Manager, Office Operations

University of Louisville

About The Position

The University of Louisville is seeking to hire a Manager of Office Operations to oversee the daily administrative operations of the Executive Vice President for Research and Innovation (EVPRI) Office. The position will provide project management, performance management, human resource coordination and administrative support to EVPRI using high-level decision-making capabilities and discernment to act proactively on behalf of EVPRI Office. The Manager will coordinate and manage multiple tasks under pressure while remaining flexible, professional, assertive, proactive, resourceful, effective and efficient.

Requirements

Bachelor's degree and four (4) years of relevant experience or the equivalent combination of education and experience.
Organization, time management, establishing priorities, multi-tasking, resourcefulness, fine attention to detail and follow-through.
Advanced knowledge of project management, planning and scheduling techniques.
Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
Knowledge of current and emerging trends in technologies, techniques, issues, and approaches in area of expertise.
Records maintenance and database management skills.
Ability to create, compose, and edit written materials.
Ability to coordinate and organize meetings and/or special events.
Ability to identify problems and solve them before they ever make it to the EVPRI's desk.
Extensive in office management principles and procedures.
Experience maintaining timetables and ensuring all deadlines are met.
Be flexible and display initiative in working on new tasks.
Demonstrate a working knowledge of university policies and procedures.
Knowledge of academic administrative principles and procedures.
Be willing to work long hours, weekends and evenings.
Proven ability to multi-task, organize and be highly detailed oriented daily handling a diverse and heavy workload with consistency and continuity.
Proven ability to work cooperatively and productively in a highly active setting.
Proven ability to work effectively with a wide range of constituencies in a diverse community.
Proven ability to work independently in the most efficient manner with minimal supervision using common sense understanding.
Proven ability to present information and respond to questions from staff, students, faculty and general public.
Proven interpersonal skills to provide support in a high-profile office with tact and diplomacy.
Proven time management and problem-solving skills.
Experience in reviewing documents, emails, correspondence, etc. for pertinent information.
Experience in handling discrete and highly confidential matters.

Nice To Haves

Bachelor’s Degree in business or related field

Responsibilities

Supervision of administrative support staff and IT personnel; provide consistent performance guidance and feedback; coordinate evaluations; refer to training programs when necessary to enhance staff effectiveness.
Serve as Liaison to Vice Presidents, Deans, Program/Center Directors, and other Administrators; respond to a variety of issues that require troubleshooting, investigating and gathering information; delegate to appropriate personnel; follow up as necessary; advise and interpret policies and procedures; effectively communicate reorganizations, reclassifications and other important information to appropriate units.
Serve as first point of contact for EVPRI office, monitoring EVPRI service accounts and phone line.
Prioritize and manage multiple projects simultaneously ensuring timely completion; monitor progress; follow up with stakeholders; maintain information for future projects; ensure appropriate staffing when necessary.
Serve as project manager for various projects and reports such as; capital asset report, outcomes assessment report, Archibus space audit.
Coordinate various initiatives and events for Research & Innovation personnel.
Assist in employment of senior administration by drafting offer letters, coordinating visits; handle new hires by assuring personnel processes are followed; arrangements for moving; provide staff support to administrator searches and compensation recommendations.
Organize and create correspondence, reports, documents and recommendations.
Oversee process for contracts, grant proposals and other documents submitted for approval and EVPRI signature.
Review and sign off on behalf of the EVPRI for documents such as travel, pro card expenditures, reimbursements, disbursements, leave, etc. when instructed.
Oversee records management including process for reviewing, signing and storing of all documents and confidential materials; coordinate open records requests and other university related materials as required.
Oversee HR transactions from EVPRI office and underlying units; oversee that each action follows university and department policies and each action has leadership approval before moving forward to central HR. This includes serving as workday HR partner.
Coordinator procurement, travel arrangements, and expense reports for EVPRI. Additionally, this position serves as a central procard holder for the EVPRI office.
Serve as EVPRI Office representative on various committees and task forces; provide staff support when needed.
Accurately maintain EVPRI’s complex calendar of meetings, calls, events and activities. Includes setting up of scheduling for direct reports and other University Personnel, internal and external meetings, evaluating all requests, facilitating access when appropriate, balancing competing priorities and managing time for reading, writing and advance preparation when needed.
Ensures all support materials are gathered and readily available for EVPRI events, meetings, conferences, press engagements, etc.; collects and prepares briefing materials and documents for meetings with sufficient lead time for EVPRI to review and prepare prior to meeting; research and coordinate briefing notes on specific issues required; confirms all details of every meeting, event, conference, social event dealing with a wide variety of sources internally & externally.
Perform additional duties as assigned and be able to contribute time and effort off hours for events, guests, etc.

Benefits

Equal Employment Opportunity
The University of Louisville is an Equal Employment Opportunity employer. The University strives to provide equal employment opportunity on the basis of merit and without unlawful discrimination on the basis of race, sex, age, color, national origin, ethnicity, creed, religion, disability, genetic information, sexual orientation, gender, gender identity or expression, veteran status, marital status, or pregnancy.
In accordance with the Rehabilitation Act of 1973 and the Vietnam Era Veteran Readjustment Act of 1974, the University prohibits job discrimination of individuals with disabilities, Vietnam era veterans, qualified special disabled veterans, recently separated veterans, and other protected veterans.
The University acknowledges its obligations to ensure affirmative steps are taken to ensure equal employment opportunities for all employees and applicants for employment. It is the policy of the University that no employee or applicant for employment be subject to unlawful discrimination in terms of recruitment, hiring, promotion, contract, contract renewal, tenure, compensation, benefits, and/or working conditions.
No employee or applicant for employment is required to endorse or condemn a specific ideology, political viewpoint, or social viewpoint to be eligible for hiring, contract renewal, tenure, or promotion.
Consistent with applicable law, demographic information is collected for aggregate reporting requirements. Demographic information provided through this application is not available to hiring managers/committees and is not considered in hiring or employment decisions.

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