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Operations Manager

Job Details

About Drexel

Drexel is one of Philadelphia's top 10 private employers, a comprehensive global research university and a major engine for economic development in the region. With over 24,000 students, Drexel is one of America's 15 largest private universities. Drexel has committed to being the nation’s most civically engaged university, with community partnerships integrated into every aspect of service and academics.

Job Summary

Drexel University’s College of Arts and Sciences is seeking an Operations Manager (OM) to provide high-level program management and support for a cluster of interdisciplinary academic centers: Writers Room, Africana Studies, Jewish Studies, and Women’s and Gender Studies. The successful candidate will have extensive administrative experience in a higher education or nonprofit setting and excellent budgeting, organizational, communication and teambuilding skills. The OM will be a motivated person with demonstrated experience supervising programs or centers; managing budgets and spending; implementing collaborative projects with multiple stakeholders; implementing grants including evaluations and final reporting; and successful, inclusive collaboration with diverse teams.

This position will be responsible for planning and administering the operational and financial activities within each of the academic Centers and will provide attentive support to all faculty, staff, students, and program participants. The OM will manage all day-to-day purchasing, hiring, and business processes of the ongoing teaching, research, scholarship, and public programming activities within the Centers while maintaining compliance with relevant College, university, and government policies. Additionally, the OM will liaise with the Dean’s Office and will help analyze processes and policies, develop creative solutions to problems, answer operational questions, and take part in decision-making that supports increased efficiencies for the Centers and College.

Time Allocation and Flexible Work Arrangement:

The OM will report to Writers Room’s Director. The time and duties for this position will be split evenly between Writers Room and the Center for Interdisciplinary Studies, both housed within the College of Arts and Sciences. 50% of the time will be dedicated to supporting Writers Room’s operations at Ross Commons and the implementation and development of Second Story Collective, an intergenerational co-living initiative. 50% of the time will be dedicated to supporting the Africana Studies, Jewish Studies, and Women’s and Gender Studies programs housed in the Center for Interdisciplinary Studies in MacAlister Hall. This position requires regular on campus work hours as outlined in Drexel’s Flexible Work Arrangement policy, and occasional weekend and evening availability for program activities, events, and meetings as scheduled.

Essential Functions

Financial Tasks:
  • Ensure that all cost-centers (unrestricted, restricted, designated, gift), personnel and operating expenses are appropriate, in compliance, and within budget
  • Support Center Directors on spending, financial objectives, and compliance
  • Oversee all purchasing for each Center as well as monthly reconciliation of purchasing card statements
  • 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
  • Serve as primary budget/administrative contact for the Office of the Dean (CoAS)
  • Under the supervision of Center Directors, liaise with various central offices that support general administration
Personnel Tasks:
  • Establish an active network of professional contacts to support the execution of operations
  • Process all hiring paperwork for adjuncts, faculty, staff, students, temporary employees, and visitors/guests
  • Support the recruitment and onboarding processes for all employees associated with the Centers
  • Ensure compliance with all Human Resources hiring policies
  • Certify personnel labor is charged to the appropriate funding source
  • Approve time sheets for biweekly and monthly employees if/as needed
  • Supervise support staff; conduct staff meetings if/as needed
  • Support the College with maintaining a database of all contracts and tracking faculty teaching loads
Administrative Tasks:
  • Execute all day-to-day business processes, developing and implementing procedures in compliance with university policy, federal regulations, and contractual requirements
  • Manage Center spaces, which includes but is not limited to staffing, stocking supplies, submitting work orders, overseeing phone lines and office equipment, and attending to space requests
  • Oversee and support Center public events, course offerings, and community engagement, which includes but is not limited to advertising, reserving space and catering, arranging meetings, and booking travel
  • Maintain each Center’s physical and digital records in compliance with the University’s record retention policy
  • Assist with Center communications: creating listservs, surveys, etc.
  • Prepare reports as requested by senior leadership
  • Provide direction and advice to all employees, students, and vendors with business and academic operational questions; resolve problems with the highest level of customer service
  • Liaise with the College scheduling team to ensure proper instructional assignments, course offerings, etc.
Required Qualifications
  • Bachelor’s Degree
  • 5+ years of related/transferable experience in personnel supervision, program management, budgeting, and/or project planning activities
  • Ability to prioritize and complete a high volume of complex assignments while maintaining attention to program and budgetary details and deadlines
  • Excellent verbal, written, analytical, and interpersonal skills
  • Experience building and maintaining internal and external partnerships
  • Demonstrated ability to work successfully and respectfully with people across a diversity of ages, races, genders/gender presentations, sexual orientations, socioeconomic statuses, religions, abilities, nationalities, and other characteristics
  • Ability to problem-solve and work independently
  • Highly proficient in MS Excel and Office Suite
Preferred Qualifications
  • Master's degree
  • Experience in higher education arts and humanities program administration
  • Integrity, confidence, enthusiasm, initiative, analytical ability, the capacity to inspire cooperation
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/

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.

Advertised:Nov 17 2021 Eastern Standard Time
Applications close:Dec 31 2021 Eastern Standard Time

Company

Drexel University

Founded in 1891 in Philadelphia, Drexel is a comprehensive global R1-level research university with a unique model of experiential learning that combines academic rigor with one of the nation’s premier cooperative education programs.

Drexel University is an urban research university that integrates education, scholarship, diverse partnerships, and our global community to address society’s most pressing challenges through an inclusive learning environment, immersive experiential learning, external partnerships, transdisciplinary and applied research, and creative activity. We prepare graduates of diverse backgrounds to become purpose-driven professionals and agents for positive change

Drexel University II

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