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Manager of Business Operations Job Description

Job Summary

The Manager is responsible for providing day-to-day administrative direction and supervision for the various functions in the Business Operations department, as well as for professional and classified staff associated with this office.  This position serves as the primary College liaison with landlords/property managers of leased facilities and may require travel to all College locations as necessary. 

Excellent planning and communication skills are necessary. Must be able to work independently, analyze and solve problems, and make timely decisions to be successful in this position.

Essential Duties/Responsibilities

Facilities:

Real estate

  • Coordination and oversight of the College’s real estate portfolio
  • Act as a point of contact in coordinating services with brokers, landlords, architects and engineers for the College’s real estate transactions as directed by the VPFA.
  • Working with the VPFA, oversees the coordination of needs assessment, site selection, lease negotiation and lease management for the College’s non-owned locations. 
  • Coordinate Boston Campus Space Rentals with Office of Strategic Partnerships
  1. Manage incoming inquiries for space rental via website, phone and/or walk in
  2. Work with VPSP to coordinate agreement terms and fee structure for all rental programs
  3. Manage long term rental clients and serve as primary point of contact for all service needs
  4. Support the efforts of the VPSP in marketing and promoting space rental opportunities including managing site visits for new clients as needed to meet budgeted goals
  5. Maintain records of agreements, revenue and clients and provide annual summary of programs supported and value of space rentals [fee-based and pro-bono] for VPFA

Building Maintenance

  • Provide oversight for any construction projects
  • Conduct formal and regular site inspections
  • Develop daily, weekly, monthly and special project work plans
  • Review and distribute work orders for completion by maintenance staff
  • Schedule all annual testing of life safety equipment as required by code/law
  • Establish appropriate awareness and familiarity with building mechanical, electrical and plumbing systems
  • Develop and maintain a schedule of preventative maintenance work

Operations:

  • Manage strategic planning and budgeting for department
    • Research and analyze data to maximize goals emphasizing efficiency, flexibility, courtesy, timelines, good judgment and continuous measurable improvements in all areas of service delivery within the department 
  • Maintain responsibility for all departmental positions, including the hiring, training, and motivation of staff.
    • Manage Business Operations dedicated contract employees
  • Oversee contract and document storage
  • Oversee the student, faculty and staff parking program at Hood Park including issuing and tracking of all ID’s
    • May require to work evenings to distribute parking passes
  • Oversee faculty and staff ID distribution and tracking at Hood Park
  • Provide logistical support for event and space scheduling, manage the security and cleaning vendors, coordinate event setup and breakdown with the Ricoh Copy Center
  • Manage program and event scheduling at Boston campus
    • Daily scheduling of department and school meetings
    • Oversee the scheduling of room rentals for external users
    • Schedule all school orientations and school related events throughout the year
    • Send out weekly schedule reports for staff and faculty
  • Provide targeted support for Commencement including preparation and breakdown of annual commencement
  • Work with VFPA to provide Emergency Management for all campus facilities
    • Assumes leadership role within the College in the development and implementation of campus security policies and procedures. Works closely with VPFA on Emergency Planning.
    • Work with VPFA and communications department to manage campus closures

Administrative:

  • Distribute and handle management of office and department keys
  • Notify all vendors and external users of college space of school closings and event cancellations.
  • Book travel arrangements through Atlas Travel for employee and department approved events and conferences
  • Maintain supply, furniture and equipment purchase log
  • Manage daily operations for main campus including: facility requirements [HVAC reporting] and issues related to the Hood Park campus, staff office moves, etc.

Financial:

  • Manages budgets and assists in the preparation of annual budgets, monthly variance reports and operational analysis to assure well maintained buildings and facilities.
  • Procurement
    • Oversees the Procurement function and the negotiation of contracts for goods and services, building strong service agreements and ensuring compliance with contract terms and conditions.
    • Review/dispute, and code various invoices for vendors such as WB Mason, etc. for Hood Park and satellite sites
    • Book travel arrangements through Atlas Travel for employee and department approved events and conferences
  • Reconcile monthly credit card statement on behalf of CFO and department
    • Review/dispute, and code various invoices for vendors such as WB Mason, etc. for Hood Park and satellite sites
  • Manage relevant Business Operations related government and tax authority reporting requirements

Vendor relationships:

  • Develops scope of work for and negotiates all facilities related contract services
  • Provide ongoing evaluation to ensure contract personnel are providing service consistent with contract provisions and compliant with health and safety guidelines and insurance requirements
  • Maintain regular contact with corporate contract service representatives to review quality, make adjustments as needed and schedule special projects
  • Tracks contract expiration dates and ensures regular reviews and RFP’s for major services
  • Security
    • Oversee and manage the College’s security vendor
    • Coordinate scheduling
  • Janitorial Services
    • Oversee and manage the College’s cleaning vendor
    • Coordinate scheduling
  • Copy Center (Ricoh)
    • Coordinate set up and breakdown of events
    • Review/dispute, and code Ricoh invoices for Hood Park
    • Assist with set up and breakdown of events as needed
  • The Bite
    • Oversee and manage the Bite contract and service plan
    • Coordinate scheduling on a semester basis
  • Supplies and furniture
    • Manage ordering supplies through WB Mason or other approved vendor.

Education & Experience Required 

  • College degree required. 
  • Five or more year’s managerial/administrative experience in operations management (preferably in higher education industry).
  • At least five years in a supervisory role to include professional staff and a unionized staff.
  • Five years’ experience in fiscal control and managing budgets. 

Skills & Knowledge Required

  • Ability to use computerized accounting systems, pc spreadsheets applications.
  • Strong demonstrated interpersonal skills.
  • Strong proficiency in oral and written expression.
  • Ability to work both independently and as part of a team.
  • Ability to multitask and give and follow instructions.
  • Ability to establish clear priorities quickly, work under pressure, handle multiple projects and meet tight deadlines.
  • Strong interpersonal skills and leadership qualities. 
  • Current Massachusetts driver’s license and access to a vehicle as needed for local travel within Massachusetts.

Physical Effort Required

While performing the duties of this job, the employee is regularly required to sit, occasionally work outside in hot/cold, dry/wet weather conditions. The employee is frequently required to use hands to finger, handle or feel; reach with hands and arms; and talk, hear, and effectively communicate with others in person and in writing. The employee is required to be mobile. The employee must be able to occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include the ability to see others and read documents. This job requires the employee to spend lengthy periods of time performing computer assisted work. The noise level in the work environment is usually quiet. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Contact

To apply please forward cover letter and resume to jobs@cambridgecollege.edu.