Job Identification: 722 Locations: , , , , Job Schedule: Full time Job Category: General Administration
Diversity and Inclusion Statement
Guided by an ethic of Vincentian personalism and professionalism, DePaul compassionately upholds the dignity of all members of its diverse, multi-faith, and inclusive community. We seek to hire collaborative, open-minded, and dedicated professionals who are committed to advancing our university mission to making education accessible to all, with special attention to including underserved and underrepresented communities. Successful candidates thrive in an environment where ideas and perspectives representing a wide variety of cultures, backgrounds and experiences are welcome and supported.
The Highlights The BUSINESS OPERATIONS MANAGER is responsible for providing operational support to the dean, associate/assistant deans, and program chairs (as applicable) of The College of Communication. The Operations Manager works in consultation with the dean and college administrative team to support full and part-time faculty administration processes (in coordination with Academic Affairs and HR), serving as a point-of-contact for the College with regard to shared services support and coordination and other operational or logistical matters. Reporting directly to the Dean, this role supervises college administrative assistants, manages projects, resolves problems, and serves as a member of the Dean's administrative team. The Operations Manager will utilize University data and systems and must have strong communication skills and solid operational acumen. The role develops strong enterprise-wide relationships to bring about appropriate action/resolutions related to The College of Communication operations and partners with central offices.
Is This You?
- Manage efforts essential to assuring the efficiency and integration of college operations by: a) Serving as a point-of-contact for shared services support; b) Serving as an advisor to the dean and their administrative team regarding issues pertinent to the overall college and conducting business as assigned; c) Employ competent use of systems and University data to enable data-driven management and support of college resource management and allocation; d) Work collaboratively with the program chairs, assistant and associate Dean(s) on office management and budgetary concerns e) Maintain and oversee various systems on behalf of the college including general office functions, computing, technology, software, etc. f) Support individual faculty and staff members for general business transactions and budget support (e.g. ProCard questions, making purchases large and small, seeking reimbursements, honoraria, faculty student advisor budget questions, etc.).
- Management of specific elements of college operations and administration: a) In concert with dean and Academic Affairs: - Oversee college resources by lending review and advice to: * the annual budget proposal and new initiatives for the college; * the annual salary planning process for faculty and staff across the college; * the annual full-time faculty requests for the college; * vacant staff position management and executive-level requests to recruit to fill/change; * academic program prioritization and development of new programs for the College b) Coordinate with the college-specific central service liaison(s) to support the on-going operations and adherence to university policies and procedures for (some tasks may be delegated to relevant administrative assistants): - Payroll Handling: * One-time payments, Reward & Recognition and stipends for paid interns, chairs, directors and associate deans - Procurement & Payment Handling: * Requisitions, purchase orders and ProCard administration * Contracts for goods or services * Vendor invoices, reimbursements, honorarium - Financial Management: * Financial dashboards / reports * Budget entries, journal entries (including year-end accruals/deferrals) * Provide reporting for institutional and designated scholarship awards * Gift and endowed fund management * Post-award grant administration * Receive and deposit cash receipts - Human Resources: * After executive level approval, staff hiring and related paperwork: salary changes, transfers, terminations and Job Description updates * Quarterly part-time faculty hiring / termination * Student assistant hiring / termination * Paid time off and reported time off c) Provide review and dean's approval for externally funded grant proposals, including cost-sharing and other resource allocation, and work with ORS to verify that faculty can meet commitments as outlined in grant proposals. d) Provide review and support for internal and external contracts associated with the College lab and client spaces and housed in Center for Communication Engagement e) Supervise administrative assistant(s). Complete time reporting, approval and record keeping (for hourly employees)
Performs other duties as assigned.
Your Education & Experience
Bachelors degree required in business administration, finance, management science or a related field.
3-5 years of university or higher education experience preferred however, general business experience also pertinent;
Excellent organizational skills;
Strong collaboration skills and the ability to escalate and/or resolve matters;
Strong understanding of business processes, systems and software.
Proactive and collaborative mindset
This role directly manages a staff of 2 administrative assistants
Operational Dimension - This role has the authority to bind the university to contracts up to $25,000. This role is accountable, on behalf of the Dean, for oversight of College resources (financial, human and physical)
Contacts - This position provides guidance to College operations and as needed, to individuals throughout the College and central administration. This role serves as the Dean's proxy to centralized service functions in HR, Financial Affairs, and Academic Affairs.
Personnel Dimension - This position has general analysis/oversight and accountability of the instructional/faculty personnel, on behalf of the Dean
Information Dimension - This position requires access to information that is considered highly confidential. This may include employee, student, or university information.
Other Skills & Abilities Required
Demonstrated abilities: a) Possess strong social skills and be able to communicate clearly and efficiently with faculty, staff and various levels of administrators; b) Solid command of sound business practices/operations and accountability; c) Have expertise in higher education/university environment; d) Proven track record of : -problem-solving and involving appropriate constituents to attain positive outcomes; -proactive analysis and improvement of organizational/administrative practices and systems -data use to support decision-making and maintain competitive edge; -managing projects; -producing high quality deliverables using tools such as: PowerPoint, Access, Excel spreadsheets, Pivot charts, Visio, Tableau, Project Mgmt tools; -the ability to prioritize and address a wide array of matters inherent in the administration of a College
Additional Information For consideration, please include a resume and cover letter.
This position may require extended hours (i.e. evenings and weekends), as College operational matters require.
Working for a stable and well-known University that values diversity and inclusion.
Medical, dental, and vision benefits.
Generous paid time off, sick time, holidays, floating holidays, and more!
Matching retirement plan up to 10%.
Tuition waivers for employees and dependents!
Required Background Check: Employment at DePaul University is contingent on passing a background check. Only final candidates who are extended an offer of employment will undergo a background check.
Required COVID-19 Vaccination: Employment at DePaul University is contingent upon receiving all recommended doses of the COVID-19 vaccine, including the booster, or having a valid religious or medical reason not to be vaccinated. To request a religious or medical exemption, please email firstname.lastname@example.org.
Mandated Reporting of Child Abuse & Neglect: Upon accepting an offer of employment with the university, you will also be required to sign an Acknowledgement of Mandated Reporter Status at the time of hire. A mandated reporter is required to make a report to the Illinois DCFS Hotline whenever there is reasonable cause to believe that a child known to them in their professional or official capacity may be abused or neglected. For more information, please visit the following pages:
Illinois Department of Children & Family Services (DCFS) Illinois Abused and Neglected Child Reporting Act
Title IX Contact Information Federal Title IX policy requires that all colleges and universities make known the contact information for the person responsible for coordinating its efforts to comply with Title IX responsibilities. The Title IX Office is on the Lincoln Park campus on the 3rd floor of the Student Center, 2250 N. Sheffield Avenue. The Title IX Office can be reached at 312-362-8970 or email@example.com.
DePaul University is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, ethnicity, religion, sex, sexual orientation, gender identity, national origin, age, marital status, physical or mental disability, protected veteran status, genetic information or any other legally protected status, in accordance with applicable federal, state and local EEO laws.
At DePaul University, we are looking for candidates who want to join us in our mission to provide access to education for all. Successful candidates welcome ideas and perspectives from colleagues and students representing a wide variety of cultures, backgrounds, religious beliefs, and experiences. We seek collaborative, open-minded and hard working professionals to work in a real world urban learning environment. Are you exceptional, yet modest and open to challenges? We seek achievers and leaders that want to bring their passion and skills to our well-respected community of approachable colleagues. Build your career with us. DePaul University is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, ethnicity, religion, sex, sexual orientation, gender identity, national origin, age, marital status, physical or mental disability, protected veteran status, genetic information or any other legally protected status, in accordance with applicable federal, state and local EEO laws.