Business Manager

https://uportland.peopleadmin.com/hr/postings/2105

This position manages administrative and business operations related to the programs and departments within the Shepard Academic Resource Center (SARC). This position will collaborate with the SARC departmental leaders within Accessible Education Services (AES), First Year and First Generation Student Programs, Learning Assistance and Tutoring, along with the University’s Care Team to strategize and implement process improvements to increase the impact of the SARC contributions to the University students and community. This position includes supervisory responsibilities of student employees and reports to the Director of the SARC.

Core Duties

Duties Related to Business Operations

• Manage SARC business operations to strategize, implement and oversee processes for increased productivity towards organizational objectives and meeting departmental strategic goals. Evaluate plans and processes for operational and/or financial effectiveness and lead process improvement for the SARC programming.
• Act proactively in bringing potential operational issues to the attention of the Director and the SARC department leads, providing recommended resolutions.
• Create, maintain, modify, and/or ensure accuracy of content in various documents, reports, websites, and other media (including, but not limited to, digital and social media). Compose and draft documents and correspondence for presentations, letters, and other business for divisions of the SARC. Edit and fact check materials for distribution or publication. May oversee and engage with processes and projects related to marketing and communications to the stakeholders of the SARC.
• Assist in annual budget preparation and management of the multiple SARC operating budgets. Process and monitor financial transactions, including activities such as keeping track of budgets, helping to process reimbursement requests, reconciling monthly budget and department credit card payments, and generating budget reports. Communicate critical information related to finances and provide recommendations when appropriate.
• Manage SARC monthly donor reports and communication to donors.
• Oversee and engage in processes related to data gathering, and analysis and development of reports, as necessary or assigned, including data management and distribution to other campus partners. May collect benchmarking data, create survey instruments and prepare briefings for Director and SARC division leads before meetings. Gather data and create complex reports and spreadsheets that may utilize specialized software and systems.
• Provide support for the use of current and new technologies, software, and/or applications by the department and department staff. This may involve being point of contact with the University’s Help Desk and IS Staff as well as outside help desks and support staff provided by such technologies, software, and/or applications.
• Serve as the point of contact for general physical and technological maintenance and other facility concerns within the SARC; report any incidents or potential safety problems to appropriate representatives; track completion of required University training. Serve as point of contact for room access.
• Independently or in collaboration with relevant University offices, lead the staff of the SARC in executing Human Resources and Provost Office policies and procedures.
• Support departmental staff recruitment processes as needed and facilitate onboarding steps for new SARC hires.
• Oversee the management of the daily front desk duties for two office locations housed in SARC. Manage in-person, virtual, phone, and email inquiries as they arise. Respond to internal and external clients and take appropriate action as required, including assisting students in scheduling appointments with SARC staff and department programs, proactively addressing potential issues, providing referrals, and systematic matters.
• Manage and supervise 10 -15 student employees. Supervisory responsibilities include hiring processes, setting of expectations, training and professional development, performance management and evaluations, and disciplinary processes including termination of employment.
• Maintain job procedure manual, guidelines and timeline.
• Represent SARC at meetings and on committees as assigned.

Duties Related to Program Support

• Oversee and carry out duties associated with scheduling, organizing, and operating complex meetings and events for Shepard Center divisions, including arranging for services, overseeing the production and distribution of materials, and administering logistics.
• Plan, schedule and maintain calendar(s) and appointment booking platforms for the Director, the SARC division leads, and the programs offered in the SARC, specifically year-round Learning Commons tutoring services and First Year Experience summer registration conversations, resolve calendaring conflicts.
• Provide AES operational support by maintaining AES document management system in accordance with AES confidentiality requirements, including Banner data entry and ongoing quality assurance.
• Serve as the number two facilitator for AES testing accommodations providing back-up when AES staff is unavailable, including exam scheduling, facilitation, student communication and exam space maintenance.
• Oversee and engage in administrative, operational, and/or programmatic areas for the Director, the SARC divisions. This will include development, maintenance and use of technological tools and software for meeting appointments – staff and tutoring, data entry and management, projects, events, communication and products, including serving as a point of contact and liaison with SARC staff and administrators in offices across campus.
• Other duties as relevant to the duties of the position or as assigned by supervisor or supervisor’s designee.

Education & Experience      

• Required: Bachelor’s degree in relevant field of study.
• Required: Three years of business management or similar professional experience.
• Required: One years of professional supervisory experience.
• Preferred: Professional experience in an institution of higher education.
• Preferred: Master’s degree in relevant field of study.
• Or a combination of equivalent education and/or experience.

Knowledge, Skills & Abilities             

• Experience working independently, effectively, and cooperatively with others in a multi-disciplinary team environment and ability to receive supervisory direction.
• Ability to work in a dynamic, team and service-oriented environment that facilitates student engagement and success which strives towards strategic initiatives and goals.
• Strong orientation towards taking initiative and ownership of projects and assignments and being proactive with projects, assignments, quality, professional development, and process development and improvements.
• Demonstrated supervisory, team development, and training skill with a strong ability to work effectively with college-age individuals and groups, including supervision of student employees.
• Ability to form strong, positive group identity and to develop leadership and mentoring skills in students progressing through college and employment opportunities.
• Excellent customer service, interpersonal and communication skills, both oral and written.
• Strong organizational and time management skills; excellent attention to detail, accuracy and timeliness.
• Strong critical thinking, problem solving, strategic planning, goal setting, and decision-making skills.
• Demonstrated data and records management skills. Ability to collect and analyze data from multiple sources and prepare reports. Contribute to identifying trends, needs analysis, providing recommendations.
• Ability to analyze data to draw conclusions. Ability to use this data to improve existing resources and services.
• Ability to be flexible and adaptable to changing priorities, proven success in following through with and completing projects, including multiple concurrent projects.
• Ability to review, interpret, and apply policies and processes of an organization or institution independently and collaboratively.
• Demonstrated competence in budget management.
• Able to maintain confidentiality and effectively handle highly sensitive and confidential information with sound judgment, tact, and discretion.
• Ability to exercise sound judgment routinely and independently in making decisions.
• Ability to self-monitor for quality work product output and continued professional development.
• Ability to work collaboratively, accomplish organizational goals, communicate clearly, and act proactively.
• Competence with and commitment to diversity and inclusion with sensitivity to multicultural issues in support of diverse and underrepresented populations striving to be an effective partner with diverse students, faculty, and staff.
• Ability to establish effective working relationships, professional rapport, and effectively accomplish work within a University setting that includes a wide array of individuals, groups, policies, and processes.
• Effective ability to use and learn computers, technology, software, and applications at level of sophistication required for the duties of the position, including, without limitation, Microsoft Office (Outlook, Word, Excel, and PowerPoint), the internet, and computerized maintenance management systems.
• All University of Portland positions require the ability to quickly learn and use new technologies, software, and applications in depth and at level of proficiency required for duties of the position. In most situations, the necessity of learning, using, and supporting new technologies, software, and/or applications does not change a job description nor make the position one that involves higher level duties.