Operations Assistant at New England College of Optometry in Boston, MA

Description

 The Operations Assistant is one of two key administrative supports for the Office of Facilities Operations and Administration. Reporting to the Manager of Compliance and Safety and responsible for many areas of information input, processing, and presentation, the Assistant serves the dual role of maintaining the Office’s key filing and organizational systems, while providing impeccable front desk customer service to students, faculty, staff, contractors, and visitors. Part of a tight-knit and fast-moving team, the Assistant should be detail-oriented, adaptable, and a skilled multi-tasker and communicator. This position pays $23.00/hr.

This is an hourly, 40 hour/week position, working in-office Monday - Friday. There is no availability to work in a hybrid capacity.

INVOICE AND VENDOR PROCESSING

• Processes departmental invoices, including coding them, sending them for approval, and filing them.
• Works with the Business Office to establish new vendors, keep Certificates of Insurance current, and ensure successful payment.
• Reconciles processed invoices with posted charges, and assists the Director of Facilities and Campus Planning with budget tracking and flagging and following up on financial discrepancies.
• Submits service requests with vendors and contractors.

FRONT OFFICE OPERATIONS

• Provides impeccable customer service, directing visitor and phone inquiries and assisting community members.
• Upholds safety and security standards and institutional policies while maintaining positive relationships.
• Crosstrains and works closely with the Operations Coordinator & Work Study Supervisor, including on parking management, locker assignments, and employee on- and off-boarding.
• Assists in building out and maintaining digital systems to improve department workflow.
• Maintains the lost and found.

ADMINISTRATIVE SUPPORT

• Assists Operations management in prioritizing tasks, projects, work orders, and improvement requests.
• Keeps track of departmental projects and team meeting notes, and assists in compiling regular dashboards to present to leadership.
• Pulls regular reports to track energy usage, work order trends, room utilization, and more.
• Updates floorplans and directories based on office assignments and new construction.
• Maintains the Office’s electronic filing system, ensuring that all documents get filed correctly and following established naming conventions.

SHIPPING AND RECEIVING

• Maintains organization of the mailroom and receiving room, and keeps mail and packages moving to their intended recipients.
• Meters mail for shipment.
• Administrates the institutional FedEx account.

SIGNAGE AND PROGRAMMING

• Updates signage for building hours, office assignments, and departmental initiatives.
• Organization and content production for safety programming, including a bingo scavenger hunt during Orientation and an annual Safety Week.
• Other duties as assigned.

Requirements

 REQUIREMENTS

• Bachelor’s degree or high school diploma preferred
• At least one year experience with invoice processing, budget tracking, and administrative support, as well as a year experience in customer service.
• Advanced computer skills (especially Microsoft Office and Google Suite, with experience in electronic databases).
• Ability to bend and lift up to 15-20lbs to counter height several times a day, push/pull a dolly, and sit at a computer for up to two hours at a time.
• Ability and willingness to occasionally shift work hours to meet coverage needs.
• Experience working with students a plus.

SKILLS AND ABILITIES

• Proven ability to learn, understand, utilize, and build out new software programs quickly and effectively.
• Extremely detail oriented, with a proven ability to proactively identify discrepancies.
• Adept at multitasking and managing multiple priorities, including quickly switching between long term projects and the immediate needs of the front office.
• Excellent communication and interpersonal skills with the ability to interact with multiple stakeholders in person, over the phone, and electronically.
• A team player with the ability to establish successful working relationships with students, faculty, staff, visiting contractors, and vendors.

NECO is committed to creating a diverse environment and is proud to be an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetic information, disability, age, or veteran status.

New England College of Optometry offers a robust benefits program including:

• 3 plan options for BCBS medical coverage (employer subsidized at 75% or greater)
• Mental Health and Wellness benefits
• BCBS Dental
• Discounted vision services
• 13 paid holidays and generous paid time off for sick, vacation, and personal days
• Employer-paid life insurance, and short-term and long-term disability,
• Voluntary Insurance: life, critical illness, hospital indemnity, accident,
• Voluntary Benefits: employee discounts and pet insurance,
• 9% employer contribution to a 403(b) retirement plan after 1 year of service with no vesting schedule or match requirement,
• Qualified Public Service Loan Forgiveness Employer.