Job Requisition Number: 24938. As part of the Division of Student Affairs, Business Operations shares the same core values of Access, Service and Engagement. These values help provide guidance in how we conduct our work and interact with students and staff. They form the basis for how we provide customer service to one another. Our mission is “We Serve those that Serve Students” and we embody this mission by providing administrative services that benefit our clients so they can spend their time in direct service to students. Business Operations supports divisional unit toward individualized goals for optimal operational processes and procedures to achieve departmental cost savings, policy and process consistency and efficiency, effective cross-collaboration, streamlined and retrievable resources, and innovative, integrated customer focused solutions for all operational needs. Additionally, Business Operations staff identify performance metrics to engage in continuous improvement, optimizing the use of technology and following the principles of lean processing.
Business Operations serves as an internal bridge for Student Affairs units to Campus Shared Services (CSS), Disbursements, Risk Services, Business Contracts & Brand Protection, Central Supply Chain Management, Campus Legal Services, Central Human Resources, Office of the President, Physical Plant – Campus Services, Environmental Health & Safety, Parking and Transportation, Space and Capital Resources, Fleet Services, and Real Estate Services. Additionally, we identify performance metrics to engage in continuous improvement, optimize the use of technology and follow the principles of lean processing while ensuring interactions comply with established policies and procedures.
The Operations Manager leads projects with Senior and Executive level staff across the Division with competing priorities toward a unified outcome while displaying excellence in judgment and exceptional political acumen to fully develop and implement large scale projects across a complex and diverse Division.
Through the supervision of others (Union and Non-Union), this position also oversee's; Administrative building access, equipment management, document imaging services, mail services, staff workstation ergonomic evaluations and recommendations for injury prevention, facility and space planning of Administrative buildings, office moves, Administrative building remodels and renovations, fleet management and applicable equipment purchasing. Furthermore, general management for the team such as long and short range strategic planning, performance coaching, training and management, HR related tasks, and project management are all vital to a candidate being successful in this role.
SUPERVISION: •Selects, trains, leads, directs, motivates, evaluates and, as required, takes corrective action with subordinate staff. Recommends hiring of new employees, transfers, promotions, salary actions, terminations, performance management and budget recommendations. •Supervises the development and monitoring of policies and procedures for cluster operations.
ADMINISTRATIVE: •Through subordinate professional and operational/technical staff, provides key administrative functions to the Division of Student Affairs. •Reviews workload and responsibilities, assigns or reassigns responsibilities to efficiently and effectively meet service needs of the 41 departments served. •Ensure Responsible for both the quality and quantity of work produced while delivering quality customer services to various constituencies. •Supervises the management of workstation ergonomic planning, workstation assessments, and ergonomic equipment purchasing (Matching Funds Process) •Manages and provides guidance to the development of unit’s Imaging, filing systems, procedures, processes and timelines to ensure compliance with UC/campus/departmental retention schedule, policies and guidelines (~70k documents annually). •Manage and provide direction to subordinate staff who act as the point of contact for building issues, building occupant issues and coordination, services, and building ownership. •Oversees managing Student Affairs large equipment (BETS), large office equipment processes, procedures and purchasing, and fleet management (~100 vehicles). •Oversees space planning, office/cube moves, office refreshes, remodel and renovations for Administrative Buildings.
PROJECT MANAGEMENT: •Analyzes business issues, recommends, and leads special projects, programs in support of the Student Affairs Business Operations organizational unit. •Researches new or changing business systems and programs. •Monitors and analyzes information regarding policies and procedures and provides consultative services regarding general office management and business operations to department administrators and customers. •Assists in policy and program planning, development and administration.
STRATEGIC PLANNING: •Prepares short and long range planning for administrative services operations and improvements to processes. Establishes and recommends changes to business operation policies which affect multiple departments. •Consults with the appropriate staff and may seek funds for technological innovations to the office operations such as online services for students and staff. Seek to continually improve processes and procedures to gain low-cost temporary resources to perform critical but labor-intensive tasks. Develops and implements a variety of administrative plans and projects (e.g. business resumption plan).•Exceptional interpersonal skills to effectively collaborate and motivate others. •2+ years of demonstrated leadership experience supervising staff •Solid knowledge operational processes, protocols and procedures •Solid knowledge of financial analysis and reporting techniques. •Demonstrated knowledge of project management and process improvements. •Demonstrated skills in developing employees •Ability to gain knowledge of common campus-specific and other computer application programs. •Solid organizational and customer service skills to effectively manage multiple priorities. •Solid interpersonal communication skills to include verbal and written, active listening, critical thinking, persuasiveness, advising and counseling skills. •Solid skills to quickly evaluate complex issues and identify resolution. •Bachelor's degree in related area and/or equivalent years experience/training
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