Graduate Assistant for Operations and Event Support Services

Graduate Assistant for Operations & Event Support Services (Automation & Workflow Management), Division of Student Success

As a Graduate Assistant in the Division of Student Success, this job description denotes your primary responsibilities; however, the Division operates as a cohesive unit, and you may be asked to assist in other areas throughout the Division as necessary.

Description: 

The Automation & Workflow Management Graduate Assistant for Operations will report to the Assistant Director of Operations and Special Events and assist with overseeing the maintenance of databases and systems as well as supervising Operations student workers, hiring and training staff members, payroll management, and late-night and weekend event oversight.

Responsibilities include (but are not limited to):

• Assist with supervision of the Operations Managers, Managers-in-Training (MITs) and Operations Staff.
• Ensure that all Managers’ and MITs' responsibilities are completed efficiently.
• Manage the discipline process of staff and managers while maintaining clear documentation of submitted accountability forms.
• Assist the Assistant Director of Operations with weekly manager meetings and manager event coverage.
• Assist with the development, advancement, and execution of the extensive Managers-in-Training program under the supervision of the Assistant Director.
• Lead, plan, and facilitate all skills, customer service, leadership development, and culture-based training sessions for more than 70 Operations staff members to ensure acclimation into Operations' culture and responsibilities: new hire training, skills enhancement training, policy/procedure training, payroll, training, and event management operations training.
• Assist with coverage and supervision of evening/late-night/weekend events operations.
• Assist with assessment and analysis of the hiring and interview process, event support services, and training sessions.

Automation & Workflow Management:

• Assist with the development and maintenance of automated workflows related to office & event management.
• Create automations using Zapier, Formstack, and other platforms.
• Support the new Event Booking Process of Coursedog.
• Assist with running daily event reports to identify new and updated information.
• Assist with the upkeep of various spreadsheets of student employee and event information.
• Troubleshoot issues with current workflows and problem-solve to create more productive workflows.

Payroll Management:

• Assist with the processing of student employees of Student Life for bi-weekly payroll submission to Human Resources.
• Create new employee profiles in the TimeClock system, while updating and removing previous employees.
• Track & evaluate daily staff attendance of building shifts and events for irregularities.
• Reconcile missed TimeClock punches for student employees of Student Life.
• Project staffing needs and resource purchasing costs against the payroll budget.

Staff Management:

• Organize frequent large-scale hiring campaigns digitally and at open-house tabling sessions to ensure appropriate long-term staffing.
• Craftily conduct interviews, evaluations, and assessments of new and returning staff members.
• Facilitate culture-based semi-annual training programs designed to build camaraderie among staff members and in alignment with Operations' mission and yearly expectations
• Conduct quarterly staff and managerial evaluations to assess and maintain quality work performance.
• Establish and update the schedule for staff and managers at the start of each semester in accordance with staff availability, daily office needs, and maximum weekly staffing allocation.

Event Management:

• Track, assess & troubleshoot room requests through Coursedog.
• Coordinate event logistics meetings with student organization event planners.
• Creation & distribution of final event set-up diagrams & memos to student organization event planners and their advisors.
• Event resource tracking, inventory & allocation.
• Event staff management/allocation.

Qualifications:

• Bachelor’s degree required and preferred experience in operations/event management.
• Candidate must possess a strong interest in student leadership development and be able to work well collectively and independently.
• Candidate must exemplify stellar customer service skills and demonstrate an innate ability to lead and motivate large teams.
• Candidate must be detail-oriented with strong organization, public speaking, and decision-making skills. Creative problem-solving ability is a plus.
• Candidate must demonstrate excellent written and oral skills and interact professionally with diverse entities of students, administrators, and faculty.
• The ideal candidate must be proficient in Microsoft Office Suite and Google Workspace Applications. Knowledge of Formstack, Coursedog, Trello, and/or Social Tables is a plus.

Compensation:

• Stipend in the amount of $4000/year
• Tuition remission of 9 credits/semester for a total of 18 credits/year

Length of Assistantship: This position requires a commitment of 20 in-person hours per week, not including the occasional evening and weekend supervision. The Graduate Assistant contract year runs from late-August through mid-May and is eligible for renewal on a yearly basis. A separate contract or summer working arrangement may be available for May through August but is subject to supervisor approval and budget allowance.

Any questions, please contact Christelle Joseph at josephc@stjohns.edu