Business Operations Specialist
Bidwell Training Center

SUMMARY:
The Business Operations Specialist provides executive support to the Vice President while supporting the effective operation of the department through data analysis, performance monitoring, and process oversight. The position develops and maintains systems to track departmental activities, outcomes, and key performance indicators; monitors adherence to established processes and procedures; prepares reports and analyses to support decision-making; and identifies opportunities to improve operational effectiveness. The Business Operations Specialist also performs a broad range of executive administrative and office support functions, exercising sound judgment, discretion, and the highest standards of professionalism and confidentiality.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The requirements listed below are representative of the knowledge, skills, and/or abilities required. Essential duties and responsibilities include, but are not strictly limited to, the following:

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Project Management Responsibilities:

• Assists with aspects of planning, design, and execution of multiple, small routine projects or a moderately complex project across departments, e.g., curriculum review and development, and physical plant renovations.

• Assists in developing timelines and ensures adherence to deadlines. 

• Prepares reports by collecting, analyzing, and summarizing data.

• Uses Excel to perform data analysis and prepare tailored reports. 

• Handles external correspondence and drafts reports and other communications.

• Collaborates with members of the leadership team to define project objectives and specify the performance metrics to be tracked. 
   

Administrative Responsibilities:

• Performs the following complex and confidential support functions on behalf of the Vice President:

  • Prepares internal and external correspondence from drafts, notes, or verbal instructions. 

  • Develops reports for the Vice President, administration, or department heads.

  • Makes high-level contacts of a sensitive nature inside and outside the school.

  • Establishes, organizes, and maintains confidential files and records. 

  • Assists the Vice President with preparation and reconciliation of expense reports and credit card transactions.
     

• Assists with general administrative school support across departments.

  • Performs regular compliance audits of grades and attendance within the student information system to ensure accuracy and completeness.

  • Creates and updates school forms and paperwork (student warnings, change of status, etc.).

  • Collects and publishes department operations reports monthly.

  • Responds to student appeals, convenes appeals committee, returns appeal decisions to students.

  • Maintains central database of all program course schedules and programmatic events.

  • Conducts process compliance audits in all training programs, recommending corrective action as needed. 
     

• Collaborates with the IT Department to assign, distribute, and track student Chromebooks.

• Supports Director of Student Services and Academic Operations:

  • Observes student disciplinary meetings and documents proceedings.

  • Administers student demographic surveys to all incoming students.

  • Attends weekly enrollment management meetings with various departments. 
     

• Plans annual Commencement ceremony in partnership with Vice President and Director of Student Services and Academic Operations.

• Maintains an in-depth knowledge of the school and the Corporation’s operations, policies, and procedures.

  • Plans and delivers faculty training sessions on school policy as needed.

  • Provides policy implementation advice to program directors as needed.

  • Publishes updated editions of the Academic Catalog and maintains version control.
     

• Exhibits understanding and internalization of company values: influence, respect, listen, shape, and embrace.

• Performs other duties as assigned.

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SUPERVISORY RESPONSIBILITIES:

There are no supervisory responsibilities associated with this position. 

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EDUCATION and/or EXPERIENCE:

• Bachelor's degree from an accredited four-year college or university preferred. 

• Strong research, written communication, and verbal communication skills. 

• Demonstrated proficiency with Microsoft Office, including Word, Excel, PowerPoint, Outlook, SharePoint, Forms, and Power Automate. 

• Proficiency with Adobe Acrobat and Google Workspace, including Docs, Sheets, Slides, Drive, and Classroom. 

• Ability to work independently with minimal supervision while demonstrating initiative and self-motivation. 

• Strong organizational and time management skills with the ability to prioritize work, manage multiple projects simultaneously, and consistently meet deadlines. 

• Excellent analytical, problem-solving, and decision-making skills. 

• Demonstrated ability to exercise sound judgment, discretion, tact, and diplomacy when handling sensitive or confidential matters. 

• Excellent interpersonal skills with the ability to build effective working relationships across all levels of the organization.

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CORE COMPETENCIES:
 

Leadership:

• Solution focused – identifies relevant information and helps transform this information into individual and organizational knowledge and learning.   Anticipates and solves problems and takes advantage of opportunities.

Communication:

• Persuasive – persuades employees to own the goals of the organization so that everyone is working in the same direction.

• Collaborator – values and promotes collaboration as a major tool to accomplish objectives.   Builds and maintains relationships internally and externally.

Business Acumen:

• Accountability – demonstrated ability to manage the day-to-day activity and ensure an efficient operation.  

• Systemic thinking – capable of organizing issues into component and logically connected parts.  Ensures organizational quality and stability through development and implementation of standards and controls, systems and procedures, and regular evaluation.

• Emphasis on quality service – proven success in providing high quality services to clients/community.
   

PHYSICAL DEMANDS:  

The physical demands described here are representative of those that must be met by a worker to successfully perform the essential functions of this job. The worker must possess the mobility to work in a standard office setting and use standard office equipment. While performing the duties of this job, the worker is regularly required to stand, walk, sit, talk and hear. The worker is occasionally required to reach with hands and arms, and stoop or kneel. The worker is required to use hands and fingers to operate a computer keyboard, telephone, and other office equipment. The worker is required to have close visual acuity to perform activities such as viewing a computer screen, reading, and preparing and analyzing documents.  Light to moderate lifting may be required. Regular, predictable attendance is required.

 

This job description reflects management's assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this job. 

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Submit a resume and cover letter to resumes@manchesterbidwell.org to be considered.

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