Director of Operations

Overview: The director of operations works primarily for the vice president and secondarily for the associate vice president and the executive director of programs.
Primary duties include handling correspondence, expense reports, transcribing audio files, office management, on- and off-campus event work—primarily the CCA program, greeting visitors and answering the phone, and assisting as needed with the production of publications, online courses, and Hillsdale College Press books.
Responsibilities: Oversee logistics for on-campus events, primarily CCA seminars, including guest services and registration, VIP seating, invitations and website management, cross-department coordination, faculty communication, schedule of events, video posting, and follow-up mailings.
Arrange and monitor travel logistics for on-campus speakers.
Work with hotels, catering, transportation services, and other vendors and departments to ensure a pleasant and efficient experience for campus speakers.
Assist the executive director of programs in supervising CCA student workers.
Travel to and oversee important assigned aspects of four major off-campus events (Constitution Day Celebration, Free Market Forum, two National Leadership Seminars).
Oversee logistics for the Pulliam Fellowship.
Oversee vice president’s correspondence, schedule, and travel.
Act as liaison between the vice president and EA staff.
Draft memos and letters for the vice president and as needed for the associate vice president and executive director of programs.
Oversee the maintenance of the College’s Freedom Library Catalog.
Assist the executive director of programs as faculty member of record with CCA course management.
Assist with maintenance of CRM files (alpha searches, record additions and changes) as needed.
Prepare and submit expense reports for the vice president, associate vice president, and executive director of programs.
Work with printers and other vendors to produce Hillsdale College Press books.
Manage collection and assignment of ISBNs, Library of Congress IDs, and other assets for Hillsdale College Press.
Enter and proofread publications edits.
Communicate by telephone and in person with all College constituencies, including speakers, faculty, staff, students, parents, and donors.
Answer phone and take accurate messages.
Transcribe audio files for publications as needed.
Sort and distribute mail.
Be willing to take on unexpected tasks as needed with good cheer.
Qualifications: Education and Experience This position requires a high school diploma.
Some college experience or an equivalent combination of education and experience sufficient to perform the job would be desirable.
Other Skills Knowledge of office practices.
Possess good interpersonal skills in dealing with College staff, speakers, subscribers, donors, students, faculty, and parents over the phone and in person.
Possess good organizational skills.
Ability to understand and follow oral and written instructions and to express ideas effectively.
Possess above average secretarial skills (typing, transcribing, data entry, and standard office software).
Ability to be a self-starter, work with limited supervision, and make independent decisions.
Accuracy and thoroughness.
Possess sound judgment and maturity.
Knowledge of basic office machines.
Possess good grammar skills.
Maintain a calm and cheerful demeanor while handling multiple tasks on deadline.
Personal Characteristics The Department of External Affairs interacts with College faculty, staff, students, parents, subscribers, donors, and speakers.
A clean and neat appearance and a pleasant relationship that is supportive of the College mission is essential.
This relationship needs to be supportive and professional, while maintaining confidentiality as needed.
Physical Requirements Ability to read, write, hear, speak, see, and communicate effectively.
Ability to operate basic office equipment.
Occasional lifting of office supplies, booklets, files, and heavy packages, as necessary.
Code of Commitment Be a good representative of Hillsdale College to promote the liberal arts, the College’s original Articles of Association, and operating principles stated in the Staff Code of Commitment.
The Mission Statement should be considered in all aspects of the position.
The teaching of the Christian faith shall remain a conspicuous aim of the College.