Job Description
Job Description
PURPOSE AND SCOPE:
As an integral part of an instructional Dean's division leadership team, the Division Operations Manager manages the administrative, financial, and human resources operations for the division, including but not limited to course schedules, budgeting, payroll, purchasing, and supervision of administrative support staff. In conjunction with the division's leadership, the Operations Manager plans the annual budgets for the division and monitors/reconciles expenditures to ensure they are within the authorized budget. Oversees expenditures of grants and contracts and maintains related fiscal records. Manages various personnel, payroll, and hiring functions, and serves as liaison to a variety of LSC departments. Serves as active member of the LSC-wide DOM Council.
ESSENTIAL JOB FUNCTIONS:
Manages full-time and part-time employees; makes assignments, sets priorities, and provides training, counseling, and coaching as needed
Manages the development of the division's annual operational and capital budgets; tracks expenditures and prepares journal entries and budget revisions as required
Completes budget vs. cost analyses throughout the year, in addition to expense projections, trend reports, and ad hoc reports, as required
Manages the building of credit/non-credit schedules to ensure that students can enroll in the division's course offerings, faculty are paid appropriately, appropriate fees are collected, and State reporting is accurate; ensures that the division's schedules, catalogs, and various publications reflect accurate course offerings and program information
Manages the purchasing of goods and services, including preparation and evaluation of quotes and bids, preparation of requisitions, and receipt of goods and materials
Manages faculty and staff payroll, as well as hiring processes for part-time faculty and students; this includes but is not limited to time-reporting, employment verification, background check authorizations, identifying overloads and stipends, verifying multiple payroll and benefits forms, and credentials verifications)
Ensures Memorandums of Assignment, Memorandums of Understanding, Faculty Workload forms, and retirement documents for part-time faculty and Extra Service Agreements for full-time faculty are completed appropriately each semester
Ensures that reporting procedures and approvals are in place and communicated for travel and other expenses and that LSC expense reporting policies and procedures are followed
Compiles information, analyzes data, and provides a variety of reports on enrollment, room utilization, faculty workload, and other areas for Instructional Deans and Divisions
Manages or participates in activities associated with SACS accreditation, program accreditation, search committees, civil rights training, and other miscellaneous LSC and initiatives as needed
Identifies, develops, and implements administrative best practices and re-engineers processes as needed; ensures changes are documented and communicated to employees
Responsible for other reasonable related duties as assigned
KNOWLEDGE, SKILLS, AND ABILITIES:
Knowledge of educational institutions is helpful
Strong interpersonal and facilitation skills
Outstanding written and verbal communication skills
Skills in areas of purchasing, budgeting, financial administration, financial reporting, and personnel administration
Strong initiative and analytical skills
Strong skills with computer applications (especially Microsoft Office Suite), including extracting queries and creating reports
Ability to multi-task and maintain attention to detail while meeting tight deadlines
Ability to work with minimal supervision and maintain confidential information
PHYSICAL ABILITIES:
The work is sedentary. Typically, the employee sits comfortably to do the work. However, there may be some walking; standing; bending; carrying of light items, such as papers, books, or small parts; or driving an automobile. No special physical demands are required to perform the work.
WORK SCHEDULE AND CONDITIONS:
Equipment used includes, PC workstation running on a LAN in a Microsoft Windows environment, calculator, phone and other general office equipment
Internal and external contacts as needed to carry out the functions of the position
Work is performed in a climate-controlled office with minimal exposure to safety hazards
REQUIRED QUALIFICATIONS:
Bachelor's degree and at least 3 years of experience, or an equivalent combination of education and experience