Job Details

Operations Manager

Position Number: 6854584
Location: Santa Clara, CA
Position Type: Administrative Vice Presidents

Operations Manager

Position Title:
Operations Manager

Position Type:
Fixed Term (Fixed Term)

Hiring Range:

$37.31 - $41.03 / hour; Compensation will be based on education, experience, skills relevant to the role, and internal equity.

Pay Frequency:
Hourly
As part of the application process, we request that all applicants submit a cover letter that describes why they desire to work at Miller Center and why they believe they would be a good candidate for the position. In addition, finalists may be requested to submit a writing sample based on a scenario (to be provided).

POSITION PURPOSE

For nearly 30 years, Miller Center for Global Impact has been a leader in the global social enterprise movement. With an emphasis on climate resilience and women's economic power, we accelerate social entrepreneurship to end poverty and protect the planet, guided by the UN Sustainable Development Goals. Located at Santa Clara University, we fuse the entrepreneurial spirit of Silicon Valley with the university's heritage of social justice, community engagement, and global impact. Miller Center has served 1,500 social entrepreneurs based in over 100 countries that are impacting hundreds of millions of lives.

The position independently manages the Miller Center daily operations and executive administration functions including travel, events, calendars, the flow of information, onboarding and scheduling. Reporting to the Senior Director, Systems and Operations as well as the Executive Director this position also manages the purchasing and accounts payable functions for the Center.

Members of historically underserved and underrepresented groups are encouraged to apply.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Miller Center Events (30%)

Leads planning and management for both internal (to Miller Center and/or SCU) and external events. Including program development, logistics, and maintaining adherence to budget. Includes occasional night and weekend events.
Serves as Committee Chairperson on Miller Center's Social Committee.
Designs, develops, and oversees Miller Center wellness and employee morale programs.

Manages Departmental Finances (35%)

Responsible for all of Miller Center's procurement and accounts payable functions including managing vendor relations, adherence to budget, and reporting.
Provides staff training on Workday purchasing tools.
Independently makes purchasing decisions to maintain Miller Center, including furniture, equipment, office supplies, break room supplies, and catering.
Manages revenue invoicing and collection.
Inputs, monitors, and tracks all Miller Center contracts.
Prepares budgets for funding proposals.
Facilitates the annual budgeting process.
Prepares monthly account reconciliation and sends monthly budget holder reports.
Assists in financial reporting to the Executive Director and Advisory Board.
Ad hoc financial reporting as needed.

Executive Administration and Operations Management (20%)

Manages calendars for Miller Center general meetings and events and Miller Center's Executive Director Works directly with the Executive Director to keep her informed of upcoming commitments and responsibilities and maintains her calendar.
Manages the Executive Director's travel expenses and other travel support as needed.
Serves as ambassador of Miller Center and point of contact for staff, students, faculty and visitors
Manages equipment repairs and maintenance with internal and external vendors.
Disseminates information to staff

Staff and Student Recruitment and Onboarding (15%)

Manages the recruiting process for new employees, including reviewing applications and scheduling interviews.
Leads the onboarding process, with the hiring manager for new employees including setting up workspaces, hardware, network and building access, calendars, and list management.
Develops and maintains recruiting and onboarding materials and procedures for staff
Manages all staff records in Salesforce.
Leads the development of internship best practices and a student internship handbook.
Hires or reviews the hiring of all students.
Maintains student and staff distribution lists.

PROVIDES WORK DIRECTION

Provides work direction to student employees, interns, and consultants. Works cooperatively with other Miller Center staff. Leads cross-functional teams to ensure successful program delivery.

GENERAL GUIDELINES

Recommends initiatives and implements changes to improve quality and services. Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices. Maintains contact with customers and solicits feedback for improved services. Researches and develops resources that create timely and efficient workflow. Prepares progress reports; informs supervisor of project status; and deviation from goals Develops and implements guidelines to support the functions of the unit.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.

This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.

1.Knowledge

Proficiency with PCs, especially word processing, spreadsheets, and presentation software are essential
An understanding of the social enterprise sector preferred.
Experience managing projects from inception to completion; ability to manage a team and workflow across multiple asks and projects.
Experience with Workday preferred
Experience with Google mail and calendars

2.Skills

Excellent planning, organizational, and time-management skills.
Excellent interpersonal, oral and written communication skills.
Creative problem-solving skills.
Ability to conceptualize and implement strategies to achieve short and long-term goals.
Ability to deal with a wide variety of students, faculty, staff, visitors, and guests of Miller Center, able to express ideas in an open and confident manner, and able to encourage open dialogue.
Team and service-oriented individual with willingness to take initiative and get things done

3.Abilities

Ability to exercise judgment and maintain confidentiality on a wide spectrum of topics and issues
Ability to analyze data, detect anomalies, and offer solutions.
Ability to prioritize, multi-task, and meet deadlines
Ability to work in a diverse population
Ability to work under pressure and pivot as needed
Ability to work independently and be self-directed and work with little to no instruction

4.Education

Bachelor's Degree or equivalent work experience

5.Years of Experience

Two or more years of related experience or equivalent combination of education and experiences required.

PHYSICAL DEMANDS

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.

Considerable time is spent at a desk using a computer terminal.
May be required to travel to other buildings on the campus.
Ability to lift 20 lbs. (boxes of copy paper) - load onto a cart and move
May be required to attend conference and training sessions within Bay Area or in- or out-of-state location

WORK ENVIRONMENT

The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.

Typical office environment.
Mostly indoor office environment with windows.
Offices with equipment noise.

Telecommute

Santa Clara University is registered to do business in the following states: California, Nevada, Oregon, Washington, Arizona, and Illinois. Employees approved to telecommute are required to perform their work within one of these states.

EEO Statement

Equal Opportunity/Notice of Nondiscrimination

Santa Clara University is an equal opportunity employer. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, ethnicity, national origin, citizenship, ancestry, religion, age, sex, sexual orientation, gender, gender expression, gender identity, marital status, parental status, veteran or military status, physical or mental disability, medical conditions, pregnancy or related conditions, reproductive health decision making, or any other characteristic protected by federal, state, or local laws. For a complete copy of Santa Clara University's equal opportunity and nondiscrimination policies, please visit the Office of Equal Opportunity and Title IX website at https://www.scu.edu/title-ix/.

Clery Notice of Availability

Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please visit the Campus Safety Services website. To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.

Americans with Disabilities Act

Consistent with its obligations under the law, Santa Clara University will provide reasonable accommodations to applicants and employees with disabilities. Applicants who wish to request a reasonable accommodation for any part of the application or hiring process should contact the Department of Human Resources ADA Team at hraccommodations@scu.edu or by phone at (408)554-5750.

To view the full job posting and apply for this position, go to https://wd1.myworkdaysite.com/en-US/recruiting/scu/scu/job/Santa-Clara-CA/Operations-Manager_R6984