Operations Coordinator

Note for Current UM Employees

Current employees must apply internally via ConnectU > connectu.olemiss.edu

The University of Mississippi

"The University of Mississippi — fondly referred to as Ole Miss — stands as a premier public research institution with a proud legacy of academic distinction. We are devoted to nurturing a vibrant, inclusive community where every member — student, faculty, and staff — can achieve their fullest potential.”

Department Summary

The Department of Biology is a broad-based department that consists of 23 tenured and tenure-track faculty and 19 instructional faculty members, and educates over 900 undergraduate biology majors, 3300 non-majors and 55 graduate students (Ph.D. and M.S.). More information about the department can be found at https://biology.olemiss.edu/.

Role Specifications

Below you will find classification and compensation information.  For additional details behind the University of Mississippi classification system please visit Human Resource Compensation Page

Family -  Administration 

Sub-Family - Administration Operations

Career Track / Level - O2

Grade - 3

Role Summary

Provides complex administrative support to a department or group of professionals in support of unit goals.

Key Responsibilities:

• Assists with the daily operations of the department.
• Perform departmental data entry for event planning (course scheduling).
• Processes departmental SAP requirements.
• Lead meetings with prospective students.
• Update Faculty/Staff Building Directory.
• Compiles information and prepares reports for internal/external use.

Examples of Work Performed

• Assists with the daily operations of the department.
• Completes departmental SAP requirements such as facility and telecommunications work orders.
• Posts events through the University event management program.
• Participates in the production, duplication, and distribution of various materials.
• Maintains timelines for job completion and monitors completion of tasks.
• Update departmental website and digital signage, as needed.
• Update Faculty/Staff Building Directory.
• Accept departmental forms for undergraduate or graduate students.
• Compiles information and prepares reports for internal/external use.
• Process e-forms for students.
• Perform SAP Timesheets entry for students.
• Perform departmental data entry for event planning (course scheduling)
• Assist the graduate program coordinator (GPC) and grad students with registration
• Book students in classes after approval from the Associate Chair for Undergraduate Students
• Book graduate students for courses as needed (with approval from the instructor of the course)
• Perform Conditional booking for advanced coursework.
• Organize events related to student recruitment and retention.
• Organize social events for students. 
• Performs similar or related duties as assigned or required.

Essential Functions

These essential functions include, but are not limited to, the following.  Additional essential functions may be identified and included by the hiring department.

1. Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations.
2. Serves as a first point of contact for individuals and groups, greets arrivals, and provides basic organizational information via phone, in person, and through other communication mediums, routing more complex inquiries to the appropriate entities. 
3. Processes, enters, tracks, and reconciles financial transaction and human resources data.
4. Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums. 
5. Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision. 
6. Maintains organization and updates physical and electronic records related to work operations according to established policies and procedures.

Minimum Education/Experience

Education: High Schools Degree or GED

Experience: (3) Three years of related experience

An equivalent combination of related experience and education may be considered for this role. Substitutions of the required experience or education will be assessed on a 1:1 substitution basis.

Preferred Qualifications

Bachelor's Degree

Applications must be submitted online (https://careers.olemiss.edu) and should include: (1) a COVER letter outlining interest and suitability for the position, (2) a RESUME, and (3) the names and contact information for THREE references. Review of applications will begin immediately and continue until the position is filled. The appointment is expected to begin June 2025.

Questions about the position may be addressed to the search committee chair Gwen Rogers(grrogers@olemiss.edu).
 

EEO Statement

The University of Mississippi provides equal opportunity in any employment practice, education program, or education activity to all qualified persons. The University complies with all applicable laws regarding equal opportunity and affirmative action and does not unlawfully discriminate against any employee or applicant for employment based upon race, color, gender, sex, pregnancy, sexual orientation, gender identity or expression, religion, citizenship, national origin, age, disability, veteran status, or genetic information.

Minimum Physical Requirements

Physical Requirements:  These physical requirements are not exhaustive, and additional job-related physical requirements may be added to these by individual agencies on an as needed basis. 

Corrective devices may be used to meet physical requirements.

Physical Exertion:  The incumbent may be required to lift up to approximately 10 pounds.

Vision:  Requirements of this job include close vision. Speaking/Hearing: Ability to give and receive information through speaking and listening.

Motor Coordination:  While performing the duties of this job, the incumbent is frequently required to talk and hear; and use hands to finger, handle, or feel. The incumbent is periodically required to sit. The incumbent is occasionally required to stand; walk; and reach with hands and arms

Interview Requirements: Any candidate who is called for an interview must notify the Department of Equal Opportunity/Regulatory Compliance in writing of any reasonable accommodation needed prior to the date of the interview.

Background Check Statement

The University of Mississippi is committed to providing a safe campus community. UM conducts background investigations for applicants being considered for employment. Background investigations include a criminal history record check, and when appropriate, a financial (credit) report or driving history check.