Job Title: Operations Manager Women's Center
Location: Case Main Campus
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 8641
Job Description POSITION OBJECTIVE

The Flora Stone Mather Center is a community space and a social incubator advancing women and gender equity through research-informed action. The Operations Manager, under limited supervision, will provide overall administrative management for the center including oversee the day-to-day operations with exceptional customer service; coordinating reception; creating policies and procedures; managing calendars and space utilization; overseeing budget and finances; supporting grants and grant writing; special event logistics; coordinating human resource processes; and managing all center internal and external publications and communications. Additional responsibilities include serving as a member of the director’s leadership team, assisting the director with fundraising initiatives, and supervising student workers.

Building a welcoming and inclusive community is the foundation of the work we do as professionals working with students. Fully including people of diverse backgrounds and perspectives helps us all thrive by working together, focus on our collective well-being, and help students gain insight from their academic endeavors and real-world experiences.

ESSENTIAL FUNCTIONS

Develop and implement all office operating procedures. Interpret Student Affairs and university policies and procedures to ensure compliance by all staff. Communicate any changes in policies and procedure to ensure implementation. Autonomously organize and oversee the daily office operations including opening and closing office, space registration, organization and reception via student assistants to provide exceptional customer service and respond to inquiries and information requests by email, telephone and in-person. (15%)Collaborate with University Marketing & Communication to coordinate center communication with internal and external audiences including weekly newsletter, social media, event promotional materials and calendar of over 100 events. Duties include writing content, managing email lists, scheduling, checking for potential conflicts on the center calendar and Case Western Reserve University events and helping to resolve scheduling conflicts. (15%)Oversee the departmental budget. Prepare expenditures for programs, operating expenses and grant applications or expenses. Responsible for reconciling all accounts monthly and prepare quarterly forecasts and fiscal-end closing. Interpret university policy and advise on compliance. Analyze budget variances and assess alternative courses of action to resolve any possible program or year-end deficits. Research and prepare budgets and narratives for grants and fundraising. Duties also include overseeing budget for internal university travel awards and grants given out by the Center, assessing feasibility of initiatives, advising on scheduling given available student and staff support and updating staff on status of events costs or overruns. (15%)Lead event management for fundraising as well as major university and regular Center events including keynote speakers (honorarium, travel, accommodations and reimbursements), invitation list, take RSVPs, solicit and evaluate quotes and secure all necessary contracts for location, audio-visual and catering. Organize and plan events choosing and reserving on and off campus locations, audiovisual, food and/or beverages as needed. Track and stay within event budget. Organizing set-up of tables and chairs, delegate student workers to assist with events, adjust food orders based on RSVPs as needed and follow up with questions related to events. (15%)Manage office visits and correspondence for speakers and guests. Function as a technical resource and advisor exercising discretion and independent judgment. (10%)Prepare and review grant proposals and applications to include compilation of data and preparation of estimated budget expenditures; monitor and verify expenditures; ensure compliance with university and sponsoring agency policies and procedures; prepare administrative reports for submission to sponsoring agencies. Meet with principal investigators on a regular basis to review grant funding versus budget and give appropriate financial direction. Ensure compliance with federal regulations as outlined in -21, A10 and A133. (10%)Coordinate human resources and student employment activities for employment, recruitment, terminations, leaves of absence, requisitions and performance appraisals. Assist with the resolution of conflicts and coordinate the performance appraisal process. Manage the Postdoctoral recruitment, hiring and orientation process including serving as a liaison with the Office of Postdoctoral Affairs. Maintain liaisons with appropriate school and central human resources staff to proactively respond to human resources problems, issues and special requests. Ensure all paperwork for employment, terminations and leaves of absence are processed correctly and in a timely manner. Has authority to sign off on paperwork such as requisitions and performance reviews. Coordinate regular staff orientation with the division of Student Affairs for new Center employees. Supervise student assistants. (10%)Support the leadership team in creating and implementing the strategic plan goals and production of the annual report. Develop a work plan to track key activities and milestones for the Center. Perform needs assessments. Link budgets to departmental strategic initiatives so that annual reports will reflect accurate information of operational and financial success. Prepare analytical reports and analyses. Responsible for effort certification and year-end close. (8%)

NONESSENTIAL FUNCTIONS

Perform other duties as assigned. (2%)

CONTACTS

Department: Daily contact with the Director of the Flora Stone Mather Center for Women, Center staff and financial support, operations and human resources in Student Affairs. Contacts include meeting with team to discuss and plan programs, report on budget, inventory, student workers, oversee end-of-year close, setting up meetings and collaborative events with campus partners.

University: Frequent contact with staff of other programs and divisions, such as OMA, LGBT, OIDEO, SJI, Office of Equity, Development, Alumni Relations and Office of Postdoctoral Affairs. Contacts include helping to share program information, keep apprised of university events to avoid too much overlap or redundancy, advise team and oversee collaborative programming.

External: Continuous contact with vendors; assess inventory and supplies, research vendors and solicit estimates. Advise team on best services and needs. Frequent contact with advisory board, alumni, donors and corporate and community partners visiting the Center or collaborating on events.

Students: Frequent contact with students; oversee the work schedule for all the student workers, assign and delegate tasks for the front desk workers and help staff delegate work to students. Additional student contact during events and to help with walk-ins, help student groups schedule use of the center spaces.

SUPERVISORY RESPONSIBILITY

Hire, train, supervise and provide professional development and annual review for student office assistants.

QUALIFICATIONS

Experience: 3 or more years of progressively responsible administrative professional experience required.

Education: Associate’s degree required. Bachelor’s or Master’s degree in Women’s and Gender Studies or Higher Education and Student Affairs preferred.

REQUIRED SKILLS

Excellent customer service skills, especially phone and email communications.Commitment to and appreciation of working with diverse groups of individuals, including age, race, ethnicity, gender, gender expression, sexual orientation, socioeconomic and educational background, and ability.Demonstrated proficiency with Microsoft Office Suite especially Excel and Power Point.Ability to function independently, driving projects from inception to completion with minimal guidance.Excellent organizational and time management skills with a high level of decision-making capability.Analytical skills for finance and budget.Excellent problem-solving skills and sense of humorAbility to anticipate the department’s needs and proactively bring together appropriate people and resources to meet those needs.Exercise good judgment in managing shifting priorities and deadlines.Ability to interpret policies, procedures, regulations and situations.Work effectively and cooperatively with a diverse group of people.Exercise discretion in handling confidential and sensitive matters.Ability to successfully manage event planning and implementation, especially under strict deadlines and tight budgets.Ability to draft and design professional documents and maintain an electronic document filing system.Must maintain professional appearance and decorum under pressure.Ability to meet consistent attendance.Ability to effectively interact with colleagues, supervisors and customers face to face.Demonstrated knowledge of issues related to women, gender and intersectionality, including the intersection of differences among women with regard to race, ethnicity, dis/ability, sexuality, nationality, age, social class and other categories of identity.Demonstrated respect for and acceptance of diversity, including different approaches to and definitions for feminism, cross-culturally.

WORKING CONDITIONS

Fast paced open-office setting. Attend meetings on and off campus when necessary. There will be pressures with short lead times, conflicting priorities and the complexity of a local and a regional organization.

Diversity Statement

In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity. Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.

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Reasonable Accommodations

Case Western Reserve University provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.

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