Administrative Operations Manager

Apply now Job no: 525231
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support
Department:17200400 - BA-CAREER SERVICES OFFICE

Classification Title:

Administrative Spec II

Job Description:

Act as the key point of contact for all administrative functions of the Department including but not limited to such things as Finance and Human Resources. Manage vendor contracts by maintaining status, formulate fiscal policies for the Department, oversee general funds and accounts, oversee and monitor Pcard activities and travel expenses/expense reports, manage Career and Peer Mentors (CAPs) payroll, and manage Departments annual budget. Manage suppliers and work closely with vendors and event services, contracts, and event planning/budgets/procurement related to BCS events. Act as the administrative point of contact for BCS software platforms. Human Resources functions to include but not limited to managing the new-hire and onboarding process/policies/procedures for BCS team members and Career and Peer Mentors (CAPs). Approve time for BCS team members and CAPs, and formulate staff schedules and calendar of events. Act as the HR liaison for BCS within the College of Business and inform team members of any university-wide HR changes/updates. Answer and assist BCS staff with HR questions. Manager Effort and FAR Reporting for faculty staff of the Department. Provide executive assistant support to the Assistant Dean of the Department including but not limited to calendar and email management, presentation editing, business travel support, special event support, and market research. 

Act as the key point of contact for BCS facility operations. Assist with ongoing IT requests, assist the Executive Director with space allocation, oversee staff key inventory and laptop/desktop inventory, manage and monitor office equipment and equipment requests, and oversee office repairs and upkeep on an annual basis. They will supervise BCS student assistants and manage their responsibilities in collaboration with other BCS team members. Support the Executive Director and their requests related to operational functions of the Department.

Oversee and maintain the data analytics dashboards and other visualization tools of the Department related to first-destination, internship destination, and event attendance data. Collaborate and support the Executive Director and other BSC team members in data analytics requests. Ensure the dashboards are maintained with real-time data on a weekly basis and address any technological or functional issues that arise.

Expected Salary:

$45,600 - $51,000 annually.

Minimum Requirements:

Bachelor’s degree and three years of relevant experience; or an equivalent combination of education and experience.

Drivers License.

Preferred Qualifications:
  • Strong Administrative and Project Management skills
  • Possess a strong sense of ownership of the position and all its responsibilities
  • Possess a strong level of executive presence and confidence, with the ability to make decisions that are in the best interests of the Department
  • Ability to work in an ambiguous environment
  • Possess a strong problem-solving mentality with the ability to develop and implement solutions to address complex challenges
  • Strong ability to multitask in a fast-paced environment and meet deadlines
  • Strong customer focus (ability to listen attentively to students, faculty, staff, and other stakeholders and to understand and respond positively to their requests) is required
  • He/she must possess superior communication skills and the ability to foster positive relationships with multiple, diverse constituencies
  • An entrepreneurial orientation, a proven track record of taking initiative and making things happen (i.e. self-starter)
  • Highly proficient with web-based resources, spreadsheets, and presentation software required (MS Office Suite: Teams, Word, PowerPoint, Outlook, Excel; Constant Contact; various data dashboard platforms-Cognos, Power-BI)
  • Strong ability to work under pressure, with the flexibility to respond to changing priorities and fluctuating workloads. In addition, the ability and willingness to work flexible hours with occasional travel is required.
  • Strong organizational work skills, defining tasks, prioritizing assignments, and following through on all projects independently
Special Instructions to Applicants:

In order to be considered, you must upload your cover letter, resume, and list of references (minimum of three).  

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment Required: No. 

 

Advertised: Eastern Standard Time
Applications close: Eastern Standard Time

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