Operations Manager - Western Washington University

Operations Manager Apply now (https://secure.dc4.pageuppeople.com/apply/793/gateway/default.aspx?c=apply&lJobID=501957&lJobSourceTypeID=796&sLanguage=en-us) Work type: Permanent Full Time Location: Bellingham, WA Categories: College of Science & Engineering Position TitleOperations Manager About the University Western Washington University, with over 15,000 students in seven colleges and the graduate school, is nationally recognized for its educational programs, students and faculty. The campus is located in Bellingham, Washington, a coastal community of 90,000 overlooking Bellingham Bay, the San Juan Islands and the North Cascades Mountain range. The city lies 90 miles north of Seattle and 60 miles south of Vancouver, British Columbia. Western has additional sites in Anacortes, Bremerton, Everett, Port Angeles, and Poulsbo. Western is recognized nationally for its successes, such as being named one of the top public master's-granting institutions in the Pacific Northwest for 25 years in a row by U.S. News & World Report. Western Washington University is committed to achieving excellence through advancing inclusive success, increasing our Washington impact, and focusing on transformational education grounded in the liberal arts and sciences and based on innovative scholarship, research, and creative activity. Western's greatest strength is the outstanding students, faculty, staff, and alumni/ae who make up its community. Western supports an inclusive governance structure for all and provides a learning and working environment in which everyone can thrive. In pursuit of this excellence, individual employees are expected to establish and maintain productive and effective inclusive working relationships amongst diverse populations including staff, faculty, administration, student, and external constituents. Further, individual employees are expected to have the ability to operationalize sustainability concepts (economic, societal, environmental) into all aspects of performing their job duties. About the Department The College of Science and Engineering supportsWestern's mission (https://president.wwu.edu/mission-strategic-plan) , which states that together with our students, staff, and faculty, we are committed to making a positive impact in the state and the world with a shared focus on academic excellence and inclusive achievement. We encourage applications from women, people of color, people with disabilities, veterans, and other candidates from underrepresented backgrounds and with diverse experiences interested in this opportunity. The College of Science and Engineering consists of seven academic departments: Biology, Chemistry, Computer Science, Engineering & Design, Geology, Mathematics, and Physics & Astronomy. In addition to the academic departments, the college is home to Western's Science, Mathematics, and Technology Education (SMATE) program and the Advanced Materials Science and Engineering Center (AMSEC). SMATE is dedicated to the recruitment and preparation of future K-12 teachers, and to improving the teaching and learning of science, mathematics, engineering, and computer science. AMSEC's mission is to educate students and promote interdisciplinary research in materials science, and to enhance regional competitiveness and innovation. The college is committed to excellence in teaching, fostering interdisciplinary research and study opportunities, enhancing diversity, enhancing the quality of science, mathematics and technology K-12 teaching, and the development of critical thinking. Western has extensively invested in new facilities, instructional innovation, and the recruitment of world-class faculty for the sciences in recent years. Thus, students in the college are engaged in high-quality classroom, laboratory, and hands-on research experiences that foster deep foundational disciplinary knowledge as well as the tools to engage in the creation of new scientific knowledge. The overall mission of Western's College of Science and Engineering is to serve the science and engineering needs of Washington State and the global community by advancing scholarship and educating thoughtful leaders and problem solvers. About the Position The Operations Manager serves as the College administrator and key resource advisor to the Dean and to the seven departments and two interdisciplinary programs that comprise the College. This position is central to the functioning of the College and works independently within general guidelines to manage the resources and ongoing activities of the College; provide information, analyses, counsel, and recommendations on problems and opportunities; represent the College and participate in meetings as a resource person; and act as a liaison between the Dean's office and departments and other University administrative offices. An on-site presence is essential to meet the demands of the position and to effectively manage daily operations. Hybrid or remote work options are not available for this role. Duties/Responsibilities: + College Administration + Provide direct, confidential advisement to the Dean on all matters related to College activities. + Provide organizational, historical, and relevant documentation and context to Dean (and Associate Dean when appropriate) on daily or as-needed basis. + Research policy, decisions, and practices relative to the WWU UFWW Collective Bargaining Agreement, the Professional Staff Organization, the classified staff union organizations, and student employee union organization and pursue alignment of policies and procedures within College. + Provide support on problems and opportunities to the Dean and the Associate Dean through research, analyses, counsel, recommendations, and implementation. + Collaborate with Associate Dean to administer Outreach and Continuing Education programs in the College. + Act as College representative and liaison on behalf of Dean's office to CSE department chairs, staff, faculty and other University administrative offices. + Communicate and coordinate essential administrative functions and directives from other administrative entities including the President's office, the Provost and Academic Affairs, Academic Budget and Administration, Human Resources, the Budget Office, Outreach and Continuing Education, and Business and Financial Affairs. + Participate in meetings and committees as resource person; attend Dean's Advisory Council meetings. + Resource Planning and Management + Participate in and provide advisement to the Dean on broad long- and short-term budget planning, forecasting, and monitoring for the College. + Independently develop alternate budget plans for consideration; respond to changing priorities, policies, and impacts of funding changes. + Manage and monitor College resources to ensure that College funds are utilized effectively, expenditures are controlled and resources are allocated appropriately by regularly reviewing status of budgets, interacting with chairs and other administrators, reconciling fiscal commitments, approving expenditures and transfers (budget authority), and reviewing changes in base budgets. + Monitor salary and benefit budgets and expenditures for College; seek additional funds as necessary and appropriate. + Oversee and manage faculty startup funds. + Monitor, review, and consult with departments regarding staff recruitment and hiring processes across College, including budget impacts and resources. + Coordinate, review, and prepare annual allocation of temporary faculty resources for College departments. + Communicate with appropriate University offices and prepare and process documents that impact budgets. + Originate, monitor, and adjust budget/report procedures and systems to accomplish commitments and objectives. + Maintain current and historical records. + Policies and Procedures + Stay abreast and seek interpretation and clarification of policies and procedural changes. + Develop and implement policies and procedures for the CSE departments and programs and College office. + Serve as consultant to College staff and faculty for College and University requirements, procedures and workplace operations. + Review, coordinate, communicate, and implement guidelines stipulated by WWU UFWW, classified staff, and student employee bargaining agreements and the Professional Staff Organization. + Coordinate with the College governance committee regarding updates and adjustments to the College evaluation plan, operating procedures and supporting forms. + Personnel Resources, Supervision, and Leadership + Inform, advise and consult with Dean on confidential personnel matters. + Serve as the College point of contact for faculty and staff for contract, payroll and hiring procedures and issues. + Work with College personnel to meet University standards for operations, adhere to and meet deadlines, and promote best practices for organizational effectiveness and efficiency within University procedures and policies. + Communicate and coordinate essential administrative functions and directives to all department chairs, managers, and support staff and program directors. + Develop, coordinate, and provide training to department managers. While this position does not directly supervise College department managers, it interprets, communicates and administers directives, policies, and procedures regarding a broad range of activities such as hiring, travel, sensitive and confidential personnel matters, and technical changes and advancements mandated or implemented by the University. + Develop and maintain College hiring policies and procedures in alignment with other University entities. + Implement hiring processes for all tenure track and temporary faculty and staff positions; review and approve all faculty contracts and hiring documents; review and monitor all phases of CSE staff and faculty hires; provide procedural guidance to departments for faculty and staff recruitments and resolve policy and procedural questions. + Hire, supervise and train College staff; conduct annual evaluations; provide leadership and training; monitor staff roles and responsibilities to keep them current and equitable; initiate position reviews; approve payroll. + Make recommendations for organizational and individual training. + Oversee full-time in-person staffing of the college office to ensure coverage of operations support. + Work with the Provost's Office, the Civil Rights and Title IX Compliance Office, and Human Resources when necessary to research problems and arrive at solutions. + Monitor and maintain procedures and rotations for faculty reviews and evaluations and for chair evaluations and appointments. + Review and approve authorizations and funding for faculty and staff travel; act as Dean's proxy for travel authorizations. + Conduct regular meetings of college department and program managers to provide training and information on policies and procedures, increase knowledge of University functions and encourage staff development. + Address, mediate, and/or help resolve conflicts. Promote teamwork, innovations, and resolutions toward positive work environments within and across the College. + An on-site presence is essential to meet the demands of the position and to effectively manage daily operations. Hybrid or remote work options are not available for this role. + Reports and Special Projects + Edit, draft, and write documents and communications on behalf of Dean and College. + Provide input to Academic Affairs: Since CSE is a large college with a high volume of grant-related finance and recruitments and is generally most familiar with policies and procedures, this position frequently assists and participates in discussion and development. + Independently create management reports which include historical reviews and financial projections. + Provide regular and special reports, analyses, and plans reflecting academic and budgetary activities including salaries, benefits, FTE, travel, grants, leaves, and evaluations. + Complete special assignments as required or requested. + Other Duties + This position works to maintain the College's outstanding reputation of being proactive and accurate in administering, monitoring and implementing policies, procedures, and budgets. + In the context of the College as part of the Academic Affairs division, this position has authority to inform and provide guidance to department chairs, program directors, managers, and staff. Tasks include researching and responding to personnel issues, budget requests and allocations, or implementation of the WWU UFWW CBA. + Approve budget expenditures and transfers; review and approve travel authorizations and CSE funding. + Request additional funding + Review and develop College hiring policies in alignment with other University entities. Required Qualifications + Bachelor's degree and a minimum of three years of professional supervisory and leadership experience in a higher education or business setting, or at least five years of professional supervisory and leadership experience in a higher education environment + Demonstrated experience in budget development, management, and reporting + Strong organizational and leadership skills in a multi-unit organization + Outstanding professionalism, writing, and interpersonal communication skills + Demonstrated experience as a confidential advisor and professional experience handling sensitive and confidential matters + Evidence of effective time management, organizational skills, and ability to prioritize tasks + Highly proficient in Microsoft Office Suite and database and financial management systems + Demonstrated experience in developing policies and procedures in a highly regulated framework + Demonstrated ability to work independently and to exercise appropriate judgment in interpreting and applying rules and regulations + Demonstrated ability to communicate, work, and collaborate under pressure in a fast-paced environment + Demonstrated ability and commitment to cultivate work environments that are equitable and inclusive of individuals with diverse social identities and backgrounds + Demonstrated ability to manage complex issues and strategic decisions with excellent attention to detail Preferred Qualifications + Bachelor's degree or higher in education, business, or other relevant field. + Experience working in a unionized environment + Knowledge of contracting processes such as hiring, procurement, and external partnerships + Experience with project management, analysis, and evaluation Conditions of EmploymentAll employees must comply with our Immunization policies, includingProof of Rubeola Measles Immunity (https://policy.wwu.edu/POL-U1300.01-Requiring-Proof-Of-Rubeola-Measles-Immunity) within 60-days of hire. Please reach out toHR@wwu.eduif you need information regarding medical or religious exemption and applicable accommodations. Salary Hiring range for position is $91,105 - $104,771/year. Through longevity this position tops out at $118,436. Benefits Information Benefits Overview for Administrative Professional Position (https://hr.wwu.edu/files/2022-01/Benefits%20-%20Professional%20Staff.pdf) . Application Instructions A cover letter and resume are required and should address your experience related to the position responsibilities and the required and preferred qualifications. Please include the names and contact information of three professional references. References will only be contacted if necessary, with notice provided beforehand. Closing Date NotesFor priority consideration, please apply by October 9. 2024; applications will be accepted until the position is filled. Western Washington University (WWU) is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. Women, minorities, people with disabilities and veterans are strongly encouraged to apply. In compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, WWU does not discriminate on the basis of race, color, creed, religion, national origin, sex (including pregnancy and parenting status), disability, age, veteran status, sexual orientation, gender identity or expression, marital status or genetic information in its programs or activities, including employment, admissions, and educational programs. See WWU's Policy on Ensuring Equal Opportunity and Prohibiting Discrimination and Retaliation (https://policy.wwu.edu/POL-U1600.02-Prohibiting-Discrimination-Based-on-A-Protected-Class-Interim) . Inquiries may be directed to the Office of Civil Rights and Title IX Compliance, Title IX and ADA Coordinator, Western Washington University, Old Main 126 (MS 9021), 516 High Street, Bellingham, WA 98225; 360.650.3307 (voice) or 711 (Washington Relay); crtc@wwu.edu WWU is committed to providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to request an accommodation, please contact Human Resources Disability Services (https://hr.wwu.edu/disability-accommodations) , 360.650.3751 or 711 (Washington Relay). Annual Security and Fire Safety Report: This report is provided pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act ("The Clery Act"). It includes statistics for the previous three calendar years concerning reported crimes that occurred on Western's campus; in certain off-campus buildings or property owned or controlled by Western; and on public property within, or immediately adjacent to and accessible from, the campus. The report also includes institutional policies concerning campus security, such as policies concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. You can obtain a copy of this report in printed or alternate formats by contacting the Office of the Vice President for Enrollment and Student Services atvpsa.office@wwu.edu. The report can be found at:Annual Security and Fire Safety Report (https://vpess.wwu.edu/files/docs/ASRCleryreport.pdf) . All new employees must comply with the immunization policy and show employment eligibility verification as required by the U.S. Citizen and Immigration Service before beginning work at WWU. A thorough background check will be conducted on all new hires which includes asexual misconduct background check (https://hr.wwu.edu/sexual-misconduct-background-checks) . Job no: 501957 Advertised: Sep 25 2024 09:00 Pacific Daylight Time Applications close: