Operations Manager, English Language Center

Job Summary

Drexel University’s College of Arts and Sciences (CoAS), English Language Center is seeking an organized, analytical, courteous, and proactive Center Operations Manager who is skilled in managing multiple tasks independently while delivering superior customer service to join our team of faculty and staff. Under the direction of the Center Director, the successful candidate will be responsible for planning and administering the academic, operational, and financial activities within the Department and will be committed to providing attentive support to all faculty, staff, and students, ensuring consistent, efficient operations. The Operations Manager will be responsible for all day-to-day purchasing, hiring, and business processes of the ongoing teaching and training activities within the Center while maintaining compliance with relevant College, university, and government policies. This key role will liaise directly with the Dean’s Office and will help analyze office processes and policies, develop creative solutions to problems, answer operational questions, and take part in decision-making that supports increased efficiencies for the Center and College.

Essential Functions

Financial Management:

• Work with the Center Director to develop secure and effective systems to manage Center revenue and expenses
• Assist the Center Director with annual fiscal planning, ongoing financial tracking and projections, and other activities that support strategic planning and financial goals
• Manage all departmental cost-centers (unrestricted, restricted, designated, gift) and ensure personnel and operating expenses are appropriate, in compliance, and within budget
• Reconcile the Department's purchasing card monthly and support all purchases across the Center's faculty and staff
• Oversee and process all purchase orders, check requests, travel expense reports, reimbursements, transaction corrections, cash receipts, funding transfers, and department service charges and ensure compliance within the Center related to Drexel's purchasing policies
• Manage all student financial matters, including billing hours, fellowships, tuition discounts, agent commissions
• Independently manage and document all financial transactions. Complete labor redistributions, journal entries, and other expenses-related tasks as needed.
• Prepare annual budget reports, business activity reports, and expense tracking reports

Personnel Management:

• Oversee all departmental hiring and onboarding including to faculty, staff, adjuncts, students, and temporary employees, ensuring compliance with Human Resources hiring policies
• Certify personnel labor is charged to the appropriate funding source
• Approve time sheets for biweekly and monthly employees
• Serve as principal administrative point of contact for the Office of the Dean, College of Arts and Sciences (CoAS) and Drexel business support offices including by not limited to Human Resources, Payroll, General Accounting, Procurement, Facilities, Drexel Central, AIS, ISSS, and Office of General Counsel
• Approve leave reports and bi-weekly timesheets for staff that report directly to the Center's administrative team
• Maintain a database of all departmental contracts and track faculty teaching loads

Administrative oversight:

• Execute all day-to-day business processes, developing and implementing procedures in compliance with university policy, federal regulations, and contractual requirements
• Manage departmental space which includes but is not limited to stocking departmental space with business and academic supplies, submitting work orders, overseeing phone lines and office equipment, and attending to space requests.
• Oversee and support departmental events which includes but is not limited to advertising, reserving space, arranging meetings, booking travel, and ordering food
• Maintain departmental physical and digital records in compliance with the University’s record retention policy
• Assist the Director as needed with staffing and operational efficiencies (e.g., faculty/ staff annual review, health insurance contract, Ready Refresh…etc.).
• Prepare reports based on data from university databases including quarterly enrollment reports and annual enrollment projection reports
• Collaborate with the College scheduling team to coordinate faculty instruction assignment, adjusting course offerings, and classroom assignment
• Plan and coordinate Center-sponsored training programs, workshops, seminars and other activities
• Manage departmental communications such as student and faculty listservs, departmental webpages, and the emergency binder
• Other related duties as assigned

Required Qualifications

• Bachelor’s Degree or Equivalent
• 5 years of experience directly related to higher education, budget management, and/or customer service or an equivalent combination of experience, education, and training
• Highly proficient in Microsoft Excel. Excellent computer skills including proficiency in Microsoft Office Suite required.
• Exceptional analytical skills and ability to oversee highly confidential information
• Strong communication skills both written and verbal; excellent attention to detail, skilled multi-tasking ability, demonstrated commitment to follow-through of assigned tasks and projects, and exceptional customer services skills.
• Ability to utilize critical thinking skills and judgment in problem-solving and decision-making, or escalating issues as needed. Good interpersonal skills and collegiality; ability to work independently and as part of a team.

Preferred Qualifications

• Master’s degree preferred

Physical Demands

• Typically sitting at a desk/table

Location

• University City-Philadelphia, PA

Additional Information

This position is classified as Exempt with a salary grade of K. For more information regarding Drexel’s Professional Staff salary structure, https://drexel.edu/hr/career/ducomp/salstructure/

Please review the Benefits Brochure for some information on our benefits offerings.

Special Instructions to the Applicant

Please make sure you upload your CV/resume and cover letter when submitting your application.

Review of applicants will begin once a suitable candidate pool is identified.

#CB

Advertised:Oct 3 2022 Eastern Daylight Time
Applications close:Nov 28 2022 Eastern Standard Time