the application and interview process please contact the Associate Director of Human Resources, Constance Hermann, at cjhermann1@usi.edu or (812) 461-5363. Contacting the Associate Director of Human Resources is intended for use in seeking disability-related accommodations only. For general applicant inquiries, contact Human Resources at HumanRes@usi.edu or (812) 464-1815.

EEO Statement

USI is an Equal Opportunity Employer as to all protected groups, including protected veterans and individuals with disabilities