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    Operations Coordinator - Chicago, United States - DePaul University

    DePaul University
    DePaul University Chicago, United States

    2 weeks ago

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    Description
    Job Description

    The Highlights:

    Leads SCPS's information systems, technology, and customer support and for over seventy non-degree programs. This position engages with multiple supporting departments to implement database and e-commerce systems and to monitor student registration processes. Ensures compliance with university and departmental policies, including documenting financial activity. The position also serves as the departmental records manager and the primary contact for Workforce Innovation and Opportunity Act (WIOA) programming for the university. This person also supervises front-line customer service staff of student employees.

    What You'll Do:
    • Serve as expert for the department's registration, e-commerce, and learning management systems. Work closely with internal database administrators to insure proper functioning of systems, including troubleshooting, forwarding errors and making recommendations. Manage student records, communicating with the University Registrar's Office as needed. Report and provide recommendations on finance, logistics and analytics.
    • Manage day-to-day administrative functions and office operations including hiring, scheduling and supervising of student employee department assistants. Educates student employees about departmental protocols and registration procedures. Creates and maintains all training documents and ensures student employees are effective in communicating with current and prospective students.
    • Reconcile monthly financial reports including departmental check log, AR/delinquent reporting, invoice log and manual database transactions. Process student payments, drops, transfers and refunds on a continual and timely basis. Maintain compliance and documentation of procedures. Recommend and enact enhancements to procedures to insure timely responses that support the department's objectives. Ensure departmental procedures and policies are clear, updated and accessible.
    • Collaborate with university departments and outside organizations for third-party enrollment of students. Oversee certificate issuance as needed. Manage space scheduling, including with university partners. Coordinate facilities requests and ordering of supplies.
    • Coordinate all activities related to the Workforce Innovation and Opportunity Act (WIOA) for the university. This includes the larger biennial recertification as well as the sporadic recertification of eligible programs. Initiates certification of initial programs as needed. Acts as a contact for WIOA-affiliated offices and perspective WIOA students.
    • Supervises student workers who deliver front-line customer service.
    • Assist in the management and compliance for CPE's $1 million revenue and expense budget.
    What You'll Need:
    • Bachelor's degree preferred. A minimum of 3-5 years office experience and customer service experience required.
    • Experience in financial reconciliation and record management.
    • Experience managing part-time staff necessary.
    • Experience in implementation and functional use of databases and/or e-commerce systems necessary.
    • Working understanding of MS Office/Access, Slate and Oracle.
    Perks:
    • Working for a stable and well-known University that values diversity and inclusion.
    • Top choice medical, dental, and vision benefits.
    • Retirement plan matching contribution of 10%.
    • Tuition waivers for employees and dependents.
    • Generous paid time off, sick time, holidays, floating holidays, and more
    • Full-Time Benefits
    For consideration, please include a resume and cover letter.

    Diversity and Inclusion Statement:
    Guided by an ethic of Vincentian personalism and professionalism, DePaul compassionately upholds the dignity of all members of its diverse, multi-faith, and inclusive community. We seek to hire collaborative, open-minded, and dedicated professionals who are committed to advancing our university mission to making education accessible to all, with special attention to including underserved and underrepresented communities. Successful candidates thrive in an environment where ideas and perspectives representing a wide variety of cultures, backgrounds and experiences are welcome and supported.

    Required Background Check:

    Employment at DePaul University is contingent on passing a background check. Only final candidates who are extended an offer of employment will undergo a background check.

    Mandated Reporting of Child Abuse & Neglect:

    Upon accepting an offer of employment with the university, you will also be required to sign an Acknowledgement of Mandated Reporter Status at the time of hire. A mandated reporter is required to make a report to the Illinois DCFS Hotline whenever there is reasonable cause to believe that a child known to them in their professional or official capacity may be abused or neglected. For more information, please visit the following pages:

    Illinois Department of Children & Family Services (DCFS)
    Illinois Abused and Neglected Child Reporting Act

    DePaul University is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, ethnicity, religion, sex, sexual orientation, gender identity, national origin, age, marital status, physical or mental disability, protected veteran status, genetic information or any other legally protected status, in accordance with applicable federal, state and local EEO laws.
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