Operations Specialist

Position Purpose:

The Co-Curricular Activities (CCA) Operations Specialist ensures the efficient financial and operational functioning of student societies and office activities. This role manages budgets, processes payments, coordinates procurement and logistics, and oversees SAP-related tasks by collaborating with internal departments and society representatives. The specialist supports the smooth execution of co-curricular initiatives, enabling impactful student engagement beyond the classroom.

Key Accountabilities

1. Budget Management
   • Oversee the budgeting process for co-curricular activities and student societies.
   • Manage society budgets and rollovers, ensuring accurate and timely financial reporting.
   • Prepare and manage office annual budget proposals.
   • Ensure all payments, including office payments, society payments, and sponsorships, are processed timely and accurately.
   • Provide regular budget reports and financial updates to the team lead.
2. SAP Management
   • Manage and execute SAP system processes for the office and all societies, including Purchase Requisitions (PRs), Goods Receipt Notes (GRNs), and other SAP-related updates.
3. Event Bookings
   • Facilitate and manage bookings for events, meetings, and activities for offices and societies.
4. Coordination with Societies' POCs
   • Serve as the liaison between societies' POCs and other departments.
   • Ensure effective communication and coordination to support society activities.
   • Address and resolve issues raised by societies' POCs promptly.
5. Payments and Sponsorships
   • Manage the process for payments and sponsorships.
   • Coordinate with relevant stakeholders to ensure timely and accurate processing.
   • Maintain records and documentation of all transactions.
6. Procurement and Logistical Support
   • Coordinate procurement for society and office needs, ensuring cost-effectiveness and quality.
   • Provide logistical support for events, meetings, and activities.
   • Coordinate with vendors and suppliers to ensure timely delivery of goods and services.

Knowledge and Skills

Candidates should exhibit:

• Financial and Budget Management: Proficiency in preparing, managing, and monitoring budgets; understanding of financial reporting and reconciliation processes.
• SAP System Proficiency: Hands-on experience with SAP or similar ERP systems; ability to process Purchase Requisitions (PRs), Goods Receipt Notes (GRNs), and update financial records accurately.
• Procurement and Logistics: Knowledge of procurement processes and best practices; skilled in vendor coordination, cost-effective purchasing, and logistical planning.
• Project and Event Coordination: Strong organizational skills to manage multiple bookings and activities; ability to coordinate resources and timelines for smooth event execution.
• Administrative and Operational Skills: Competency in managing records, documentation, and routine office operations; familiarity with university or institutional administrative systems is an advantage.
• Communication and Interpersonal Skills: Ability to liaise effectively with internal departments and society representatives; strong written and verbal communication skills.
• Problem Solving: Aptitude for identifying issues and implementing timely solutions.

Behaviors

• Attention to Detail: Maintains high accuracy in financial and administrative tasks; ensures compliance with procedures and documentation standards.
• Accountability: Takes ownership of tasks and follows through on commitments; upholds financial integrity and operational transparency.
• Collaboration: Works effectively with stakeholders; builds cooperative relationships across departments and societies.
• Initiative: Proactively identifies needs and takes action; seeks opportunities for improvement.
• Adaptability: Responds flexibly to changing priorities; manages workload effectively in a dynamic environment.
• Customer Service Orientation: Maintains a helpful attitude; prioritizes stakeholder needs for a positive experience.
• Confidentiality and Integrity: Handles sensitive information responsibly and ethically.

Qualifications

• Bachelors (Hons.) and/or Masters from an accredited institution.

Experience

• At least 3-5 years of experience, ideally in educational contexts.

What We Offer:

A Learning Ecosystem: LUMS offers a dynamic culture encouraging learning, innovation, skills development, and contribution beyond your role. You will interact with top academic minds and experienced professionals.

Intellectual Freedom: We promote knowledge pursuit, exploration across disciplines, and diverse expression for mutual learning and advancement.

Benefits: Competitive benefits include Provident Fund, Group Life Insurance, EOBI, outpatient and inpatient health coverage, and more.

Campus Perks: Facilities include sports complexes, a swimming pool, gyms, dining options, a mosque, medical center, library, parking, transport, and a daycare center.

Discounts: Internal educational and corporate discounts, including tuition fee waivers, scholarships, and executive development programs.

LUMS is an equal opportunity employer, celebrating diversity and committed to an inclusive workplace. We encourage minority group candidates to apply.