Operations Manager- College Of Fine And Performing Arts

Position Title Operations Manager - College of Fine and Performing Arts About the University

Western Washington University, with over 15,000 students in seven colleges and the graduate school, is nationally recognized for its educational programs, students and faculty. The campus is located in Bellingham, Washington, a coastal community of 90,000 overlooking Bellingham Bay, the San Juan Islands and the North Cascades Mountain range. The city lies 90 miles north of Seattle and 60 miles south of Vancouver, British Columbia. Western has additional sites in Anacortes, Bremerton, Everett, Port Angeles, and Poulsbo. Western is recognized nationally for its successes, such as being named one of the top public master's-granting institutions in the Pacific Northwest for 25 years in a row by U.S. News & World Report.

Western Washington University is committed to achieving excellence through advancing inclusive success, increasing our Washington impact, and focusing on transformational education grounded in the liberal arts and sciences and based on innovative scholarship, research, and creative activity. Western's greatest strength is the outstanding students, faculty, staff, and alumni/ae who make up its community. Western supports an inclusive governance structure for all and provides a learning and working environment in which everyone can thrive. In pursuit of this excellence, individual employees are expected to establish and maintain productive and effective inclusive working relationships amongst diverse populations including staff, faculty, administration, student, and external constituents. Further, individual employees are expected to have the ability to operationalize sustainability concepts (economic, societal, environmental) into all aspects of performing their job duties.

About the College

Western's College of Fine and Performing Arts provides comprehensive undergraduate arts programming. Supported by award-winning faculty and industry professionals, students become career-ready in studio arts, art history, dance, theatre, music and design. In addition, the Arts Enterprise and Cultural Innovation (AECI) minor teaches aspiring entrepreneurs how to manage and succeed in their creative career. Additionally, the CFPA supports Western's mission, which states that together with our students, staff, and faculty, we are committed to making a positive impact in the state and the world with a shared focus on academic excellence and inclusive achievement. We encourage applications from women, people of color, people with disabilities, veterans, and other candidates from underrepresented backgrounds and with diverse experiences interested in this opportunity.

About the Position The Operations Manager serves as the principal administrator, budget authority, and key resource advisor for the College, which is comprised of four academic departments (Art and Art History, Design, Music, and Theatre & Dance), the Western Gallery, Marketing and Special Events, CFPA Facilities, and the Music Library. Unit personnel includes approximately 30 permanent staff, 50 permanent faculty and 70 part-time faculty across four academic departments, the Western Gallery, Music Library, and college general administration.

The position is central to the functioning of the college and works independently within general guidelines to manage the resources and ongoing activities of the college; provides information, analyses, counsel, and makes recommendations on problems and opportunities; represents the college and participates in meetings as a resource person, and acts as a liaison between the Dean's office, college units listed above, and other university administrative offices.

The Operations Manager is also the main resource for departments, providing information and guidance relating to administrative policies and procedures, hiring and payroll procedures, labor relations, ethics and risk management, travel, professional development, contracts, budgeting, academic and service fees, employee and faculty review processes, and facility needs.

The Operations Manager plays a crucial role in cultivating solutions-focused teamwork, professionalism, and an inclusive and welcoming community.

Position Duties include the following:

College Administration

• Provide direct, confidential support on problems and opportunities to the Dean through information, analyses, counsel, recommendations, and implementation.

• Act as a liaison communicating on the Dean's behalf with department faculty, staff, and other University offices.

• Communicate and coordinate essential administrative functions and directives from other entities including the President's Office, the Provost and Academic Affairs, Human Resources, Budget and Planning, and Business and Financial Affairs.

• Serve as point person for faculty and staff to respond to questions or concerns about the College and its operations; research and resolve complex issues.

• Participate in monthly Operations Managers' meetings and provide input to Academic Affairs on policies, procedures and challenges; disseminate relevant information to departments

• Continuously improve processes and procedures for effective functioning of the college.

• Conduct regular meetings with department managers to provide training and information on policies and procedures, to increase knowledge of College and University functions, to encourage staff development, and to receive feedback and suggestions to make improvements to college operations.

• Create and manage internal timelines/due dates for faculty review processes and administrative deadlines.

• Coordinate annual College committee assignment process; ensures there is equitable representation from each department.

• Ensure regular meetings take place with college Faculty Governance Counsel, and various college-level committees for the College's shared governance.

• Coordinate the college Annual Report process.

• Complete personnel and financial sections of annual HEADS survey required by the National Association of Schools of Music (NASM).

• Oversee annual workstation replacement schedule for College.

• Complete special assignments and/or projects as requested.

Resource Planning & Management

• Manage and monitor college resources to ensure that college funds are utilized effectively, expenditures are controlled, and resources are allocated appropriately by regularly reviewing status of budgets, interacting with department heads and managers, reconciling fiscal commitments, approving expenditures, developing temporary resource requests, and reviewing changes in base budgets.

• Lead budget development process for the college's annual budget proposals.

• Review and approve travel requests, contracts, journal vouchers, budget transfers, facility work requests, payment requests, p-card transactions and limit increases, honoraria pre-approvals, and other financial e-sign forms.

• Independently develop alternate budget scenarios for consideration; respond to changing priorities, policies, and impacts of funding changes.

• Oversee annual fees and rates review process within the College.

• Coordinate and determine special funding for events, student educational opportunities, etc.

• Recommend funding to Dean for projects, such as critical facility needs, equipment needs, special projects, travel and other opportunities.

• Oversee and monitor new faculty start-up funds.

• Keep apprised of Department Related Activities Committee (DRAC) annual budget allocations and restrictions surrounding the use of DRAC funds in the College.

• Collaborate with college Dean and Office of Continuing Education (OCE) leadership to review financial reports of self-support courses offered in the College.

• Provide an in-depth analysis of self-sustaining course offering planning; provide Dean and Department Chairs with a break-even analysis; provide recommendations on course cancellations, alternative funding models, etc.

• Oversee annual Dean's Scholarship Award Process; determine annual scholarship fund allocations.

• Review budgetary impact of UFWW Collective Bargaining Agreement (CBA) in relation to annual department course schedules and non-tenure track instruction requests.

• Generate monthly financial reports and ad hoc reports involving salaries, benefits, revenue, expenses, leave replacement costs, etc.

• Prepare management reports including year-end projections and historical trends

• Develop budget presentations as needed for the college.

Personnel Resources, Supervision, and Leadership

• Serve as the point of contact for human resources functions including contracting, payroll, supplemental payments, and hiring and onboarding procedures.

• Advise, monitor, and review personnel recruitment and hiring processes within the college.

• Review and provide input on all faculty contracts, hiring documents and letters of appointments to ensure they are accurate and align with university policies, procedures, and college initiatives.

• Track faculty buyouts, sick leave, and other replacement costs; submit for reimbursement.

• Communicate with Provost's Office and/or Human Resources to research and respond to personnel questions and issues as they arise; develop and implement solutions.

• Assist in managing and resolving personnel conflicts in the college. Promote equity, inclusion, teamwork, innovation, and resolutions toward positive work environments.

• Serve on University committees to represent the College and/or Academic Affairs.

• Participate in college leadership committees including Dean and Chair Council and serve as member of the College's leadership team comprised of the Dean, Department Chairs, Director of the Western Gallery, CFPA Facilities Operations Manager, and Director of Marketing and Special Events.

• Supervise the Program Coordinator in the Dean's Office and the Library/Archive Paraprofessional.

• Approve timesheets for direct reports and Dean's direct reports; serve as proxy approver for other managers as needed in their absence.

• Conduct annual performance evaluations for direct reports and assist the Dean by coordinating staff performance evaluations for college staff.

• Act on behalf of vacant department manager positions and serve as primary training resource for new managers.

• Verify procedures and track faculty reviews and evaluations, as well as chair evaluations and appointments.

Policies and Procedures

• Stay current on and seek interpretation and clarification of university policies and procedural changes.

• Develop and implement policies and procedures for Dean's office and departments.

• Provide input to Academic Affairs on University policies and procedures.

• Serve as consultant to college staff and faculty on university requirements, procedures, and workplace operations, making recommendations on college policy and procedure improvements as needed.

• Coordinate legal issues with the Assistant Attorney General's Office and the Office of the Internal Auditor.

• Review, coordinate, communicate, and implements guidelines stipulated by UFWW Collective Bargaining Agreement and Classified Staff Bargaining Agreements.

• Communicates and coordinates essential administrative functions and directives to all department chairs, managers, program directors, and support staff; and promote best practices for organizational effectiveness and efficiency within university procedures and policies.

• Provide support to the faculty during the annual curriculum process by attending the college curriculum committee meetings and tracking proposals from the college committee to the Academic Coordinating Commission of the Faculty Senate.

Required Qualifications

• Bachelor's degree

• Five years of professional administrative and operational management experience in a business setting with increasing levels of responsibility that includes full-time staff supervision.

• Five years' experience in complex budget development and management within a large, multi-unit organization.

• Strong organizational and leadership skills in multi-unit organizations.

• Excellent writing and interpersonal communication skills, including experience managing sensitive and confidential matters.

• Demonstrated ability to resolve complex issues within a large organization and make independent and strategic decisions on behalf of management.

• Demonstrated ability to research and interpret policies and procedures at the university and state levels to ensure compliance at all levels of the College.

• Demonstrated ability to work effectively in a team environment and to supervise and coach staff.

• Demonstrated ability to work effectively with individuals from diverse backgrounds and to support diversity and inclusion within the organization.

• Advanced proficiency using Microsoft Office Suite and other software, including, but not limited to: Word, Excel, Outlook, Sharepoint, Teams, and financial management systems.

• Demonstrated ability to manage multiple tasks or projects at one time, in an environment with frequent disruptions.

• Demonstrated ability to manage time effectively and meet deadlines while working independently and under pressure.

Preferred Qualifications

• Bachelor's degree or higher in education, business, or another relevant field.

• Administrative experience in higher education

• Project management and evaluation skills.

• Proficient user of Banner 9 and Millennium FAST

• Knowledge of contracting processes

Conditions of Employment All employees must comply with our Immunization policies, including Proof of Rubeola Measles Immunity within 60-days of hire. Please reach out to HR@wwu.edu if you need information regarding medical or religious exemption and applicable accommodations. Salary Hiring range for this position is $79,457 - $91,375/year. Through longevity this position tops out at $103,294. Benefits Information

Benefits Overview for Administrative Professional Position.

Application Instructions

A cover letter and resume are required and should address your experience related to the position responsibilities and the required and preferred qualifications. Please include the names and contact information of three professional references. References will only be contacted if necessary, with notice provided beforehand.

Closing Date Notes Application review begins July 8, 2024; position is open until filled.

Western Washington University (WWU) is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. Women, minorities, people with disabilities and veterans are strongly encouraged to apply. In compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, WWU does not discriminate on the basis of race, color, creed, religion, national origin, sex (including pregnancy and parenting status), disability, age, veteran status, sexual orientation, gender identity or expression, marital status or genetic information in its programs or activities, including employment, admissions, and educational programs. See WWU's Policy on Ensuring Equal Opportunity and Prohibiting Discrimination and Retaliation. Inquiries may be directed to the Office of Civil Rights and Title IX Compliance, Title IX and ADA Coordinator, Western Washington University, Old Main 126 (MS 9021), 516 High Street, Bellingham, WA 98225; 360.650.3307 (voice) or 711 (Washington Relay); crtc@wwu.edu

WWU is committed to providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to request an accommodation, please contact Human Resources Disability Services, 360.650.3303 or 711 (Washington Relay).

Annual Security and Fire Safety Report: This report is provided pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act ("The Clery Act"). It includes statistics for the previous three calendar years concerning reported crimes that occurred on Western's campus; in certain off-campus buildings or property owned or controlled by Western; and on public property within, or immediately adjacent to and accessible from, the campus. The report also includes institutional policies concerning campus security, such as policies concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. You can obtain a copy of this report in printed or alternate formats by contacting the Office of the Vice President for Enrollment and Student Services at vpsa.office@wwu.edu. The report can be found at: Annual Security and Fire Safety Report.

All new employees must comply with the immunization policy and show employment eligibility verification as required by the U.S. Citizen and Immigration Service before beginning work at WWU. A thorough background check will be conducted on all new hires which includes a sexual misconduct background check.