Operations Coordinator

Normal Work Hours: 40 hours per week (Mon.- Fri.), may qualify for a hybrid work schedule
Department: Campus Operations                                                              
Immediate Supervisor: Head of Campus Operations

About the position

Olin College of Engineering seeks employees who are passionate about working collaboratively within and outside of the Olin community to support the College’s mission and vision for the future.

At Olin, we are educating the next generation of engineering innovators and shifting the definition of engineering. Not only do our students ask, “Who are we designing this for, and what are their values?” They also ask questions about the impact of their work on society.

As Olin evolves under the leadership of our new president, Dr. Gilda Barabino, we seek to become a more diverse and aware community, a place where everyone is a learner and where everyone is an educator. Olin will become a place where experimentation—including making and learning from mistakes—will be embraced across the institution, not just in the classroom. Collaboration is key to Olin’s curriculum and culture, and we will work intentionally to reinforce the values and culture to which we aspire.

We are a community that thrives on being together; we value trust. The College supports teams to collaboratively decide how they can best do their work, display a commitment to the community, all while providing individuals with overall work-life-flexibility.

The Operations Coordinator supports the work of the Campus Operations team, including Facilities Services, Dining Services, Campus Engineering and Sustainability, Institutional Research & Decision Support, and Public Safety. The duties of the position are varied and include everything from assisting with internal and external communications to organizing and planning the logistics for meetings and campus events to assisting with various special projects to assisting with budget reporting and tracking and financial processing for the Campus Operations unit.  This position may qualify for a hybrid work schedule depending on the interest of the selected candidate.

  • Handle invoicing for all expenses and ensure payments requests and internal chargebacks are submitted promptly according to Olin’s processes and procedures and tracks expenses to assist with budget projections.
  • Serve as a liaison to vendors and partners, including Aramark (facilities), Rebecca’s Culinary Group (dining) and Babson College (public safety and other areas), and coordinate the operations notice process to track personnel changes with partner groups.
  • Assist with logistics of events, which may include space bookings, coordinating setup with Facilities Services, coordinating catering with Dining Services, travel arrangements, etc.
  • Anticipate needs of unit leadership to ensure optimal workflow and exercise sound independent judgement in bringing information and issues to the attention of the Head of Campus Operations and providing direct assistance or referring matters to others when appropriate.
  • Provide general administrative and calendar support to the Head of Campus Operations and provide logistical support for larger meetings to team members as assigned.
  • Assist with state and local licensing, permitting and registrations as needed to maintain compliance.
  • Coordinate parking with Babson Public Safety, including assisting community members with the Olin permitting process, annual review of the parking regulations, notifying Public Safety of new employees, recording parking citations, and coordinating the parking citations review board.
  • Coordinate cross-dining with Babson, including availability dates and billing.
  • Coordinate with Facilities on the management of the College’s conference rooms and other areas that can be scheduled.
  • Serve as point of contact for outside groups who wish to rent Olin facilities and fields and coordinate with Facilities on scheduling, billing and logistics for conference services and facility rentals.
  • Coordinate the college’s access management program (CCURE), processing access updates, maintaining clearances, and coordinating system repairs with outside vendors and the IT team.  Track access rules and communicate with access approvers as needed.
  • Manage sales and inventory for the Olin Gear store, including special setups for events. 
  • Manage special projects as assigned, including conducting independent research and managing implementation.
  • Participate as part of the college’s broader administrative support team and offer and receive back-up as needed.
  • Other duties as assigned.
  • This position requires skills typically acquired through a bachelor’s degree program and 1-3 years of related experience, but other combinations of education, experience and skills will be considered.
  • Must be comfortable working appropriately with and exercising discretion in relation to confidential and sensitive information.
  • Must be able to prioritize multiple competing demands and remain highly organized.
  • Must demonstrate initiative, confidence and good judgement to promote a proactive approach to quick problem-solving.
  • Must have excellent written communication skills.
  • Must have a strong grasp of technology and ability to learn new software quickly.
  • Must have a working knowledge of Microsoft Office or similar products, especially Excel or comparable software.
  • Must be collaborative and service-oriented and able to work with a diverse community in a complex environment.
  • Must be well organized and able to manage multiple tasks and requests concurrently.

Please complete this Interest in Position Form and include:

  • A current CV or resume, including contact information for three (3) references.
  • An Olin-specific cover letter. Tell us why you are excited to join Olin and how your experience might contribute to the vibrancy of Olin’s community.
  • A description of your professional work or a portfolio (if applicable).  

Olin College is an Equal Opportunity Employer.

In accordance with its own values and with federal and state regulations, Franklin W. Olin College of Engineering does not discriminate in admission, programs, services or employment—including the recruitment, hiring, training and promotion of persons in all job classifications—on the basis of race, color, religion, gender, national origin, sexual orientation, age, physical or mental disability, or veteran status.