Assistant, Campus Operations

Position Summary

As IBHS continues to expand its brand recognition and external influence, demand for meetings, campus visits, and organizational events at the Research Center has increased significantly. Responsibilities for scheduling and coordination of these activities have historically been shared across staff who now hold additional responsibilities in other areas of the organization.

To ensure IBHS can effectively support campus engagements, staff events, and operational logistics, the Campus Operations Assistant will provide dedicated coordination and administrative support for campus activities. This role focuses on scheduling, visitor coordination, meeting logistics, and operational support to ensure the smooth execution of events and day-to-day activities at the Research Center.

Essential Duties and Responsibilities Campus Visits & External Engagements

• Coordinate scheduling and logistics for non-member visits to the IBHS campus
• Serve as the primary point of contact for external visitors to confirm schedules, logistics, and campus requirements
• Ensure liability waivers are completed when required for campus activities
• Coordinate catering arrangements and other logistical needs associated with campus visits

Executive & Staff Scheduling

• Provide executive scheduling support for the Chief Engineer and Chief Product Officer
• Coordinate scheduling for IBHS-wide staff engagements, including leadership workshops, People & Organization meetings, tabletop exercises, media training, safety training, and similar internal activities

Meeting & Event Support

• Prepare the Rochman Collaboration Center for meetings and events
• Coordinate and manage food and catering setup for organized meetings and events
• Provide on-site logistical support to ensure meetings and events run smoothly

Campus Access & Operations

• Manage gate and front-door access for visitors and scheduled activities
• Coordinate visitor arrival logistics with internal staff
• Provide operational support to ensure smooth day-to-day campus activities and events

Administrative Systems & Communications

• Support Salesforce administration activities as needed
• Monitor and respond to inquiries received through info@ibhs.org, routing requests to the appropriate staff members
• Maintain accurate scheduling and coordination records related to campus activities

Required Qualifications

• High school diploma or equivalent
• Demonstrated experience in administrative support, event coordination, or campus operations
• Strong organizational and time management skills with ability to manage multiple priorities simultaneously
• Excellent written and verbal communication skills
• Proficiency with Microsoft Office Suite and calendar management systems
• Ability to work independently and as part of a team
• Professional demeanor and ability to interact effectively with diverse groups of people

Preferred Qualifications

• Experience with Salesforce or similar customer relationship management systems
• Experience coordinating events or managing visitor logistics
• Familiarity with research organizations or non-profit environments
• Experience with catering coordination and facility management
• Knowledge of campus safety and access control procedures

About This Role

The Campus Operations Assistant is a critical support position that ensures IBHS maintains a professional, welcoming, and efficiently operated Research Center. This role serves as the operational backbone for campus activities, bridging external visitors with internal staff and ensuring all events and engagements reflect IBHS's commitment to excellence. The successful candidate will be detail-oriented, proactive, and capable of managing competing demands while maintaining a positive, professional environment.