Operations Specialist

The Operations Specialist will employ sound judgment and good decision-making to manage day-to-day departmental operations, processes, and procedures for the Mathematics department. They will maintain big-picture view of department and College-level milestones to advise Chair and stakeholders regarding all University, College and departmental deadlines and events. This position will continually review and recommend improvements to the Chair and monitor their implementation by providing guidance and oversight to staff. The Operations Specialist will serve as the go-to resource for faculty and staff by keeping current on College and University policies/activities and maintaining strong professional relationships across campus.

Education and Experience

• Bachelor's degree or equivalent.

• Five (5) plus years of work experience preferably in an academic environment.

• Computer skills.

• Supervisory experience.

• Ability to problem solve issues for undergraduates, graduate students, faculty, staff, and administrators.

Skills and Knowledge

• Current knowledge of university policies and practices and excellent working relationships with personnel at all levels across campus.

• Advanced knowledge of Microsoft Office and Adobe Professional suite.

• High level of research and data gathering ability, analytical skills, ability to read and interpret documents, basic negotiation skills, management and delegation skills, strong organizational skills, advanced verbal and written communication skills, ability to prioritize tasks and manage multiple projects.

• Excellent proofreading ability.

• Working knowledge of university budget systems (FAB) and excel.

• Advanced knowledge of PeopleSoft or related system.

Responsibilities

• Manage day-to-day departmental operations, processes, and procedures. Advise Chairs and stakeholders regarding all University, College, and departmental deadlines and events. Continually review processes, recommend improvements to the Chair, and monitor their implementation by providing guidance and oversight to staff supporting multiple units. Serve as the go-to resource for faculty and staff by keeping current on College and University policies/activities and maintaining strong professional relationships across campus.

• Serve as liaison to the Dean's office and Graduate School, develop plans for space and equipment usage, and ensure that plans are made and deadlines are met for annual department activities.

• Keep multiple facility footprints operational by reporting maintenance problems, submitting work orders, and following up to ensure issues are corrected.

• Provide high-level administrative support to the Chair to meet deadlines and keep the departments in good working order.

• Maintain departmental records related to personnel and hiring. Serve as search administrator for all faculty and postdoc searches. Provide expertise and guidance to faculty for developing position evaluation requests (PERs) and navigating various search and hiring processes and activities.

• Manage all data and processes related to hiring part-time union and non-union faculty. Maintain working knowledge of requirements of collective bargaining agreement.

• Play an instrumental role in the planning and execution of major projects related to program accreditation, event planning, grad recruitment and orientation, faculty meeting support, travel planning.

• Manage the day-to-day operations of the office, supervise staff and establish work priorities/workflow, and resolve management or personnel issues. Be present in the office to provide services to campus constituents.

• Approve timesheets, delegate duties, oversee work products, provide direction to staff, and inform Chair of staff needs, problems, and changes. Ensure any delegated authorities or duties are properly documented and approved, and maintain appropriate internal controls.

• Hire, train, and place staff for needed roles in the department.

• Evaluate staff by providing regular feedback throughout the year and through the annual HR Performance Partnership process.

• Analyze a variety of financial information from multiple funding sources to provide direction and support, make recommendations to the Chair, maximize use of funds, and ensure overall operations are within budget.

• Process expense reimbursements, purchase requisitions, credit card reconciliations.

• Accountable for a variety of manual and electronic fiscal information, files and records for the purpose of providing an up-to-date reference and audit trail.

• Monitor spending allowances and new faculty start-up budgets and expenditures.

• Responsible for the resolution of issues discovered during reconciliation of accounts.

• Monitor scholarship credits, financial aid awarded, and graduate assistant awards.

• Prepare reports as requested.

• Work closely with college Director of Budget and Finance to resolve budget questions and assist in requests from the Dean and the Office of Budget and Planning.

• Manage fiscal reports and assist the faculty in determining funds available, spending plan/projections and timing of Human Resources changes to ensure continued support for grants employees.

• Calculate the financial effect salary distribution changes have on internal and external funding sources with varying fringe benefit and F&A rates, budget restrictions, effort reporting, and budget cycles (e.g. federal grants, cost-sharing monies, corporate, foundation, and gift funds), as well as securing cash flow with pre-award or no-cost-extension requests.

Physical Requirements

Not Applicable

Tools/Equipment

Not Applicable

Application Instructions

In addition to completing an online application, please attach a resume and cover letter.