The Operations Manager serves as the College administrator and key resource advisor to the Dean and to the seven departments and two interdisciplinary programs that comprise the College. This position is central to the functioning of the College and works independently within general guidelines to manage the resources and ongoing activities of the College; provide information, analyses, counsel, and recommendations on problems and opportunities; represent the College and participate in meetings as a resource person; and act as a liaison between the Dean's office and departments and other University administrative offices. An on-site presence is essential to meet the demands of the position and to effectively manage daily operations. Hybrid or remote work options are not available for this role.
Duties/Responsibilities:
College Administration
Provide direct, confidential advisement to the Dean on all matters related to College activities.
Provide organizational, historical, and relevant documentation and context to Dean (and Associate Dean when appropriate) on daily or as-needed basis.
Research policy, decisions, and practices relative to the WWU UFWW Collective Bargaining Agreement, the Professional Staff Organization, the classified staff union organizations, and student employee union organization and pursue alignment of policies and procedures within College.
Provide support on problems and opportunities to the Dean and the Associate Dean through research, analyses, counsel, recommendations, and implementation.
Collaborate with Associate Dean to administer Outreach and Continuing Education programs in the College.
Act as College representative and liaison on behalf of Dean's office to CSE department chairs, staff, faculty and other University administrative offices.
Communicate and coordinate essential administrative functions and directives from other administrative entities including the President's office, the Provost and Academic Affairs, Academic Budget and Administration, Human Resources, the Budget Office, Outreach and Continuing Education, and Business and Financial Affairs.
Participate in meetings and committees as resource person; attend Dean's Advisory Council meetings.
Resource Planning and Management
Participate in and provide advisement to the Dean on broad long- and short-term budget planning, forecasting, and monitoring for the College.
Independently develop alternate budget plans for consideration; respond to changing priorities, policies, and impacts of funding changes.
Manage and monitor College resources to ensure that College funds are utilized effectively, expenditures are controlled and resources are allocated appropriately by regularly reviewing status of budgets, interacting with chairs and other administrators, reconciling fiscal commitments, approving expenditures and transfers (budget authority), and reviewing changes in base budgets.
Monitor salary and benefit budgets and expenditures for College; seek additional funds as necessary and appropriate.
Oversee and manage faculty startup funds.
Monitor, review, and consult with departments regarding staff recruitment and hiring processes across College, including budget impacts and resources.
Coordinate, review, and prepare annual allocation of temporary faculty resources for College departments.
Communicate with appropriate University offices and prepare and process documents that impact budgets.
Originate, monitor, and adjust budget/report procedures and systems to accomplish commitments and objectives.
Maintain current and historical records.
Policies and Procedures
Stay abreast and seek interpretation and clarification of policies and procedural changes.
Develop and implement policies and procedures for the CSE departments and programs and College office.
Serve as consultant to College staff and faculty for College and University requirements, procedures and workplace operations.
Review, coordinate, communicate, and implement guidelines stipulated by WWU UFWW, classified staff, and student employee bargaining agreements and the Professional Staff Organization.
Coordinate with the College governance committee regarding updates and adjustments to the College evaluation plan, operating procedures and supporting forms.
Personnel Resources, Supervision, and Leadership
Inform, advise and consult with Dean on confidential personnel matters.
Serve as the College point of contact for faculty and staff for contract, payroll and hiring procedures and issues.
Work with College personnel to meet University standards for operations, adhere to and meet deadlines, and promote best practices for organizational effectiveness and efficiency within University procedures and policies.
Communicate and coordinate essential administrative functions and directives to all department chairs, managers, and support staff and program directors.
Develop, coordinate, and provide training to department managers. While this position does not directly supervise College department managers, it interprets, communicates and administers directives, policies, and procedures regarding a broad range of activities such as hiring, travel, sensitive and confidential personnel matters, and technical changes and advancements mandated or implemented by the University.
Develop and maintain College hiring policies and procedures in alignment with other University entities.
Implement hiring processes for all tenure track and temporary faculty and staff positions; review and approve all faculty contracts and hiring documents; review and monitor all phases of CSE staff and faculty hires; provide procedural guidance to departments for faculty and staff recruitments and resolve policy and procedural questions.
Hire, supervise and train College staff; conduct annual evaluations; provide leadership and training; monitor staff roles and responsibilities to keep them current and equitable; initiate position reviews; approve payroll.
Make recommendations for organizational and individual training.
Oversee full-time in-person staffing of the college office to ensure coverage of operations support.
Work with the Provost's Office, the Civil Rights and Title IX Compliance Office, and Human Resources when necessary to research problems and arrive at solutions.
Monitor and maintain procedures and rotations for faculty reviews and evaluations and for chair evaluations and appointments.
Review and approve authorizations and funding for faculty and staff travel; act as Dean's proxy for travel authorizations.
Conduct regular meetings of college department and program managers to provide training and information on policies and procedures, increase knowledge of University functions and encourage staff development.
Address, mediate, and/or help resolve conflicts. Promote teamwork, innovations, and resolutions toward positive work environments within and across the College.
An on-site presence is essential to meet the demands of the position and to effectively manage daily operations. Hybrid or remote work options are not available for this role.
Reports and Special Projects
Edit, draft, and write documents and communications on behalf of Dean and College.
Provide input to Academic Affairs: Since CSE is a large college with a high volume of grant-related finance and recruitments and is generally most familiar with policies and procedures, this position frequently assists and participates in discussion and development.
Independently create management reports which include historical reviews and financial projections.
Provide regular and special reports, analyses, and plans reflecting academic and budgetary activities including salaries, benefits, FTE, travel, grants, leaves, and evaluations.
Complete special assignments as required or requested.
Other Duties
This position works to maintain the College's outstanding reputation of being proactive and accurate in administering, monitoring and implementing policies, procedures, and budgets.
In the context of the College as part of the Academic Affairs division, this position has authority to inform and provide guidance to department chairs, program directors, managers, and staff. Tasks include researching and responding to personnel issues, budget requests and allocations, or implementation of the WWU UFWW CBA.
Approve budget expenditures and transfers; review and approve travel authorizations and CSE funding.
Request additional funding
Review and develop College hiring policies in alignment with other University entities.
Required Qualifications:
Bachelor's degree and a minimum of three years of professional supervisory and leadership experience in a higher education or business setting, or at least five years of professional supervisory and leadership experience in a higher education environment
Demonstrated experience in budget development, management, and reporting
Strong organizational and leadership skills in a multi-unit organization
Outstanding professionalism, writing, and interpersonal communication skills
Demonstrated experience as a confidential advisor and professional experience handling sensitive and confidential matters
Evidence of effective time management, organizational skills, and ability to prioritize tasks
Highly proficient in Microsoft Office Suite and database and financial management systems
Demonstrated experience in developing policies and procedures in a highly regulated framework
Demonstrated ability to work independently and to exercise appropriate judgment in interpreting and applying rules and regulations
Demonstrated ability to communicate, work, and collaborate under pressure in a fast-paced environment
Demonstrated ability and commitment to cultivate work environments that are equitable and inclusive of individuals with diverse social identities and backgrounds
Demonstrated ability to manage complex issues and strategic decisions with excellent attention to detail
Preferred Qualifications:
Bachelor’s degree or higher in education, business, or other relevant field.
Experience working in a unionized environment
Knowledge of contracting processes such as hiring, procurement, and external partnerships
Experience with project management, analysis, and evaluation