Administrative and Business Operations Manager

Wayne State University • Detroit, MI • 6h ago

Wayne State University is searching for an experiencedAdministrative and Business Operations Managerat its Detroit campus location.

Wayne State is a premier, public, urban research university located in the heart of Detroit, Michigan where students from all backgrounds are offered a rich, high-quality education. Our deep-rooted commitment to excellence, collaboration, integrity, diversity and inclusion creates exceptional educational opportunities which prepare students for success in a global society.

Essential functions (job duties):

Job Purpose

Reporting to the Assistant Vice President of Operations and Strategic Initiatives, the Administrative and Business Operations Manager, will manage administrative operations and provide executive-level support to the Office of the President. This role requires a high level of confidentiality, discretion and independent judgement to matters of significance, serves as a primary point of contact for the Office of the President and fulfills operational expectations in support of the University's mission, vision and values.

This role supports the President's office with administrative duties and operational oversight and completes a broad variety of administrative and business tasks that include interfacing with divisional leadership, staff, external executives; proactively managing an active calendar; identifying and implementing new strategies and efficiency improvements; completing travel and expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries and agendas and compiling documents for meetings.

Essential Functions

Support the daily activities and scheduling of the President, including:

Maintaining the President's schedule and electronic materials; coordinating meetings; responding to all internal and external invitations requesting the President's attendance/participation.

Coordinating preparation of materials for the President's speaking engagements, conferences and meetings.

Managing the President's transportation needs through coordination with drivers and campus security.

Completing and submitting expense reimbursements and related documents.

Coordinating all aspects of the President's domestic and international travel, including the completion of travel authorizations.

Independently handling all routine correspondence.

With the support of the AVP, schedule meetings and appearances based on requests from staff, faculty, community leaders, government affiliations, donors outside organizations and other stakeholders and constituents.

Interface with internal and external guests of the Office of the President to ensure a welcoming atmosphere, provide meeting/event details, parking, maps, etc. Manages and greets guests upon arrival.

Manages technology needs for the Office of the President and President, including an electronic notebook, laptop and office monitors, and the set-up of hybrid meetings.

Manage operations in the Office of the President, proactively acquiring, prioritizing and triaging information.

Serve as the primary administrative point of contact for the Office of the President, coordinate with external executives, university leadership, faculty and staff to support operations.

Create strategic administrative processes to support the office and enhance productivity. Oversee process for review of materials, signature and other requests; maintain and organize files.

Completion of special projects and initiatives, including event planning and execution in partnership with special events.

Performs other duties as assigned.

WORK CONTEXT

Job Reports to: Vice President/AVP/Dean.

Leadership Accountability: Implements operating plans.

Organizational Accountability: Manages work group within a sub-unit of a department.

Financial Accountability: Monitors expenditures.

Customer Accountability: Interfaces with officials and executives.

Freedom to Act: Operates with significant autonomy.

Qualifications:

MINIMUM QUALIFICATIONS

Education

Bachelor's degree in any field preferred. Advanced degree recommended. An equivalent combination of education and experience may be accepted.

Experience

Expert (established subject matter expert, 7+ years experience).

Minimum 5 years of a combination of experience managing programs, projects, teams, executives within complex organizations. Higher education career experience preferred.

Knowledge, Skills and Abilities

Demonstrated proficiency with entire Microsoft Office Suite as well as other technology and web skills.

Excellent critical thinking, problem solving, organization, and oral and written communicational skills.

Excellent attention to detail. Ability to anticipate needs, act proactively without direction, and follow oral and written instructions and procedures.

Ability to prioritize workload and work with autonomy and minimal direction, working under pressure with tight deadlines. Strong time-management skills.

Ability to work with the highest level of discretion and confidentiality.

Professional demeanor, gravitas and sound judgement, with a talent for comfortably communicating with internal and external partners from diverse background.

Ability to properly represent the office of the President.

School/College/Division:

H31 - President

Primary department:

H3102 - Office of President

Employment @type:

Regular Employee

Job @type: Full Time

Job category: Staff/Administrative

Funding/salary information:

Compensation @type: Annual Salary

Working conditions:

Professional office environment. Availability to work outside of standard business hours, work a flexible schedule with extended hours as needed.

Job openings:

Number of openings: 1

Reposted position: No

Background check requirements:

University policy requires certain persons who are offered employment to undergo a background check, including a criminal history check, before starting work. If you are offered employment, the university will inform you if a background check is required.

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