Business Operations Administrator

SUMMARY OF DUTIES :

Administers and manages the activities and personnel of a Parks and Recreation Division. Develops and implements Parks and Recreation programs and manages Parks and Recreation facilities.

DUTIES AND RESPONSIBILITIES : *

Position Specific Summary

The Business Operations Administrator position at the City of Tucson’s Parks and Recreation Department oversees business operations, accreditation, and special assigned projects.

This position is responsible for research and investigation as necessary on internal and external topics to prepare recommendations for the director.

Manages daily operations and logistics as it relates to the administration functions of the department.

Work is performed under the supervision of the Director of Parks and Recreation. This position exercises supervision over division personnel.

Duties and Responsibilities

Reviews reports and tracks monthly budget forecasts to understand impacts to the budget, projections, and the seasonal influence on spend rates by category.

Reviews budget divisional staff to ensure division-wide understanding regarding budget expenditures and improving efficiencies.

Makes recommendations on procurement avenues that could improve expenditures of high-volume consumed services or products.

Participates in procurement contracting by making recommendations on services or products that may improve budget outcomes or forecasting budget impacts.

Presents Parks and Recreation budget information and analysis to various audiences, including Director and City Manager’s office.

Participates in the department’s recruitments and hiring process by identifying recruitment priorities, tracking status of recruitments, engaging staff to sit on panels, and preparing documents for interview processes as needed.

Leads the Parks and Recreation Employee Engagement and Appreciation Team, to include coordinating department and divisional team building and engagement activities.

Establishes protocol for onboarding and retirement surveys of staff. Oversees the different aspects of employee relations in collaboration with Human Resources including disciplinary processes;

investigation, policy review, records management, and preparation of the materials in the event of progressive discipline being required.

• Manages department organization structure by updating organization charts in software systems, making updates to titles, vacancies, and staff distribution, and communicating changes for staff awareness.
• Implements performance measurements and reports to be used to track performance of budget, programs, attendance, etc. metrics and ensures their maintenance for timely tracking, to allow reports for Mayor and Council, Director, professional organizations, and storytelling.
• Utilizes data to help forecast department needs in the areas of investment, resources, and staffing. Ensures equity data tool requirements are met and are in compliance with annual City of Tucson Equity Plan.
• Utilizes all of the areas of assigned responsibilities, to lead department strategic plan. Facilitates various community committees and coordinates regular updates from various committee members and ensures progress with delivering annual goals, establishing priorities, and making recommendations to the department director.
• Identifies, maintains, and updates policies and procedures annually, that coincide with strategic plan and are in compliance with the Commission for Accreditation of Park and Recreation Agencies (CAPRA).

Ensures documentation submitted by staff meet documentation requirements.

• Manages special projects assigned by the department director and assigned contracts with external partners as needed.
• Performs assigned duties that respond to specific department and situation needs.

Working Conditions

Indoor and outdoor work with some exposure to physical, ergonomic, or emotional hazardous environment

All duties, responsibilities, and percentage of time listed are subject to change.

MINIMUM REQUIRED QUALIFICATIONS :

Education : Bachelor's degree

Bachelor's degree

Work Experience :

Five (5) years of directly related experience

Any combination of relevant education and experience may be substituted on a year-for-year basis.

ADDITIONAL MINIMUM REQUIRED QUALIFICATIONS :

Education :

Bachelor's degree : Business Administration / Management, Bachelor's degree : Business Communications, Bachelor's degree : Project Management, Bachelor's degree : Public Administration, Bachelor's degree : Recreation Management

Work Experience :

Supervision Experience

Skills :

License / Certifications :

Valid and unrestricted Arizona Class D Driver License - Arizona Department of Transportation - Motor Vehicle Division

Languages :

PREFERRED QUALIFICATIONS :

Certified Parks and Recreation Professional - CPRP

Project Management Professional PMP

Experience in managing an annual budget over $10M.

Experience in data analytics and management.

Experience in public presentations and community engagement in a Parks and Recreation or government environment.

Ability to demonstrate skills in community building, Five (5) years supervising staff in a medium to large work environment (50+ people) and progressive experience in Parks and Recreation or government environment managing business operations, projects, strategic planning, data analytics, and customer engagement.