Click here to view a list of current vacancies.
Division Operations Specialist
Student Success and Support Services
Vacancy number 301286
Position Type: Regular, full-time non-exempt position with full, competitive benefits package
Opens: 08/12/22 Re-opens: 10/14/22 Closes: Open Until Filled
Salary: $47,951-$52,951
• excellent tuition remission benefits
• outstanding health benefits plans and rates
• 12+ paid holidays each year
• 28+ days of paid leave (not including the paid holidays) earned each year
• great retirement plan
For fullest consideration, please apply by September 16, 2022.
Through purposeful programs and services, the Division of Student Success and Support Services (SSSS) supports all UBalt students in their journey to successfully navigate their college experience, develop as citizens and critical thinkers, and prepare for careers in an evolving marketplace.
Reporting directly to the Associate Vice President (AVP) for SSSS, the Operations Specialist is a versatile professional providing a broad portfolio of services across the SSSS division. The position coordinates logistics, planning, and marketing for large scale, division-wide and cross-divisional events and programs. Responsible for managing the operations of the Office of the AVP for SSSS, the position hires and supervises student staff, ensures office coverage, and coordinates office resources and supplies. The position also provides administrative support for the AVP and, as a member of the AVP’s staff, undertakes various projects and duties necessary to the division’s function within the University with specific emphasis on student success and retention.
With secondary supervision from the Business Manager, the Operations Specialist also performs various financial and human resources transactions on a division-wide basis, supporting both the Business Manager and the needs of staff in all SSSS units.
We look forward to receiving your required electronic application with a cover letter and resume and learning about your interest in and qualifications for our vacancy. Please save your required cover letter and resume as one document and attach it in the resume location.
Key responsibilities include:
Coordination of Division Events & Marketing
• Working with the SSSS executive leadership team and department heads, manages assigned logistics and planning elements for large scale events within the division and events that involve collaboration with other UBalt divisions.
• Manages divisional social media accounts and websites; creates social media posts and campaigns
• Works with Marketing & Communications for larger projects, submitting design requests and collaborating as needed.
Division Operations & Financials
• Provide transactional support for division financials including, but not limited to requisition and procurement-card based purchases, coordination of division travel, reimbursements, vouchers, and inter-departmental billing; process invoices and other documents for payment.
• Serve as the primary contract coordinator for all division student and contingent contracts; track contractual expenditures vs. budget and FWS vs. award to avoid and/or reconcile any overages
• Assist with divisional recruitment, training and hiring of student staff.
• Monitor assigned special consultant/services contracts for the division; and confirm delivery of services and process payments.
Office Administration & Support
• Manage the daily operations of the office of the AVP, which includes 5 professional staff.
• Perform initial intake of student, parent, and public concerns and/or grievances reported to the Office of the AVP: research, collect and evaluate information regarding those concerns and determine appropriate action according to established policies and procedures.
• Manage divisional email accounts and shared phone lines, triage and respond to or forward messages as appropriate.
• Recruit, hire, train, and directly supervise student office staff. Schedule student staff and ensure appropriate office coverage.
• Provide support for institutional-wide advising initiatives as well as activities related to the Strategic Retention and Student Success Plan. Assist in communicating academic status notifications to pre-major students.
AVP Support
• Provide executive-level administrative assistance to the AVP, SSSS.
• Oversee the management of AVP Calendar and meeting scheduling. Schedule division-wide meetings.
• Draft major reports, presentations, proposals, speeches and meeting notes, as requested.
• Foster and maintain excellent working relationships at the highest levels inside and outside of the university, including campus officials; USM personnel; government officials at local, state, and federal levels; and press. Coordinate communications with university administrators.
Special Projects and Other Related Duties
• Assume responsibility for special projects that arise within the SSSS division, as requested.
• Serve on division and University committees, as requested.
• Promote and support the mission, vision and values of the university and division.
• Perform other duties related to the scope of the position, as assigned.
Required Education and Experience:
Education: Bachelor’s degree
Experience: 4 years of experience with program and service delivery, management of office operations, event planning, and/or project management. General knowledge of higher education.
Additional related experience and formal education in which one has gained the knowledge, skills, and abilities required for full performance of the work of the job class may be substituted for the education or experience requirement on a year-for-year basis with 30 college credits being equivalent to one year of experience.
Preferred Education: Master’s degree
Preferred Experience: 6 or more years’ experience in a combination of the above areas, including at least one year of experience supporting a key administrator and at least one year experience in a supervisory/management role. General knowledge of budget management and event/program planning in a university setting. Experience/familiarity with PeopleSoft and/or Workday software. Experience within the Student Affairs field/profession and with operational assessment.
Required Knowledge, Skills and Abilities:
• General knowledge of student-facing programs and services within higher education.
• General knowledge of student involvement/activity programs.
• Knowledge of student employment, including hiring, training, and evaluating student staff.
• Excellent computer skills, including MS Office, Zoom, web-based management software programs, and database programs.
• Expert-level communication skills: highly effective with oral, written, electronic and interpersonal communication; attention to detail.
• Proven ability to interact with diverse internal and external constituencies in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient with a high level of professionalism and confidentiality.
• Proven ability to manage detail-laden work.
• Must be discrete, able to exercise sound judgment, and have proven track record of handling highly sensitive and confidential information.
• Must be able to work independently with minimal supervision and be able to take initiative to problem solve. Must be able to exercise sound judgement in decision making, apply standards, and extrapolate when limited standardization exists.
• Ability to successfully navigate and leverage UBalt resources and support staff.
• Demonstrated commitment and ability to work with individuals from diverse backgrounds.
The University of Baltimore ("UBalt" or "University") does not discriminate on the basis of sex, gender, race, religion, age, disability, national origin, ethnicity, sexual orientation, gender identity, or other legally protected characteristics in its programs, activities or employment practices. UBalt is an Equal Opportunity/Affirmative Action/ADA Compliant Employer & Title IX Institution.
We appreciate your interest in our recruitment. Please review the information below before you visit http://www.ubalt.edu/candidate_gateway/erecruit.html to apply.
We need to receive your electronic application in our system by the vacancy closing date in order to consider you for the vacancy. Information follows about submitting the electronic application and attaching your required cover letter and resume.
Applicant Instructions: Using Candidate Gateway to View and Apply for UBalt Vacancies
The Candidate Gateway system serves as your connection to The University of Baltimore’s job application process. It is a free, safe and secure way for you to apply for the job you want, and it allows the Office of Human Resources to maintain accurate records. Your use of the system does not require you to surrender any of your rights to privacy or confidentiality during the application process. Only qualified members of UBalt’s Human Resources team and members of the relevant search committee can access your application information. The search committee will not have access to any information you provide to HR for affirmative action reporting purposes.
Please read and print the information below before you apply, and refer to it as you enter your application.
NAVIGATION
A - COVER LETTER AND RESUME ATTACHMENT AND UPLOAD
Before you apply:
• Save one PDF or Word file with your cover letter, resume, and any additional information you would like to have considered.
When you apply:
•In Candidate Gateway: Click “Browse” to access the Word or PDF document you saved with all of your documents.
•Then, click “Upload” to attach it.
•Click “Continue” to continue the application process.
B - ENTER DATA ON THE FOLLOWING PAGES:
Each page shows this display:
Previous Save Submit Close Application Careers Home NEXT
above and below the required data for the four categories shown above.
Click “Save” to save the data you entered on that page. The message “You have successfully submitted your job application.” confirms only that you entered that page of information into the system. You must click “Next” to continue and complete the entire application process.
1. Current and Prior Employment/Work Experience:
•Enter employment information relevant to your position of interest.
•You can use the first day of the month wherever dates are required.
•After you enter your work experience, click “Save,” then click “Next.”
2. Education/Education History and References:
•Use the dropdown to enter your highest education level. Entering this information is required.
•Then, only college and university information is required. Click the plus sign to the left of the “Postsecondary Education” link to enter that information.
•For country, enter USA or click the hourglass to select another country.
•You can use the first day of the month wherever dates are required.
•Click the plus sign to the left of "References" to enter two professional references.
•After you enter your education information and references, click “Save,” then click “Next.”
3. How did you find out about us/how did you find out about the job?
•After you enter this information, click “Save,” then click “Next.”
4. Online Questionnaire/Application Questionnaire: Answer the questions requiring a yes or no response. After you answer them, click “Submit.” This leads you to the Submit Online Application page.
C – SUBMIT ONLINE APPLICATION
To apply for your selected job: When you reach the “Submit Online Application” page shown below, you must click “I agree to these terms” and then click the “Submit” button at the end of the screen. After you click “Submit,” then you will see this information at the top of your screen:
My Applications
Thank you for your interest in employment at the University of Baltimore. HR will process your application documents for the search committee’s consideration.
Note: This screen will also show additional information about the selection process and Office of Human Resources contact information.
Questions/Help
If you have trouble viewing our job postings or applying for the vacancy, contact ubhrcareers@ubalt.edu for assistance.
TO APPLY:
External applicants: Review the vacancy announcement at http://www.ubalt.edu/candidate_gateway/erecruit.html and click the external applicant link to apply.
Internal applicants (students taking classes at UBalt and current employees) with login and password for MyUB: use the internal applicant link, log into MyUB, then click the “View or Apply for Job Positions” link on the left.
- Never use the Internet Explorer “Back” and “Forward” arrows to navigate. You will lose the information you have submitted.
- To navigate between pages, use the “Next,” “Previous,” and “Return to Previous Page” buttons.
- Use the “Save” button to save your information so you can return to it later and complete your application. Using “Save” does not complete the process to apply for a job opening.
The University of Baltimore ("UBalt" or "University") does not discriminate on the basis of sex, gender, race, religion, age, disability, national origin, ethnicity, sexual orientation, gender identity, or other legally protected characteristics in its programs, activities or employment practices. UBalt is an Equal Opportunity/Affirmative Action/ADA Compliant Employer & Title IX Institution.