Director of Administrative Operations (29285)

OTTAWA UNIVERSITY•Surprise, AZ

2d•Onsite

About The Position

Responsible for assuring the effective administration of the following Arizona campus operations: budget/financial management, construction management, procurement, facilities, food service management, vendor relations, and auxiliary services. ESSENTIAL FUNCTIONS OF THE JOB (provide list of items which are essential to effective outcomes in this role): Budget Management (General Operations and CAPEX Budget). Assures capital projects, programs and personnel costs operate within the expectations of the annual budget; ensure effective expense control management across the unit. Work with departments and program leads to develop and effectively manage departmental budgets. Capital Projects. Administrative leadership role responsible for managing building construction and/or building renovations for the campus. Oversees current and planned projects. Works with the campus administrative team to gather and prioritize requirements and manage the process by which final specifications are approved. Assure all approvals are obtained and projects progress within expected time schedule and on budget. In collaboration with recruiters, assures scholarshipping goals are met for the annual incoming and returning classes to assure scholarship levels do not exceed budgeted and expected discount rates. Oversee campus federal student work study program to assure federal and institutional funds are assigned for the broader OUAZ campus and used to their maximum offering while assuring compliance regarding applicable regulations. Collaborates with Human Resources department in the administration of federal work study jobs. Assists managers in hiring students, and assists students in obtaining work study roles. Responsible for facilities management assuring proper focus is given to user needs, maintenance requirements, and team members assuring relevant compliance standards. Assure effective management and a healthy partnership with food service company; with the priority for providing a strong plan, service and food to the customers, our students of the Campus. Assure procurement, vendor relations and auxiliary services are managed in an effective, ethical, and business focused manner Collaborate with the financial aid department to monitor and assure the proper distribution of institutional aid for OUAZ. Manage campus goals and objectives each year for the incoming and returning classes to assure that the level of aid does not exceed the budget expectations. Oversee OUAZ Graduate Assistantship (GA) program assuring policy standards and accountabilities. Collaborates with academic programs, departments and individuals responsible for providing support to this program and prospective/current graduate assistants. Refer GA's to the International/GA Program Coordinator position within the University which is designated to provide support and assistance to all university GA's. Implement the University’s financial clearance and student accounts receivable policies in alignment with expectations and in collaboration with University policies and procedures and the university finance department and its members. Assure required documentation is completed in a timely manner and early intervention is used to support students to understand the consequences of not arranging for full payment. Collaborate with the CFO and Associate VC for Compliance regarding related monitoring/planning and implementation of responsibilities regarding risk management and business continuity. Represent OUAZ on University Committees as appropriate. Assure campus facilities comply with all regulatory requirements. Work in collaboration with all applicable parties (including Compliance Office and unit contacts) to assure timely compilation of the Clery Report and Annual Security Report for OUAZ as well as other required unit reporting responsibilities and assignments. Other duties as assigned STANDARD UNIVERSITY EXPECTATIONS: Manage your staff consistent with university personnel policies. Encourage collaboration among the staff, provide regular evaluation and feedback, and facilitate developmental opportunities. Model and encourage collaboration among University departments assuring effective communication and operations. Understand the University’s policies and, procedures, and exercise good judgment accordingly. Assure that University and student information is managed in a confidential and ethical manner in accordance with the University’s Code of Conduct and Ethics. Provide leadership through conduct, attitude, and professionalism. Represent the University to students, external groups, faculty, and staff in a way that reflects positively on the University. Be mindful and supportive of the overall Mission of Ottawa University. Exercise Inclusivity in your daily actions accruing alignment within expectations of the University’s Mission Statement and Statement of Inclusion, Openness, and Community. NOTE This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship. Ottawa University is committed to equal employment opportunity and does not unlawfully discriminate in recruitment or employment on the basis of race, age, sex, color, religion, disability, national origin, sexual orientation, genetic information, or any other characteristic protected by law.

Requirements

Bachelor’s Degree required
10 years professional fiscal/budgetary management experience, proven leadership management, and experience with diverse work groups toward consistent outcomes.
Functions well in complex administrative environments.
Collaborative manager, able to elicit participation and support from individuals and groups.
Excellent communications skills.
Strong analytical skills.

Nice To Haves

Master’s Degree preferred.
Higher education experience preferred but not required.

Responsibilities

Budget Management (General Operations and CAPEX Budget).
Assures capital projects, programs and personnel costs operate within the expectations of the annual budget; ensure effective expense control management across the unit.
Work with departments and program leads to develop and effectively manage departmental budgets.
Capital Projects.
Administrative leadership role responsible for managing building construction and/or building renovations for the campus.
Oversees current and planned projects.
Works with the campus administrative team to gather and prioritize requirements and manage the process by which final specifications are approved.
Assure all approvals are obtained and projects progress within expected time schedule and on budget.
In collaboration with recruiters, assures scholarshipping goals are met for the annual incoming and returning classes to assure scholarship levels do not exceed budgeted and expected discount rates.
Oversee campus federal student work study program to assure federal and institutional funds are assigned for the broader OUAZ campus and used to their maximum offering while assuring compliance regarding applicable regulations.
Collaborates with Human Resources department in the administration of federal work study jobs.
Assists managers in hiring students, and assists students in obtaining work study roles.
Responsible for facilities management assuring proper focus is given to user needs, maintenance requirements, and team members assuring relevant compliance standards.
Assure effective management and a healthy partnership with food service company; with the priority for providing a strong plan, service and food to the customers, our students of the Campus.
Assure procurement, vendor relations and auxiliary services are managed in an effective, ethical, and business focused manner
Collaborate with the financial aid department to monitor and assure the proper distribution of institutional aid for OUAZ.
Manage campus goals and objectives each year for the incoming and returning classes to assure that the level of aid does not exceed the budget expectations.
Oversee OUAZ Graduate Assistantship (GA) program assuring policy standards and accountabilities.
Collaborates with academic programs, departments and individuals responsible for providing support to this program and prospective/current graduate assistants.
Refer GA's to the International/GA Program Coordinator position within the University which is designated to provide support and assistance to all university GA's.
Implement the University’s financial clearance and student accounts receivable policies in alignment with expectations and in collaboration with University policies and procedures and the university finance department and its members.
Assure required documentation is completed in a timely manner and early intervention is used to support students to understand the consequences of not arranging for full payment.
Collaborate with the CFO and Associate VC for Compliance regarding related monitoring/planning and implementation of responsibilities regarding risk management and business continuity.
Represent OUAZ on University Committees as appropriate.
Assure campus facilities comply with all regulatory requirements.
Work in collaboration with all applicable parties (including Compliance Office and unit contacts) to assure timely compilation of the Clery Report and Annual Security Report for OUAZ as well as other required unit reporting responsibilities and assignments.
Other duties as assigned
Manage your staff consistent with university personnel policies.
Encourage collaboration among the staff, provide regular evaluation and feedback, and facilitate developmental opportunities.
Model and encourage collaboration among University departments assuring effective communication and operations.
Understand the University’s policies and, procedures, and exercise good judgment accordingly.
Assure that University and student information is managed in a confidential and ethical manner in accordance with the University’s Code of Conduct and Ethics.
Provide leadership through conduct, attitude, and professionalism.
Represent the University to students, external groups, faculty, and staff in a way that reflects positively on the University.
Be mindful and supportive of the overall Mission of Ottawa University.
Exercise Inclusivity in your daily actions accruing alignment within expectations of the University’s Mission Statement and Statement of Inclusion, Openness, and Community.