USC Summer Programs is seeking an Operations Coordinator to assist with document processing, managing academic and program field trips, and student worker hiring. This seasonal position plays a critical role in ensuring the successful execution of operations and academic components of the program while managing a team of student workers.
Responsibilities
- Support in collecting immigration materials from international students, requesting I-20s on their behalf, and regularly communicating with them about tasks and deadlines
- Provide assistance in student registration and billing
- Help ensure that all staff and faculty are compliant with Youth Protection requirements and HR procedures
- Participate in the following operational events - staff/student worker trainings, student check-in day, International Student Verification, and TB testing
- Perform other duties as assigned
- Serve as the operations liaison to faculty, checking in routinely to see what may be needed or what additional support or information could be helpful to provide
- Be part of the Summer Leadership Team, attend all team meetings, and proactively work to share relevant academic/classroom experiences and faculty information with the leadership team
- Coordinate academic field trip arrangements for 27+ summer program courses, including but not limited to purchasing tickets, managing lunch arrangements and bus transportation. A priority of this position is to ensure that plans are within each course’s budget
- Compose correspondence to lead faculty and instructional team members confirming academic field trip details, as well as share organized details of all plans and expenditures with the AD of Business Operations via shared digital platforms
- Manage the delivery of books and materials to all classrooms prior to the start of classes and throughout the program. Ensure in-class food deliveries/pickups are planned and executed, as needed
- Hire, schedule, train, and supervise a team of 15-17 student workers who will serve as operations and academic course liaisons
- Keep all receipts digitally organized, ensuring accuracy and expediency of receipt submission via Workday and Concur
- Assist in purchasing tickets and arranging transportation for Summer Programs’ weekend, off campus trips (i.e. Disney, Knotts Berry Farm, and Dodgers Stadium)
- Provide transportation to students in emergency situations, like going to the hospital or LAX Deferred Inspection
Skills
- Bachelor's degree
- Experience supervising a student staff
- Experience working with youth/young adults
- Comfortable working with others in digital collaborative platforms
- Superior writing and communication skills
- Demonstrated cultural awareness and competency
- Ability to adjust to changing priorities and perform well under pressure
- Demonstrated organizational skills, attention to detail, and ability to work both independently and as part of a team
- Experience using USC platforms, such as SIS, Workday, Concur
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