Manager, Office Operations

Job Title

Manager, Office Operations

Office of Sponsored Programs Administration

Non-Campus Other – University of Louisville’s JD Nichols Campus for Innovation and Entrepreneurship in downtown Louisville.

Full time

Regular

R108065

Bachelor's degree and four (4) years of relevant experience or the equivalent combination of education and experience. Grade 7 (Salaried)

The University of Louisville is seeking to hire a Manager of Office Operations to oversee the daily administrative operations of the Executive Vice President for Research and Innovation (EVPRI) Office. The position will provide project management, performance management, human resource coordination and administrative support to EVPRI using high-level decision-making capabilities and discernment to act proactively on behalf of the EVPRI Office.

The Manager will coordinate and manage multiple tasks under pressure while remaining flexible, professional, assertive, proactive, resourceful, effective and efficient.

• Supervision of administrative support staff and IT personnel; provide consistent performance guidance and feedback; coordinate evaluations; refer to training programs when necessary to enhance staff effectiveness.
• Serve as Liaison to Vice Presidents, Deans, Program/Center Directors, and other Administrators; respond to a variety of issues that require troubleshooting, investigating and gathering information; delegate to appropriate personnel; follow up as necessary; advise and interpret policies and procedures; effectively communicate reorganizations, reclassifications and other important information to appropriate units.
• Serve as first point of contact for EVPRI office, monitoring EVPRI service accounts and phone line.
• Prioritize and manage multiple projects simultaneously ensuring timely completion; monitor progress; follow up with stakeholders; maintain information for future projects; ensure appropriate staffing when necessary.
• Serve as project manager for various projects and reports such as capital asset report, outcomes assessment report, Archibus space audit.
• Coordinate various initiatives and events for Research & Innovation personnel.
• Assist in employment of senior administration by drafting offer letters, coordinating visits; handle new hires by assuring personnel processes are followed; arrangements for moving; provide staff support to administrator searches and compensation recommendations.
• Organize and create correspondence, reports, documents and recommendations. Oversee process for contracts, grant proposals and other documents submitted for approval and EVPRI signature. Review and sign off on behalf of the EVPRI for documents such as travel, pro card expenditures, reimbursements, disbursements, leave, etc. when instructed.
• Oversee records management including process for reviewing, signing and storing of all documents and confidential materials; coordinate open records requests and other university related materials as required.
• Oversee HR transactions from EVPRI office and underlying units; oversee that each action follows university and department policies and each action has leadership approval before moving forward to central HR. This includes serving as workday HR partner.
• Coordinate procurement, travel arrangements, and expense reports for EVPRI. Additionally, this position serves as a central procard holder for the EVPRI office.
• Serve as EVPRI Office representative on various committees and task forces; provide staff support when needed.
• Accurately maintain EVPRI’s complex calendar of meetings, calls, events and activities. Includes setting up of scheduling for direct reports and other University Personnel, internal and external meetings, evaluating all requests, facilitating access when appropriate, balancing competing priorities and managing time for reading, writing and advance preparation when needed.
• Ensures all support materials are gathered and readily available for EVPRI events, meetings, conferences, press engagements, etc.; collects and prepares briefing materials and documents for…