O'Pake Coordinator and Office Operations Manager
Alvernia University

Job Info

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 About Alvernia University Alvernia University was founded in 1958 by the Bernardine Sisters of the Third Order of St. Francis. Through its main campus in Reading and locations in Philadelphia and Schuylkill County, Pennsylvania, the university serves 3,000 students of diverse backgrounds from around the country. Alvernia offers a unique blend of rigorous liberal arts core education for the development of the mind, strong technical training in many high-demand majors, experiential learning through study abroad and internship experiences, and engagement with the community through our Franciscan-based community service model. We call our model of transformational education the Alvernia Advantage, and we believe this style of education transforms students into ethical leaders with moral courage. Alvernia University ranks in the top 100 among 2021 Best Regional Universities in the North by U.S. News & World Report, and we are recognized as a College of Distinction for our commitment to engaged experiential education. O’Pake Coordinator and Office Operations Manager  The O’Pake Coordinator and Office Operations Manager (C&OOM) will report directly to the VP of Research, Economic Development and Innovation (VP REDI) & Chief Operating Officer (COO) of the O'Pake Institute for Economic Development & Entrepreneurship.  The C&OOM will serve as member of the O’Pake leadership team and will have responsibilities including overseeing O’Pake office management, providing administrative support (with priority toward the COO), project management, logistical coordination, event planning, coordination of office safety, maintenance & security, as well as administration & processing of office budget and related financials. The C&OOM will lead a team of graduate assistants and undergraduate fellows on key O’Pake Institute initiatives/projects such as O’Pake publishing initiative, external communications activities and managing community-based campus offices.    The Coordinator and Office Operations Manager will play a central role in ensuring the smooth functioning of O’Pake’s administrative operations with a focus on optimizing efficiency, creating and updating standard operating procedures, overseeing critical record keeping, maintaining the O’Pake Dashboard and related compliance activities along with fostering a collaborative work environment. They will contribute to the overall success of our organization by implementing effective processes, supporting O’Pake’s leadership team, and nurturing talent within the team.  Core Functions: 

Ensure smooth functioning of administrative & office operations, including facilities and supplies management. Coordinate with campus and building security as well as AU maintenance teams to oversee O’Pake office maintenance, safety & security. 

Assist the COO with confidential executive administrative support, including managing scheduling, coordinating travel arrangements, and processing expense reports. 

Create and implement efficient processes and procedures to enhance operational efficiency and streamline workflows. Identify potential risks to operations and develop strategies to mitigate them, ensuring business continuity and compliance with regulations. 

Directly manage budget allocations for supplies, travel & entertainment within the operational budget. This includes participating in the monthly O’Pake finance meeting to ensure alignment with financial goals and objectives. Conducting the entry and processing of invoices ensuring accuracy and adherence to financial policies to maintain fiscal integrity.. 

Manage / Direct O’Pake Institute initiatives and projects such as the O’Pake publishing company, external communications committee activities, and special projects, ensuring timely completion and alignment with organizational objectives. Responsible for mentoring Graduate Assistants and Undergraduate Fellows to optimize productivity and foster professional growth.  

Facilitate seamless communication between internal and external stakeholders, ensuring transparency and alignment. 

Collaborate with O’Pake’s leadership team to develop and implement strategies to support organizational goals and objectives, including having responsibility for participating in related revenue generation activities to support the long-term sustainability of the organization.  

Help provide adherence to Franciscan ideals and to the University’s and O’Pake’s Missions.   

Conduct other administrative and related duties as assigned. 

Qualifications: 

Requires a Bachelor's degree in Business Administration, Management, or related field (Master's degree strongly preferred). Requires proven experience in office management, confidential administrative support, and effective team leadership. Requires strong organizational and project management skills with exceptional attention to detail. 

Requires proficiency in MS Office Suite (Word, Excel, PowerPoint) and related office management software along with the ability to gain in-depth knowledge of the University including its critical systems, software and culture. Requires excellent communication (written and verbal) and interpersonal skills. Requires the ability to work independently and proactively with minimal supervision, multitask, prioritize tasks, and meet deadlines in a fast-paced environment. Requires experience in budget management and financial reporting. Requires some minor flexibility in work scheduling/hours because our events and activities sometimes occur outside normal work hours  

 PHYSICAL REQUIREMENTS: 

In-person attendance is required in order to perform the duties of this job. A driver’s license is required; I am available to work occasional evenings and weekends for special events. Ability to travel to community-based campus offices, regional and national conferences, training, and related events. 

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