Business Operations Manager

Salary: $65,000.00 - $70,000.00 Annually

Job Type: Full Time

Job Number: 2015-1603826

Location: CA 94556, CA

Department: Vice Prov, Enrollment

Closing:
1/15/2023 11:59 PM Pacific

Background

BACKGROUND:Founded in 1863, Saint Mary's is a residential campus nestled 20 miles east of San Francisco in the picturesque Moraga Valley. Based in the Catholic, Lasallian heritage and Liberal Arts education, Saint Mary's currently enrolls more than 3,100 students from diverse backgrounds in undergraduate and graduate programs. The De La Salle Christian Brothers, the largest teaching order of the Roman Catholic Church, guide the spiritual and academic character of the College that they founded. Saint Mary's offers undergraduate and graduate programs integrating liberal and professional education rooted in inclusive excellence and community. Ranked in the Top 5 Best Colleges: Western Region by U.S. News & World Report, Saint Mary's reputation for exceptional academic quality and unparalleled heart stems from its vibrant heritage as a Lasallian, Catholic, Liberal Arts institution. World-class faculty and exceptional staff join together with students to form a close-knit community that provides innovative education through hands-on, real world experience. The College is also deeply committed to the educational benefits of diversity, equity, and inclusion.

Responsibilities

Business Operations Manager

The Business Operations Manager provides a high level of support to the Vice President for Enrollment Management while exercising superior discretion and professionalism. Serves as primary point of contact for internal and external stakeholders, performs fiscal functions for the Division office and provides fiscal oversight for units within the Division, organizes and coordinates international student recruitment events, and manages contracts and agreements.

Primary Responsibilities

- Manage VPEM's calendar. Organize meetings both in person and virtually considering international and domestic time differences.

- Confirm attendance, develop and compile preparatory work; research and prepare select reports and materials; secure meeting location, prepare virtual meeting space and logistics, prepare and distribute meeting minutes.

- Arrange complex and detailed travel plans, itineraries, and agendas.

- Complete a broad variety of administrative tasks for the VPEM that are often confidential and time sensitive in nature.

- Assist in the organization and development of presentations including some research and data analysis.

- Perform recruitment activities such as post vacant positions, schedule candidate interviews, set agendas, schedule Zoom and/or reserve meeting locations, send calendar invites, and collect candidate evaluations.

- Perform all fiscal duties for the Division office in accordance with college policy and assist/oversee fiscal transactions for the Division.

- Oversee VPEM's budget as well as those of the departments of the division; (Graduate Admissions, Undergraduate Admissions, Financial Aid, and Registrar). Works with the various department directors within the division on managing their departmental expenses on a monthly, quarterly and annual basis.

- Responds and works closely with Controller and Assistant Controller on unique reconciling and budget impacting requests and contracts. Inform the Vice President of issues and when possible, offer options for positive resolution.

- Serve as the point of contact and knowledge with respect to general financial matters for the departments in the Division of Enrollment Management.

- Serve as a project manager for the division to include training and monitoring all strategic and tactical projects to ensure timely completion. Prioritize projects based on discussion with VPEM and unit directors. Track deliverables from direct reports to VPEM and convey information between the VPEM and direct reports.

- Work with appropriate parties to address or resolve student issues brought to the VPEM's office and refer to VPEM when necessary.

- Prepare all vendor contracts and routing documents requested by the VPEM making sure the budget line is accurately funded and the vendor provides all necessary documents. At times may contact vendors directly to address conflicts identified by college general council regarding "general condition conflicts, service provided, or billing.

- Receive and organize existing agreements with international agents. Route new and renewal agent agreements through the approval process. Manage agent commissions to include confirming student enrollment and account balance before making payment. Maintain communications with agents.

- Schedule virtual recruitment events with international agents accommodating for time zones.

- Administer logistics for events hosted through the VPEM's office. Including room reservations, catering, technology services, and collaboration with campus and external stakeholders (e.g. division meetings, trainings, etc)

- Provide a bridge for smooth communication between the VPEM's office and internal and external stakeholders, demonstrating leadership and knowledge to foster and maintain credibility, trust, and support.

- Supervise and mentor student workers to promote high morale, productivity, and job satisfaction.

- Executes on ad hoc projects as assigned by the VPEM whose scope might span from intradepartmental to interdepartmental across the division of Enrollment and finally across the campus.

- Other duties and responsibilities as assigned.

Experience and Qualifications

Required Qualifications

A Bachelor's degree or an equivalent combination of education and experience and at least 5 years of experience from which comparable knowledge and skills can be acquired is necessary.

Preferred Qualifications

Executive level support, experience working in higher education a plus.

Previous experience working with or managing contracts, performing fiscal duties, and knowledge of the institution's financial and human resources software.

Strong communication and organizational skills, project and time management skills.

Previous supervisory experience.Highly skilled in the use of MS Office SuiteA motivated and enthusiastic work style.

The ability to professionally represent the University and the Division of Enrollment Management is of great importance.

Ability and willingness to work early morning, evening, and weekend hours during peak periods.

Supplemental Information

SUPPLEMENTAL INFORMATION:

Application Instructions: Please apply online at http://jobs.stmarys-ca.edu. Your application is considered complete if you include the following:

1. Resume

2. Cover letter that specifically addresses how you meet the qualifications and are prepared to support the Mission of the College

3. The name and contact information for three (3) professional references

4. Consent authorizing a broader inquiry which may include reference checks, a motor vehicle check, and a third-party background check

Saint Mary's is an equal employment opportunity employer. We support inclusive excellence and are committed to creating a safe and welcoming community for all. College policy prohibits discriminationbased on race, color, religion, national origin, ancestry, age, gender, sexual orientation, marital status,medical condition, physical or mental disability, gender stereotyping, and gender identity, taking aprotected leave (e.g. family medical or pregnancy leave), or on any other basis protected by applicablelaws. Saint Mary's College annually collects information about campus crimes and other reportableincidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and CampusCrime Statistics Act. To view the Saint Mary's College Report, see the website here:https://www.stmarys-ca.edu/public-safety-transportation/clery-reports-and-alerts. To request a paper copyplease call Public Safety at (925) 631-4284. The report includes the type of crime, venue, and number ofoccurrences.

Please apply online at https://apptrkr.com/3659250

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