Description

POSITION OBJECTIVE 

Working under limited supervision, the Operations Manager will provide overall administrative management for the Case Western Reserve University Flora Stone Mather Center; a community space and social innovator advancing women and gender equity through research-informed action. The manager will oversee day-to-day operations with exceptional customer service; coordinate reception; create policies and procedures; manage calendars and space utilization; oversee budget, finances, and special event logistics; coordinate human resources processes; and manage all center internal and external publications and communications. The manager will regularly exercise discretion and judgement; and has the authority to waive or deviate from established policies and procedures without prior approval. This position will serve as a member of the director¿s leadership team, assist the executive director with fundraising initiatives, and supervise student workers.

ESSENTIAL FUNCTIONS

Oversee the departmental budget. Prepare expenditures for programs, operating expenses and grant applications or expenses. Reconcile all accounts monthly and prepare quarterly forecasts and fiscal end closing. Interpret university policy and advise on compliance. Analyze budget variances and assess alternative courses of action to resolve any possible program or year-end deficits. Oversee the budget for internal university travel awards and grants given out by the center, assess feasibility of initiatives, advise on scheduling given available student and staff support, and update staff on status of events costs or overruns. (20%)
Lead event management for fundraising as well as major university and regular center events including keynote speakers (honorarium, travel, accommodations and reimbursements), invitation list, take RSVPs, solicit and evaluate quotes and secure all necessary contracts for location, audio-visual and catering. Organize and plan events, choose and reserve on and off-campus locations, audiovisual, food and/or beverages as needed. Track and stay within event budget. Organize set-up of tables and chairs, delegate student workers to assist with events, adjust food orders based on RSVPs as needed, and follow up with questions related to events. Organize annual center social events including ordering food and beverage and space set-up. (20%)
Develop and implement all office operating procedures. Function as a technical resource and advisor exercising discretion and independent judgment. Interpret university policies and procedures to ensure compliance by all staff. Communicate any changes in policies and procedures to ensure implementation. Resolve issues on behalf of management. Organize and oversee the daily office operations including opening and closing office, space registration, organization and reception via student assistants to provide exceptional customer service and respond to inquiries and information requests by email, telephone and in-person. Manage office visits and correspondence for speakers and guests. Inventory and maintain stock of basic office supplies, including snacks and reproductive health needs. (21%) 
Collaborate with University Marketing and Communications to coordinate center communications with internal and external audiences including weekly newsletter, social media, event promotional materials and calendar of over 100 events. Write content, manage email lists and scheduling, check for potential conflicts on the center calendar and Case Western Reserve University events, and help resolve scheduling conflicts. (15%)
Prepare and review grant proposals and applications to include compilation of data and preparation of estimated budget expenditures; monitor and verify expenditures; ensure compliance with university and sponsoring agency policies and procedures; prepare administrative reports for submission to sponsoring agencies. Meet with principal investigators on a regular basis to review grant funding versus budget and give appropriate financial direction. Ensure compliance with federal regulations as outlined in -21, A10 and A133. (10%)
Coordinate confidential human resources and student employment activities for employment, recruitment, terminations, leaves of absence, requisitions and performance appraisals. Assist with the resolution of conflicts and coordinate the performance appraisal process. Maintain liaisons with appropriate school and central human resources staff to proactively respond to human resources problems, issues and special requests. Ensure all paperwork for employment, terminations and leaves of absence are processed correctly and in a timely manner. Has authority to sign off on paperwork such as requisitions and performance reviews. Coordinate regular staff orientation with the division of Student Affairs for new center employees. Supervise student assistants. (6%)
Support the leadership team in creating and implementing the strategic plan goals and production of the annual report. Develop a work plan to track key activities and milestones for the center. Participate in needs assessments. Link budgets to departmental strategic initiatives so that annual reports will reflect accurate information on operational and financial success. Prepare analytical reports and analysis. Responsible for effort certification and year-end close. (6%)
 

NONESSENTIAL FUNCTIONS

Perform other duties as assigned. (2%)

CONTACTS 

Department: Daily contact with the director of the Flora Stone Mather Center for Women, center staff and financial support, operations and human resources in Student Affairs. Contacts include meetings with teams to discuss and plan programs, report on budget, inventory, student workers, oversee end-of-year close, setting up meetings and collaborative events with campus partners.

University: Frequent contact with staff of other programs and divisions, such as Office of Multicultural Affairs, LGBT, Office for Campus Enrichment and Engagement, Social Justice Institute, Office of Equity, Development, Alunni Relations, etc. Contacts include helping to share program information keep apprised of university events to avoid too much overlap or redundancy, advise team and oversee collaborative programming.

External: Continuous contact with vendors; assess inventory and supplies, research vendors and solicit estimates. Advise team on best services and needs. Frequent contact with advisory board, alumni, donors, and corporate and community partners visiting the Center or collaborating on events. 

Students: Frequent contact with students; oversee the work schedule of all the student workers, assign and delegate tasks for the front desk workers and help staff delegate work to students. Additional student contact during events and to help with walk-ins, help student groups schedule use of the center spaces.

SUPERVISORY RESPONSIBILITIES

Hire, train, supervise and provide professional development and annual review for student office assistants.

QUALIFICATIONS

Experience: 3 or more years of progressively responsible administrative professional experience required.

Education: Associate¿s degree required. Bachelor¿s degree preferred. Valid Driver¿s License required.

REQUIRED SKILLS

Excellent customer service skills, especially phone and email communications.
Demonstrated proficiency with Microsoft Office Suite especially Excel and Power Point.
Ability to function independently, driving projects from inception to completion with minimal guidance.
Excellent organizational and time management skills with a high level of decision-making capability.
Analytical skills for finance and budget.
Excellent problem-solving skills and sense of humor.
An ability to anticipate the department¿s needs and proactively bring together appropriate people and resources to meet those needs.
Exercise good judgment in managing shifting priorities and deadlines.
Ability to interpret policies, procedures, regulations and situations.
Work effectively and cooperatively with various groups of people.
Exercise discretion in handling confidential and sensitive matters.
Ability to successfully manage event planning and implementation, especially under strict deadlines and tight budgets.
Ability to draft and design professional documents and maintain an electronic document filing system.
Must maintain professional appearance and decorum under pressure.
Ability to meet consistent attendance.
Ability to effectively interact with colleagues, supervisors and customers face to face.
Demonstrated knowledge of issues related to women, gender and intersectionality, including the intersection of differences among women regarding race, ethnicity, dis/ability, sexuality, nationality, age, social class and other categories of identity.
Demonstrated respect for and acceptance of diversity, including different approaches to and definitions for feminism, cross-culturally.
Ability to meet consistent attendance. 
Ability to interact with colleagues, supervisors, and customers face to face. 
Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
 

WORKING CONDITIONS

Fast paced open-office setting. Attend meetings on and off campus when necessary. There will be pressures with short lead times, conflicting priorities and the complexity of a local and regional organization.

Requirements

Experience: 3 or more years of progressively responsible administrative professional experience required.

Education: Associate's degree required. Bachelor's degree preferred. Valid Driver's License required.