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Operations Support Specialist

Employer
Gallaudet University
Location
Gallaudet University

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Job Details

Job Title: Operations Support Specialist
Location: Gallaudet University
Regular/Temporary: Regular
Full/Part Time:
Job ID: 306
Application Information

SUMMARY:

Reporting to the Director of International Operations, the Operations Support Specialist supports the operations of the Office of International Affairs (IA) towards achieving internationalization of the University, including three program teams: International Relations and Partnerships, International Student and Scholar Services, and Education and Fellowships Abroad; handles budgeting, payroll, and personnel actions; assists as a key administrative facilitator with team leaders in communications with outside entities, including foreign and domestic organizations and vendors; and helps develop an efficient and impactful approach to serving the University’s international interests and constituents.

PRINCIPAL ACCOUNTABILITIES:

Coordinates the schedule of the Director, supports all team leaders within the office, and makes independent decisions on the daily operations of the office and the building.Engages with the Director and staff to secure information regarding tasks to be undertaken and helps facilitate the process to see their timely completion; and assists in implementing unit and University policies and procedures.Prepares, executes, monitors, and reports on the office’s budget, including all sources of funding (e.g., general, endowment, and grant accounts); coordinates planning and budgeting processes by working closely with unit heads to align office requests with University budgets; keeps track of daily expenditures in an internal financial database; and monitors PeopleSoft reports; and compiles expenditure reports.Monitors and processes payroll, leave requests, and staff personnel actions; advises the Director to ensure all staff personnel actions are consistent with procedural guidelines; and interacts with team leaders to ensure quality control of paperwork and compliance with administrative deadlines.Manages office business affairs by coordinating with contractors, vendors, and other departments; handles procurement and payments for the office; and oversees service contracts on office equipment.Makes all international, national, and local travel arrangements for office staff and Education Abroad students.Utilizes the office’s work tools (e.g., Slack, Trello, Google Drive), and updates master templates for letters, memoranda, and forms.Generates and monitors requisitions, check requests, and petty cash documents; and compiles monthly expenditure reports to assess rates of spending and project expenses and revenues.Handles financial and grant disbursements for students that include tuition and housing; and makes travel arrangements for students and mentors for internships at domestic or international destinations. Hires and supervises student assistants, as applicable; and trains student assistants in office procedures.Provides logistical support for events and supports International Affairs with its management of international projects; coordinates interpreting services for staff and international visitors; and provides hospitality services to visitors.
  • Establishes and maintains a positive and supportive working relationship with co-workers and supervisor.
  • Shows a genuine commitment to diversity, equity, and inclusion in the workplace and participates in activities and workshops to foster continuous learning.
  • Serves as a mandatory reporter under Title IX; and commits to completing Title IX training and other compliance requirements on an annual basis.
  • Performs related and other duties as assigned.
  • SPECIFICATIONS:

    Required Qualifications (When the candidate’s resume meets these qualifications, it will be screened in):

      Bachelor’s degree. A minimum of two years of high-level professional administrative support experience. Fluency in American Sign Language.

    Preferred Qualifications (While not required, it is an advantage for what the position needs):

      Experience working in international affairs and/or working with foreigners.

    Knowledge, Skills, and Abilities (Qualities that will help the incumbent be more successful in the position):

    • Excellent interpersonal and communication skills.
    • Strong knowledge of professional protocol within a high-level university office.
    • Demonstrated ability to interact easily with personnel, students, and visitors.
    • Demonstrated ability to use a variety of computer software applications (e.g., Microsoft Word, Microsoft Excel, Microsoft PowerPoint). Demonstrated ability to take initiative, work independently, and solve problems, and to be flexible with work assignments. Demonstrated ability to represent the Office of International Affairs and the University effectively with individuals and groups.
    • Demonstrated ability to work with and across University departments, outside constituents and groups.
    • Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment.

    Other Important Information:

    • The successful candidate must have valid authorization to work in the United States.
    • All employees are expected to be fully vaccinated against COVID-19 and will be required to submit their vaccination record prior to entering campus or by 45 days of employment, whichever is earlier.

    COMPENSATION:

    Level: 6

    Salary: Commensurate with experience and qualifications.

    FLSA: Non-Exempt

    The successful candidate will undergo a background check that must be cleared prior to working at Gallaudet University.

    Gallaudet University is an equal opportunity employer/educational institution and does not discriminate on the basis of race, sex, national origin, religion, age, hearing status, disability, genetic information, covered veteran status, marital status, personal appearance, sexual orientation, family responsibilities, matriculation, political affiliation, source of income, place of business or residence, pregnancy, childbirth, or any other unlawful basis. This policy is in compliance with Title VII of the Civil Rights Act, the Americans with Disabilities Act, the Rehabilitation Act, the Age Discrimination in Employment Act, the District of Columbia Human Rights Act, and other applicable laws and applies to all procedures affecting applicants and employees including, but not necessarily limited to: recruitment, hiring, placement, promotion, transfer, reassignment, reappointment, tenure, demotion, selection for training, layoff, furlough, and termination, compensation, and all other conditions or privileges of employment.

    Organization

    Founded

    Gallaudet University, the world’s premier university for living and learning in ASL and English, founded in 1864 by an Act of Congress, which was signed into law by President Abraham Lincoln.

     

    Work

    Although Gallaudet is a private institution, by an Act of Congress the University is able to participate in certain Federal benefits programs, specifically the Civil Service Retirement System (CSRS) and Federal Employees Retirement System (FERS), the Federal Employees Health Benefits program (FEHB), the Federal Employees Group Life Insurance program (FEGLI), Federal Long Term Care Program (FLTCIP), Flexible Spending Accounts (FSAFEDS), and Federal Employers Dental and Vision Insurance Program (FEDVIP).

     

    Other benefits, privileges, and conditions of employment described in this website pertain solely to Gallaudet University and have been approved by the Gallaudet University Board of Trustees and/or President. Outstanding customer service is a high priority for our department and for the Division of Chief Operating Officer. Your opinion of our service is important to us, and we encourage you to offer feedback on our  Customer Satisfaction Survey. If you have any questions, please feel free to Contact Us.

     

    Mission Statement:

    As a strategic collaborator at Gallaudet University, it is the mission of Human Resources to maximize the potential of our greatest asset - our employees.  We embrace change and the opportunities it brings. We are committed to recruiting, developing and retaining a high-performing diverse and bilingual workforce.

     

    Vision Statement:

    To be recognized as a valued and trusted strategic partner that supports the mission of Gallaudet University and become an Employer of Choice for top talent.

     

    Goals:

    • We value, encourage and support a diverse, inclusive and bilingual workforce;
    • We cultivate a culture where people are motivated, valued and engaged;
    • We create and enhance strategic partnerships through collaboration;
    • We continually improve individual and organizational effectiveness; and
    • We enhance services through technology.

       

    Core Values:

    Belonging: We cultivate a sense of belonging by valuing, encouraging, engaging and supporting a diverse and bilingual workforce.

    Inclusiveness: We solicit the input of others and strive for transparency and inclusiveness and encourage the diversity of thoughts, experiences, and backgrounds.

    Service: We have a passion for customer service and are committed to knowing our employees, anticipating their needs, and exceeding expectations.

    Openness: We are open to possibilities and foster creativity and innovation to support continuous improvement.

    Nobility: We honor our commitments and conduct our work in a manner that promotes fairness, confidentiality, respect, honesty, and trust. We lead by example and advocate equitable treatment in our behaviors, policies, and practices.

     

    Generous Benefit

    Gallaudet employees have access to a wide variety of benefits, including:

    * Competitive federal insurance plans
    * Generous paid time off
    * Federal retirement plan matching contributions up to 5% of your pay
    * Workplace flexibility
    * Career growth opportunities
    * Educational benefits & assistance 
    * Bison perks and discounts

     

    Learning Opportunities

    Gallaudet University is a community where the personal and professional development of our employees always continues. Employees can choose to:

    • Pursue an advanced degree with support from the university’s educational benefits program
    • Participate in on-site professional development as well as LinkedIn courses at no cost
    • Make the most of opportunities such as professional conferences, workshops, and seminars.

       

    Diversity Profile (coming soon)

    Statistics

    • Students: 1523
    • Alumni: 23,000
    • Employees: 900

    For more information, please visit at https://www.gallaudet.edu/about/belonging-and-equity/

     

    Gallaudet at a glance

    • Bilingual, diverse, multicultural institution
    • Includes the Laurent Clerc National Deaf Education Center, a beacon of Deaf education
    • Has a range of programs, resources, and services that includes the following
      • National Deaf Education Center
      • Kendall Demonstration Elementary School (KDES)
      • Model Secondary School for the Deaf (MSSD)

      Based in the heart of Washington, D.C.

    To apply, visit at https://www.gallaudet.edu/careers

    Company info
    Website
    Telephone
    (202) 250-2284
    Location
    Austin Main Office College Hall, Room 106
    800 Florida Ave, NE
    Northeast Washington
    District of Columbia
    20002
    US

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