Operations Coordinator

Job Title: Operations Coordinator

Reports To: Assistant Director of Operations

Location: Duquesne University – Brottier Hall & St. Martin Hall in Pittsburgh, PA

Compensation: $17.00-$20.00 per hour and competitive benefits package

FLSA Status: Non-Exempt 

Summary

The primary responsibility of the Operations Coordinator is to provide administrative support for two apartment complexes (Brottier Hall and St. Martin Hall) serving roughly 950 upper-class and graduate students of Duquesne University.  The ideal candidate for this position is enthusiastic, has great interpersonal skills, has a passion for continuous professional development, and possesses a strong work ethic.

Essential Duties and Responsibilities

Staff Supervision

• Oversee the hiring, scheduling, and supervision of approximately 30 student front desk staff members.
• Provide ongoing training to student staff no less than once per semester. Provide additional trainings as necessary.
• Coordinate student staff appreciation events once per semester.

Office & Front Desk Management

• In conjunction with Student Desk staff, ensure incoming and outgoing mail is processed. Coordinate auditing mail systems and assist residents will mail related questions/issues. Serve as point of contact for University Mail Services and Brottier/St. Martin Halls.
• In conjunction with Student Desk staff, answers incoming telephone calls, forwards calls to appropriate personnel, responds to messages received after hours/when lines are busy, and takes/delivers messages.
• In conjunction with Student Desk staff, serves primary overseer of Brottier Hall and St. Martin general e-mail account(s), replies directly when possible, and forwards e-mails to appropriate personnel when necessary. Sends regular building/community-wide e-mails for important maintenance, lease, or other updates.

Administration

• Manages the offices and implements efficient ways of keeping the offices running smoothly in a neat and organized manner. Develop processes to ensure this happens. This includes inventorying office supplies, ordering replacement supplies/materials, and maintaining of office equipment.

• Oversee all aspects of key management for Brottier Hall and St. Martin Hall.   This includes coordinating the key distribution process during student move-in, cataloging returned keys during student move-out, assessing charges for lost keys and improper move-outs, maintaining accurate records of key sign-out and return, and facilitating the lock change process with the Maintenance Team.
• Assist with maintenance of the Brottier Hall and St. Martin Hall form submission portal.
• Performs other clerical duties as needed, such as filing, photocopying, and invoice processing.
• Provide additional administrative support to DUQU team, including regular building walkthroughs.

Education/Experience Required

• High school diploma or equivalency. Advanced degree and additional relevant experience are preferred.  
• 1-2 years clerical experience of relevant experience are required. Experience in college administration, property management is preferred. Equivalent combination of experience and/or education will be considered.
• Must possess strong interpersonal, problem solving, written communication, customer service, organization, time/priorities management, and teamwork skills.  
• Must have the ability to work with a diverse population, including students, staff, family members, campus partners, and vendors.  
• Must have developed computer competency skills (Microsoft Office, Outlook). Ideal candidates will also have experience with automated mass e-mail platforms (e.g., MailChimp).

Monday-Friday 8:30am-4:30pm.  During peak periods, which consist of move-in week, move-out week, and room selection week, employee will be asked to provide after-hours overtime work on designated nights and weekends.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The work environment is mid-to-high paced. The noise level is usually moderate. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  Furthermore, while the employee is expected to perform most of their responsibilities while on site, some flexibility exists for remote work opportunities.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is frequently required to walk, climb stairs and reach with hands and arms. The employee is occasionally required to stand and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and distance vision. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Salary commensurate with experience. Competitive benefits package, including health benefits, dental benefits, vision coverage, and 401K.

Applicants must be able to pass a pre-employment background check and drug screening.

If you are unable to apply because of incompatible assistive technology or a disability, please contact COCM Recruitment from our website. We will make every effort to respond to your request for assistance as soon as possible.

To provide equal employment opportunities to all individuals, employment decisions at Capstone On-Campus Management (COCM) will be based on qualifications, and abilities. COCM does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, age, disability, sexual orientation, marital status, veteran status or any other characteristic protected by law.