Business Operations Manager

Louisiana State University•San Francisco, CA

2d•Onsite

About The Position

This position is responsible for procurement of medium to large Title 39 purchase of goods and services, professional services and design contracts and Title 38 construction including reviewing documents for compliance with LSU and state procurement laws, drafting contracts and amendments, entering requisitions and reviewing and processing invoices. This position assists with construction project management software including developing workflow processes, creating custom reports, monitoring data for accuracy and completion and creating training for users. Responsible for project management including Project Initiation Form and assisting project managers, responds to inquiries from internal and external stakeholders. Creates and issues critical/emergency communications to designers and contractors. Completes yearly inventory. Responsible for software renewals, purchases, license maintenance and assignments.

Requirements

Bachelor's degree and 3 years of related experience
Candidates who have relevant experience in key job responsibilities are encouraged to apply- a degree is not required as long as the candidate meets the required years of experience specified in the job description.
Active Listening
Communication
Customer Service
Database Management
Decision Making
Detail-Oriented
Following Protocols
Leadership
Must undergo a credit check per FASOP HR-04.
Must have valid U.S. work authorization at the time of hire and maintain that valid work authorization throughout employment.

Responsibilities

Serves as procurement specialist for Title 39 purchases for office furnishings for departments across LSU campus coordinated through PDC interior design staff, including LSU and state contract purchases, bid purchases and furniture purchases for capital outlay projects.
Responsible for submitting furniture, fixture and equipment lists for capital outlay projects to FPC for approval; submits purchase orders and invoices to FPC for payment.
Reviews bids/quotes to ensure compliance with LSU and state procurement laws.
Submits requisitions in University procurement system, reviews invoices and processes for payment.
Prepares change orders as needed.
Assists with system administration and management of construction project management software.
Develops workflow processes used in software: manages user licenses.
Responsible for creation of training materials and training sessions for all users.
Monitors data for accuracy and completion.
Configures reports including creating code for various reports to be used by users, executive staff, deans and departments.
Analyzes data related to reports and workflow processes to evaluate project management: suggests improvements to create efficiencies in project management.
Report technical issues to software technical support.
Responsible for yearly software renewal.
Responsible for maintaining and updating Project Initiation Form including troubleshooting and assisting departments with completion of form; monitors form approvals in Box, submits form in construction management software process.
Assists project managers with procurement questions/issues.
Responds to inquiries about project status from internal and external stakeholders.
For projects delegated to LSU by the State Office of Facility Planning & Control (FPC), prepares required concurrence forms and backup documentation, assists with submittal and tracking of requests and forms, reviews processes in construction management software, enters requisitions, amendments and change order in University's procurement system.
Serves as backup for procurement of Title 38 construction purchases including reviewing documents for compliance with LSU and state procurement laws, entering requisitions and change orders, issuing notice to proceed.
Process invoices in Workday for medium to large construction contracts.
For solicited bid projects - assist with sending out Invitation to Bid in construction management bid module, submit bidder questions to project manager; issue addenda in bid module; tab bids and submit process to project manager for review.
Assist with procurement process including reviewing proposals, drafting contracts, entering requisitions, preparing amendments as needed; review and route invoices to project managers for review and approval; enter invoices in Workday, PO closeout.
Assist project managers and suppliers with completion of required procurement documentation and approvals.
Create and issue all critical/emergency communications to vendors including emergency broadcast emails; maintain current list of designers/contractors including contact information.
Responsible for completion of annual inventory of items and equipment for PDC.
Ensures accurate tagging and accountability for items.
Responsible for yearly software renewals and purchase of additional software licenses; serves as administrator for assigning software licenses.
Maintains list of laptops and desktop PCs.
Procures laptops, monitors, keyboards, etc as needed.
Provides technical assistance for AV in PDC conference room.
Assists Executive Director of PDC & Assistant Director of Business Operations with other tasks as assigned.