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Remote

Operations Coordinator, Pre-College Programs, Charlotte Center

Wake Forest University
United States, North Carolina, Charlotte
April 09, 2024

Application Instructions:

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** Cover letter required for all positions and optional for facilities, campus services, and hospitality positions unless otherwise specified.

Job Description Summary

The Operations Coordinator is critical in helping to plan, implement and organize the logistics and program operations of all Wake Forest Pre-College Programs and provide superior customer service and support. The Operations Coordinator will play an integral role in primarily supporting the Summer Immersion Program, and College LAUNCH for Leadership Program via answering the phone and responding to emails. This position will provide support as needed for the Online Immersion Program.

The successful candidate is a motivated, detail-oriented, and responsible individual who exhibits a positive attitude, professionalism and is deeply committed to ensuring precise attention to detail. This individual also possesses a keen sense of integrity, uses tact judgment and diplomacy, and can positively communicate and engage with others; all while ensuring that the mission, purpose, image and core values of Wake Forest University are upheld.

All work is performed on-site in Winston-Salem, (June - July). Work location is flexible (August-May); the number of on-site and flexible location days varies from week to week.

Job Description

Essential Functions:

  • Provides superior communication via phone, email, and in-person customer service to students, parents, community partners and Wake Forest University colleagues regarding all aspects of Pre-College Programs.
  • Perform a variety of administrative tasks to support the efficient daily operations of all Wake Forest Pre-College Programs.
  • Responsible for prompt and helpful communication from the Pre-College Programs email inboxes, especially during times of high volume.
  • Serves as the first point of contact for phone and email inquiries for Pre-College students and parents and therefore has excellent verbal and written communication skills and outstanding customer service.
  • Provides operational and logistical coordination for the daily operation of pre-college programming. Including but not limited to creating meeting agendas, note taking during meetings, all departmental scheduling, room reservations, catering, transportation, and programming activities.
  • Use of Slate applicant database CRM to assist with application questions and status updates.
  • Assists with the planning, organizing, and execution of the College LAUNCH for Leadership Program (September-May) and the Summer Immersion Program (June - July).
  • Required to live on-campus to support the needs of the Summer Immersion Program during the months of June and July.
  • Completes special projects as assigned.

Vendor Relations:

  • Serves as point of contact for all Pre-College Program vendors.
  • Serves as the liaison for field trip logistics, catering, and transportation.
  • Requests all Pre-College Programs classroom space, room reservations and parking requests.
  • Schedules all transportation and logistics for field trips and off-site activities.
  • Schedules the delivery and logistics of all catering and meals.
  • Orders and inventories all Summer Immersion promotional materials and supplies.

Enrollment Management:

  • Maintains applicant database and CRM for the purposes of tracking data, and all application related statistical information.
  • Creates reports and queries using CRM - Slate. Supports the team by implementing reporting solutions using the department's CRM.
  • Creates system emails associated with the application submission, teacher recommendation and online inquiries.
  • Sends email reminders to educators to submit online recommendations.
  • Helps ensure data integrity and uniform reporting by communicating with Pre-College Programs staff and data stewards across campus, as well as creating and maintaining up-to-date documentation for reporting.
  • Assists with recruitment and enrollment to achieve pre-college enrollment goals to include phone calls, emails, and recruitment events such as high school visits.
  • Serves as a point of contact for communication with prospective students, as well as enrolled students and their parents via phone, email and social media.
  • Communicates with parents and students on the waitlist to identify other programming opportunities within Pre-College Programs.
  • Provides customer service assistance to students for any Slate account issues.
  • Support Pre-College Programs initiatives and events which include working evenings and weekends, as needed.
  • Creates systems and structures that maximize efficiency and continuously improve the operation of pre-college programming.

Payment and Onboarding:

  • Sends payment reminder emails.
  • Ensure students have submitted payment, completed all forms including medical authorization, code of conduct, parental consent and any institutional-specific waivers before students' arrival.
  • Confirms and records deferred student registration selections.
  • Clone applications for deferred students.

Pre-College Operations:

  • Coordinates the creation of College LAUNCH & Summer Immersion Program participants name tags, name tents, certificates, rosters, and schedules.
  • Assists with the operations for the College LAUNCH and Summer Immersion pre-college programs.
  • Works 1 Saturday per month (September -May) to assist with the College LAUNCH Program in Charlotte, NC or Winston-Salem, NC.
  • Required to live on-campus in an assigned Wake Forest University residence hall to support the operational needs of the Summer Immersion Program in Winston-Salem, NC (Sunday-Friday) during the months of June and July.
  • Make daily phone calls to high school students to move them through the admissions funnel for the Summer Immersion and College LAUNCH Programs.
  • Assists in recruiting interns and summer Program Ambassadors (undergraduate, seasonal staff).
  • Assists in staff development and building staff morale.
  • Oversees residence hall room assignments each week for students and coordinates key check out and check in.
  • Organizes on-campus check-in/check-out each week for students and parents, including arranging and confirming airport pick-up and drop off.
  • Fields communication with parents/guardians during the week their student is on-campus.
  • Provides daily feedback to the Executive Director, Director and Program Manager regarding the status of program operation, students and summer staff and any changes in program operations/ logistics.
  • Assists in keeping facilities, storage areas and offices clean, neat and organized.

Required Education, Knowledge, Skills, Abilities:

  • Bachelor's degree with at least 2 years of higher education experience or in a related field.
  • Proficient in web software including Canva, Canvas, Google Applications, Microsoft Office (Excel, PowerPoint, and Word), Technolutions Slate (CRM) and WordPress.
  • Excellent written, verbal communication and presentation skills.
  • Organizational skills and the ability to prioritize competing deadlines.
  • Demonstrated problem solver.
  • Detail-oriented and a team player.
  • Ability to work autonomously, as well as in a cooperative and collaborative manner.
  • Ability to maintain the confidentiality of records and information.
  • Ability to meet the requirements of the University's automobile insurance.

Preferred Education, Knowledge, Skills, Abilities:

  • Bachelor's degree.
  • Experience in Pre-College Program operations and logistics.

Accountabilities:

  • Responsible for own work.

Physical Requirements:

  • Sedentary work primarily involves sitting/standing; communicating with others to exchange information; repeating motions that may include the wrists, hands, and/or fingers; and assessing the accuracy, neatness, and thoroughness of the work assigned.

Environmental Conditions:

  • No environmental conditions

Disclaimer:

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by the employee's supervisor.

To help provide a safe learning and living community, Wake Forest University conducts background investigations and drug screens for all final candidates being considered for employment.

Wake Forest seeks to recruit and retain a diverse workforce and encourages qualified candidates across all group demographics to apply. Wake Forest University is committed to providing access and reasonable accommodation in employment for individuals with disabilities.

Additional Job Description

Time Type Requirement

Full time Note to Applicant:

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

WakeForestseeks to recruit and retain a diverse workforce while promoting an inclusive work environment committed to excellence in the spirit of Pro Humanitate.In adherence with applicable laws and as provided by University policies, the University prohibits discrimination in its employment practices on thebasis of race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and veteran statusandencourages qualified candidates across all group demographics to apply.

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