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Operations Manager-SPRSG

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Position Overview:

Manage the daily operations of ALL areas of a department or unit, including accounting, controlling resources, creating finance reports, marketing/communications, project management, and human resources functions (staffing units). In the absence of the Assistant Vice President, direct, supervise, and coordinate Office functions for administration of programs and quality services. Effectively communicate with Assistant Vice President and staff on Office and program performance. Analyze and resolve business operations issues and needs. Provide quality control to business operations. Develop and implement business plans, policies, and procedures. Evaluate results within each business unit to determine if organizational objectives are being met. Develop new business opportunities. Responsible for resolving conflicts and negotiating with others in organization. Reports on all aspects of business operations to executive leadership.

Department Specific Essential Job Functions:

Responsible for the coordination and management of all business-related operations for the Office of Research & Sponsored Programs, including developing and implementing best practices for the Office. Provides oversight of all Office expenditures, including coordinating and monitoring all Office budgets, allocations, expenditures, and associated paperwork; responsible for ensuring that all Office orgs are reconciled with Banner. Responsible for the preparation and maintenance of all budgetary records for the Office, including ensuring that detailed spreadsheets of monthly expenditures are maintained; coordinates the collection of information and preparation of reports for internal and external stakeholders as requested by the Assistant Vice President, including performing data analysis as appropriate. Responsible for the timely preparation and processing of all business-related paperwork for the Office, including requisitions, transfers, travel related documents, and reimbursements; verifies that vendor services are satisfactorily rendered and invoices are paid in a timely fashion. Keeps abreast of University policies and procedures and interprets for the Office personnel to ensure that all Office expenditures are in accordance with University policies and procedures; serves as a liaison for the Office to departments and external constituencies on all budgetary matters, including responding to general and specific business-related inquiries for the Office; initiates authorized business-related correspondence on behalf of the Assistant Vice President. Responsible for the mentoring and training of the administrative assistant within the Office on business related procedures; oversees the hiring process and serves as supervisor for all student employees in the Office; oversees the ProCard purchases of all Office personnel. Works with staff in the Office to ensure the appropriate budgetary tracking, expending, and reporting of all externally funded grants. Coordinates budgets with appropriate University offices, including the Foundation, the Office of Academic Affairs, and dean offices within each academic college. Assists the Assistant Vice President with the annual budget planning process, including the determination of departmental allocations and specific budget lines in all Office orgs; prepares end of year summary reports to help guide this process. Serves as the Timekeeper for biweekly and monthly Office employees including, verifying org numbers, maintaining sick and annual leave information, and posting in the University's Banner financial software program. Performs other related duties as assigned.

Additional duties:
  • Coordinates the hiring of all Research Assistants (RAs) associated with the Faculty On-campus Grant Program. This includes communicating with faculty, staff members and offices within colleges, and graduate program directors to get student information, communicating with students to assist with the on-boarding process, and then entering all of the student employment information into Paycom.
  • Contacts vendors to make ProCard payments for all Office monthly charges.
  • Serve as signatory for the office in the absence of the Assistant Vice President.
  • Orders all Office supplies.
  • Allocates all funds and manages invoices and requisitions and assists with purchases of supplies and materials for research projects associated with Faculty On-campus Grant program and externally-funded research projects.
  • Assists with all aspects of the Oklahoma Louis Stokes Alliance for Minority Participation (OK-LSAMP) program, including onboarding and allocation of scholarship funding for all OK-LSAMP scholars.
  • Deposits royalty checks generated from patent-related income, pays invoices, maintains contracts, and communicates directly with staff of patent attorney offices external to the University.
  • Assists Office staff with maintaining patent records and filings (US Patent and Trademark Office and International Patent Offices) for the University in the iEdison web portal.
  • Serves as back-up for internal routing of grant proposals via Cayuse S2S and InfoReady Review computer software for the University.
  • Prepares and edits travel documents for Office staff in SAP – Concur.
  • Codes travel, communicates, and manages the Faculty Presentation Grant Program.
  • Assists Office staff with development and implementation of standard operating procedure (SOP) documents that are in compliance with State and Federal regulations and guidelines.
  • Updates and manages all information content on Office web site and web pages.
  • Maintains Business Continuity Platform and serves as Business Continuity contact for the Office.
  • Develops, coordinates, and implements annual Office strategic planning documentation.
  • Assists with the development of the Annual Report for the Office.
College/Department Overview:

Office of Research & Sponsored Programs (ORSP), Academic Affairs, promotes transformational learning through its support of research, creative, and scholarly activities on the UCO campus. ORSP coordinates and administers a variety of opportunities for faculty and students to be involved in research, creative, and scholarly activities. This includes competitive intramural funding programs for faculty (with support for Student Research Assistantships), assisting with the development, routing, and submission of grant applications to external funding agencies, oversight to ensure research compliance [Institutional Review Board (IRB), Institutional Animal Care and Use Committee (IACUC), Responsible Conduct of Research (RCR) training, etc.], support for faculty travel to present research findings at professional conferences, and oversight of patent filings to international and national (US Patent & Trademark Office) entities. For further information see our website at https://www.uco.edu/academic-affairs/office-research-sponsored-programs/

Qualifications Required:

Bachelor's degree, or equivalent work experience, and 5+ years of progressive leadership experience with demonstrated experience with program development and innovation, and assessment. Proven and successful performance driven leadership. Coaching employees and developing core competencies. Full budgetary responsibilities and managing key metrics of business. Extensive knowledge and comprehensive understanding of functional areas. Appropriate professional accomplishments and credentials.

Qualifications Preferred:

Possess in-depth knowledge and understanding of university and college business procedures and practices. Exercises appropriate discretion, initiative and independent judgement but willingness to comply and ensure others comply with unit objectives.

Knowledge/Skills/Abilities:

Excellent communication, interpersonal and public relations skills. Excellent analytical skills and attention to detail. Effective judgement, tact, diplomacy and discretion in all matters. Able to maintain strict confidentiality. Detail oriented with strong organizational skills with the ability to interact with all levels.

Will this employee supervise others?

Yes

Physical Demands:

Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.

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