Operations Specialist

OVERVIEW: Gallaudet University, federally chartered in 1864, is a bilingual, diverse, multicultural institution of higher education that ensures the intellectual and professional advancement of Deaf and hard of hearing individuals through American Sign Language and English. Gallaudet maintains a proud tradition of research and scholarly activity and prepares its graduates for career opportunities in a highly competitive, technological, and rapidly changing world.

 

Job Title:

Operations Specialist

Worker Type:

Regular

 

Pay Type:

Hourly

 

Exempt Status:

No

 

Compensation Grade (Track/Level):

S3

 

Hiring Range (Commensurate with experience and qualifications):

 

Salary Ranges (All Compensation Grades):

Gallaudet University

 

Supervisory Organization (Department):

Operations

 

Summary:

Reporting to the Operations Manager, the Operation Specialist provides administrative support for Gallaudet Interpreting Service (GIS) and manages payroll for employees within GIS, including freelance interpreters.

 

Job Description:

• Coordinates the administrative and financial operations of Gallaudet Interpreting Services (GIS) including human resources, billing, and payroll; and assures that resources are allocated appropriately and fairly.

• Coordinates payroll for employees within GIS, including freelance interpreters; oversees billing for GIS client and agencies are billed or paid for in a timely manner; coordinates additional projects and operations which support the GIS and Gallaudet missions; and assists with logistics of the daily operations of GIS, including scheduling, organization, reporting/assessment, and communications. 

• Verifies, prepares and processes payroll for all departmental staff and extensive pool of freelance interpreters each pay period and maintains payroll records. 

• Provides support in coordinating departmental meetings; manages departmental space use; manages departmental financial accounts regarding, but not limited to, items such as water, iPads, and cell phones; and tracks staff and freelance leave. 

• Provides support and direction the resolution of problems or concerns that may be raised by staff; provides direction in the identification of appropriate resources to meet interpreting needs. 

• Collaborates with other key stakeholders on different projects, including improving the GIS Database, developing, and updating policies, etc. 

• Supports Operations Manager in the management of the budget and ensures appropriate controls and practices are established; and works with the in developing annual budget targets and ensuring they are met.

• Prepares meeting materials, such as agendas, presentations, and supporting documents on an as needed basis. 

• Assists in gathering information regarding demands and accomplishments for the annual accounting presentation and any additional mission relevant support for university operations. 

• Supports staff as appropriate for internal meetings, activities, arranging meetings for preparation, debriefing, coordination, and project management. 

• Organizes and prepares various material including letters, memos, reports and forms; copies/collates materials for files or distribution; and establishes/maintains office filing system. 

• Coordinates special projects of mid-level impact. 

• Manages space use at GIS, including conference rooms, mentoring room, video rooms, and office assignments; coordinates key and id access for all staff, freelance and contacted.

• Establishes and maintains a positive and supportive working relationship with co-workers and supervisors.

• Demonstrates a genuine commitment to diversity, equity and inclusion in the workplace and participates in activities and workshops to foster continuous learning.

• Serves as a mandatory reporter under Title IX; and commits to completing Title IX training and other compliance requirements on an annual basis.

• Prioritizes safety in the workplace as a collective responsibility for the well-being of employees and fosters a culture of safety that is integral to our success, including strict adherence to safety procedures and protocols, as well as pro