St. Mary's University
  • 07-Dec-2022 to Until Filled (CST)
  • Facilities Services
  • San Antonio, TX, USA
  • Salary
  • Full Time

Competitive Pay; Generous vacation, sick, & holiday benefits; Excellent health & welfare benefits with 100% tuition assistance available.


The Business Operations Manager provides support and assistance to Office of Facilities Services and works collaboratively with office leadership and staff. This position will manage the day-to-day business operation, supervise office staff, handle routine and complex business transactions, and develop and implement strategies that enhance operations.


ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Supervises and directs the work activities of administrative staff (planning, assigning, reviewing, evaluating, coaching, leave approvals, etc.) reviews work products for accuracy, recommends workflow improvements, and develops efficient procedures.
  • Prepares service agreements, establishes new accounts, obtains required documents for vendor files (W-9 files, Certificates of Insurance (COIs), licensing, Scopes of Work, Qualification Standards, etc.)
  • Maintains accurate and up to date contract documents and construction project folders; tracks and maintains an active list of all facilities contract services, construction projects, scopes of work, and timelines.
  • Serves as the point of contact for business related contacts (3rd party vendors, offices/departments, contractors, etc.). Resolves and reconciles issues with payments, billing, invoices, and any other related discrepancies or issues.
  • Researches, validates and prepares funding requests, and other business activities (office credit card management/reconciliation, contractual requirements, payment agreements, purchasing items, etc.), validates information, and prepares for approval to pay.
  • Acts as office contact and lead for the work order system (TMA); manages software updates, ensures the integrity of system data, and communicates updates and changes to system to staff. Interfaces with Information Services to manage system integration, resolve computer needs, and to coordinate replacement or new needs.
  • Maintains and monitors budgets and finances (operational, grants, and other capital funding) and expenditures; analyzes and reviews all expenditures for prepares for approval; manages the annual budget process, and prepares monthly expense allocation and/or budget reports and works with leadership to explain variances.
  • Maintains and updates office forms, and intranet website.
  • Provides direct support by performing administrative duties; coordinates/schedules in-person and virtual meetings, manages travel arrangements, reimbursements, and supports visitors.
  • Manages the hiring, training, and supervising of student workers.
  • Serves on assigned committees, boards or commissions and may be assigned to perform as part of an investigative team.
  • Performs other duties as assigned.

QUALIFICATIONS:

  • Bachelor's Degree from an accredited college or university with coursework in Public or Business Administration, Finance, Accounting, or another related field is ideal.
  • Associates degree from accredited college with major course work in public administration, business administration, finance administration, personnel management, economics, or a related field preferred (additional years of relevant work experience may be exceptionally accepted in lieu of the degree)
  • 3 - 5 years of experience managing all aspects of a business office, construction office, or similar work experience.
  • Must have valid driver's license, motor vehicle liability insurance, and personal injury insurance, or have a self-reliant source of transportation to conduct business on a daily basis.
  • Must clear and maintain a favorable background investigation and clearance.
  • Must have the ability to demonstrate intermediate to advanced skills in MS Office / Office 365 (Word, Excel, Teams, and PowerPoint) experience with virtual meeting platforms such as Zoom. Banner or Work Order Management System experience a plus.
  • Must have ability to demonstrate attention to detail and be able to organize workflow, coordinate activities, balance simultaneous projects without loss of efficiency in a multi-tasked environment, and manage multiple priorities to meet deadlines
  • Must have excellent verbal and written communication skills; strong public relations and customer service skills with an ability to implement diplomacy and discretion at all times; ability to work effectively with communities across the university.
  • Must have high ethical standards and a strong sense of confidentiality; ability to prioritize and manage multiple deadlines; thrive in a complex work environment; display solid problem solving and interpersonal skills; work well independently and as part of a team.
  • Must have a high attention to detail and be able to organize workflow, coordinate activities, balance simultaneous projects without loss of efficiency in a multi-tasked environment, and manage multiple priorities to meet deadlines.
  • Bilingual Preferred (English/Spanish with the ability to understand and to make one's self understood to Spanish speaking individuals)
  • May be required to work more than 40 hours during the workweek.
  • May be required to work evenings, nights, weekends, and attend special events as needed.

PHYSICAL DEMANDS:

  • Working conditions are in an office environment and university campus setting. Must be able to move across the university campus to conduct day to day business.
  • While performing this role, the employee will be regularly required to sit, walk, and stand; talk and hear, both in person and by telephone; and use hands repetitively to operate standard office equipment; and occasionally required to lift up to 25 pounds.
  • Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus.
  • Frequently communicates with others using approved technological resources; must be able to exchange accurate information through designated systems within a timely manner.
  • Constantly operates a computer and other office productivity machinery.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


St. Mary's University is a Hispanic-Serving Institution and an Equal Opportunity Employer. The University is committed to furthering diversity, equity, and inclusion and encourages all qualified candidates apply.

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