Operations Coordinator, Pre-College Programs, Charlotte Center

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Job summary:
The Operations Coordinator is critical in helping to plan, implement and organize the logistics and program operations of Wake Forest Pre-College Programs. The goal of this position is to ensure seamless logistics and operations of summer programming to ensure a positive experience for all.

The successful candidate is a motivated, detail-oriented and responsible individual who exhibits a positive attitude, professionalism and is deeply committed to ensuring precise attention to detail. This individual also possesses a keen sense of integrity, uses tact judgment and diplomacy, and is able to positively communicate and engage with others; all while ensuring that the mission, purpose, image and core values of Wake Forest University are upheld.

Essential functions:
• Provides operations and logistical coordination for the daily operation of pre-college summer programming
• Creates systems and structures that maximize efficiency and continuously improve the operation of pre-college summer programming
• Assists with the planning, organizing, and execution of pre-college summer programming
• Completes special projects as assigned
Vendor relations
• Serves as point of contact for all Pre-College Program vendors
• Serves as the liaison for field trip logistics, catering, and transportation
• Requests all Pre-College Programs classroom space, room reservations and parking requests
• Schedules all transportation and logistics for field trips and off-site activities
• Schedules the delivery and logistics of all catering and meals
• Orders and inventories all Summer Immersion promotional materials and supplies
Enrollment management
• Maintains applicant database and CRM for the purposes of tracking data, and all application related statistical information
• Creates reports and queries using CRM – Slate
• Creates system emails associated with the application submission, teacher recommendation and online inquiries
• Sends email reminders to educators to submit online recommendations
• Supports the team by implementing reporting solutions using the department’s CRM
• Helps ensure data integrity and uniform reporting by communicating with Pre-College Programs staff and data stewards across campus, as well as creating and maintaining up-to-date documentation for reporting
• Assists with recruitment and enrollment to reach the pre-college summer programming enrollment goals to include phone calls, emails, and recruitment events such as high school visits
• Serves as a point of contact for communication with prospective students, as well as enrolled students and their parents via phone, email and social media
• Communicates with parents and students on the waitlist to identify other programming opportunities within Pre-College Programs
• Provides customer service assistance to students for any Slate account issues
• Support Pre-College Programs initiatives and events which include working evenings and weekends, as needed
Payment and onboarding
• Sends payment reminder emails
• Ensures students have submitted payment, completed all forms including medical authorization, code of conduct, parental consent and any institutional-specific waivers before students’ arrival
• Confirms and records deferred student registration selections
• Clones applications for deferred students
Summer operations
• Coordinates the creation of Summer Immersion name tags, name tents, certificates, rosters, and schedules
• Assists in recruiting summer Program Ambassadors and Resident Assistants (undergraduate, seasonal staff)
• Assists in staff development and building staff morale
• Oversees residence hall room assignments each week for students and coordinates key check out and check in
• Organizes on-campus check-in/check-out each week for students and parents, including arranging and confirming airport pick-up and drop off
• Fields communication with parents/guardians during the week their student is on-campus
• Provides daily feedback to the Executive Director and Director regarding the status of program operation, students and summer staff and any changes in program operations/logistics
• Assists in keeping facilities, storage areas and offices clean, neat and organized

Education, knowledge, skills, abilities:

• Bachelor’s degree with at least 2 years of higher education experience or in a related field
• Proficient in web software including Canva, Canvas, Google Applications, Microsoft Office (Excel, PowerPoint, and Word), Technolutions Slate (CRM) and WordPress
• Excellent written, verbal communication and presentation skills
• Organizational skills and the ability to prioritize competing deadlines
• Demonstrated problem solver
• Detail-oriented and a team player
• Ability to work autonomously, as well as in a cooperative and collaborative manner
• Ability to maintain the confidentiality of records and information
• Ability to meet the requirements of the University’s automobile insurance
• Bachelor’s degree
• Experience in Pre-College Program operations and logistics

Responsible for own work.

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