Administrative Operations Manager

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Closing Date : Type of Position :

Type of Position :

Professional Staff - Institutional Affairs

Workstudy Position : Job Type :

Job Type : Regular

Regular

Work Shift :

Day Shift (United States of America)

Sponsorship Available :

Institution Name :

University of Arkansas at Little Rock

The University of Arkansas at Little Rock is a metropolitan research university that provides an accessible, quality education through flexible learning and unparalleled internship opportunities.

At UA Little Rock, we prepare our more than 8,900 students to be innovators and responsible leaders in their fields. Committed to its metropolitan research university mission, UA Little Rock is a driving force in Little Rock's thriving cultural community and a major component of the city and state's growing profile as a regional leader in research, technology transfer, economic development, and job creation.

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.

To apply for the position, please click the Apply link / button.

If you have a disability and need assistance with the hiring process please contact Human Resources at 501-916-3180.

For general application assistance or if you have questions about a job posting, please contact Human Resources at 501-916-3180.

Department :

Finance & Administration

Department's Website :

ualr.edu / vcfa

Summary of Job Duties :

The Administrative Operations Manager provides highly-skilled, executive level administrative support for the Finance and Administration division to ensure smooth and efficient daily operations.

• Duties include but are not limited to managing projects, finance and budget records, personnel related actions, and communications;
• managing websites and forms; designing, administering, and managing training programs; managing institutional insurance programs;

and serving as a liaison to internal and external parties. This position is governed by state and federal laws and agency / institution policy.

Qualifications :

Required Education and / or Experience

A bachelor’s degree from an accredited college or university;

A minimum of five years of professional experience in a specialized or related field applicable to work performed.

Preferred Education and / or Experience

• Professional experience in business, management, administration, or related field;
• Experience in higher education;
• Experience in project management;

Experience with Workday or other ERP system.

Job Duties and Responsibilities

Institutional Support

• Design, update, and maintain Finance and Administration forms;
• Design, administer, and / or manage Finance and Administration training programs;
• Manage fiscal year-end calendar and coordinate planning meetings with departmental representatives;

Manage Finance and Administration recurring items, state reports due dates, and campus notification calendars to ensure compliance with the institution, UA System, and state deadlines and reporting requirements.

Communications

• Manage internal and external communication, including composing, proofreading, and disseminating;
• Manage Finance and Administration department websites;

Ensure website design follows the institutional brand and craft a strong content strategy that is current, relevant, and presents the key message of the office and its departments.

Budget and Finance

• Budget planning coordinator for Finance and Administration division;
• Manage budget for VCFA / AVCF cost centers; conduct budget analyses; prepare reports; and track financial trends year-to-year;
• Execute financial transactions, as necessary;
• Verify and approve online banking transactions;
• Liaison with UA System Office to ensure accurate and prompt billing and payment of invoices;

Keep records and prepare invoices for various accounts.

Personnel

• Coordinate recruitment efforts on behalf of the Finance and Administration division;
• Manage onboarding and offboarding for Finance and Administration personnel, as needed;

Oversee line item max requests for Finance and Administration division in coordination with the Chancellor's Office, Human Resources, and the UA System.

Insurance

• Manage institutional insurance policies; maintain and update Statement of Values and Inland Marine Schedule, as needed;
• Process claims in coordination with division administration and General Counsel;

Coordinate professional liability insurance coverage for nursing and social work students.

Policy Coordinator

• Responsible for institutional policy records and website; research policy issues; collaborate with university constituents on policy issues;
• and draft and revise policies policies, as requested;

Serve as a member of the Policy Management Board, organize board activities in coordination with the board chair, and maintain comprehensive board records.

Project Management

Oversee the planning, execution, and completion of Finance and Administration division initiatives;

Coordinate resources to achieve project goals.

Other

Backup to the Executive Administrative Assistant;

Other duties as assigned.

Knowledge, Skills, and Abilities

• Excellent customer relations skills;
• Exceptional interpersonal relations skills with the ability to interact effectively with internal and external customers;
• Ability to work independently;
• Knowledge of department operations, policies, and procedures, applicable laws and regulations;
• Knowledge of standard office practices;
• Excellent written and oral communication skills;
• Excellent records management, proofreading and editing skills;
• Ability to multi-task and organize;
• Analytical skills and ability to research data or issues and summarize concisely;
• Knowledge of web design and related design software;
• Proficient in Microsoft Office;
• Knowledge of Google products (Groups, Drive, Sheets, and Docs);

Skilled in Adobe Acrobat Pro, especially in the development of forms.

Additional Information :

Salary Information : $52,285

$52,285

Required Documents to Apply :

Cover Letter / Letter of Application, List of three Professional References (name, email, business title), Resume

Optional Documents :

Special Instructions to Applicants :

Recruitment Contact Information :

Sheri O'Brien

Office of the VC for Finance and Administration

501-916-5623

Pre-employment Screening Requirements :

Criminal Background Check, Financial Credit Check, Sex Offender Registry

The University of Arkansas at Little Rock is committed to providing a safe campus community. We conduct background checks for applicants being considered for employment.

Background checks include a criminal background check and a sex offender registry check. For certain positions, there may also be a financial (credit) background check, a Motor Vehicle Registry (MVR) check, and / or drug screening.

Required checks are identified in the position listing. A criminal conviction or arrest pending adjudication or adverse financial history information alone shall not disqualify an applicant in the absence of a relationship to the requirements of the position.

Background check information will be used in a confidential, non-discriminatory manner consistent with state and federal law.

The University of Arkansas is an equal opportunity, affirmative action institution. The University does not discriminate in its education programs or activities (including in admission and employment) on the basis of age, race, color, national origin, disability, religion, marital or parental status, protected veteran status, military service, genetic information, or sex (including pregnancy, sexual orientation, and gender identity).

Federal law prohibits the University from discriminating on these bases. Questions or concerns about the application of Title IX, which prohibits discrimination on the basis of sex, may be sent to the University's Title IX Coordinator and to the U.

S. Department of Education Office for Civil Rights.

Persons must have proof of legal authority to work in the United States on the first day of employment.

All application information is subject to public disclosure under the Arkansas Freedom of Information Act.

Constant Physical Activity :

Hearing, Manipulate items with fingers, including keyboarding, Repetitive Motion, Sitting, Talking

Frequent Physical Activity :

Standing, Walking

Occasional Physical Activity :

Crouching, Kneeling, Lifting

Benefits Eligible :