Operations Manager

Claremont, CA

Job Posting Title:

Job Description:

PRIMARY PURPOSE/GENERAL DESCRIPTION:

Reporting to the Vice President of External Relations and Institutional Advancement (ERIA), the Operations Manager will directly support the Vice President, lead administrative operations for the division, and manage cross-functional programs and projects. The Operations Manager is organized, forward-thinking, and operates strategically to ensure smooth operations in support of the Vice President and the ERIA division, including work to develop strategic priorities, manage internal and external relationships, manage cross-functional projects across departments (Philanthropy, Institutional Engagement, Career Planning & Resources, Advancement Services, Marketing & Communications, Public Events), and produce reports for College leadership and board of trustees.

DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

ESSENTIAL FUNCTIONS:

This information is intended to be a descriptive of the key responsibilities of the position. The list of essential functions below does not identify all duties performed by any single incumbent in this position. Perform other duties as assigned.

Operations and Systems Management

• Lead administrative operations for the division and keep the Vice President informed of the statuses of projects and division operations.
• On behalf of the Vice President, coordinate across departments and/or divisions to support strategic initiatives.
• Create and centralize policies, procedures, and process documentation in order to manage cross-functional efforts and maximize efficiency and effectiveness.
• Manage vendor relationships, contracts, and procurement procedures.
• Manage division-wide technology platforms and serve as system administrator (i.e., Raiser's Edge/Blackbaud, Asana, OliveGrove/PeopleGrove, etc.).
• Work strategically with the Data and Analytics team to optimize the use of Raiser's Edge NXT.
• Develop and oversee division-wide training protocols for core systems and processes.
• Provide division onboarding for new staff.
• Responsible for hiring, supervising, and training the Assistant to the Vice President.
• Manage departmental budgets.
• Collaborate with other College departments/divisions (Facilities, IT, etc.) to ensure smooth operations for division staff.
• Facilitate continuous improvement in operations in collaboration with the Vice President, ERIA Leadership Team, and Assistant to the Vice President.

Project & Program Management

• Organizes and coordinates special projects.
• Serve as a project manager on cross-functional projects, including but not limited to Board deliverables, vendor projects, event planning, and other strategic initiatives.
• Use tools, such as Asana to manage projects by creating timelines, managing tasks, and working collaboratively with team members.
• Assist offices of philanthropy, constituent engagement, and marketing and communications with programming and other special projects.
• Active support for the College's Principles of Community and Principles of Diversity in the performance of job duties.
• Other duties as assigned.

QUALIFICATION STANDARDS:

REQUIRED KNOWLEDGE, SKILLS, and ABILITIES:

Individual must possess knowledge, skills, and ability to successfully perform the essential functions of the position or be able to explain or demonstrate how the essential function will be performed, with or without reasonable accommodation, using some other combination of skills and abilities.

• Knowledge of best administrative practices.
• Ability to think creatively, systematically, and strategically.
• Effective relationship-building and collaboration skills.
• Ability to supervise employees.
• Ability to manage multiple projects and priorities at a time.
• Strong communication and writing skills.
• Ability to anticipate and overcome challenges.
• Knowledge of CRM systems, Microsoft Office, and project management tools and techniques.
• Ability to maintain confidentiality.

EDUCATION & EXPERIENCE:

Bachelor's degree preferredor any combination of education, training and experience that provides the required knowledge, skills and abilities of the position.

Minimum of 4 years in administrative and/or operations roles, preferably in the higher education, nonprofit, and/or philanthropy sectors is preferred.

LICENSES / CERTIFICATES:

None.

OTHER:

HOURS & CLASSIFICATION AND STATUS:

This is a regular status, full-time, benefits-eligible, exempt position.

The regular hours of this position are Monday-Friday 8:00am-5:00pm. Hours may vary due to the needs of the College or department.

Salary rate range: $70,000-$75,000. The salary rate of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty, andtraining.

SUPERVISORY RESPONSIBILITY:

Will supervise the Assistant to the Vice President for External Relations & Institutional Advancement.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is quiet to moderate.

Physical and Mental Requirements

Ability to maintain good concentration level while dealing with interruptions; attention to details with emphasis on accuracy; capable of giving, receiving, and analyzing information, formulating work plans, and articulating goals and action plans.

Sitting in a normal seated position for extended periods of time. Standing for extended periods of time. Reaching and extending hand(s) or arm(s) in any direction. Finger dexterity required to manipulate objects with fingers rather than the whole hand(s), or arm(s), for example, using a keyboard. Communication skills using the spoken word. Ability to see within normal parameters. Ability to hear within normal parameters. Ability to bend and stoop, for example, to file. Ability to move about. Ability to lift and carry short distances up to 20 lbs., for example to lift or move office supplies, files, books and packages.

At-Will Employment

Regular employment at the College is for no specified period of time; conditions and status of employment (hours, pay, title, duties, etc.) are subject to change at any time. Scripps College is an At-Will employer. Employees, and likewise the College, are free to end the employment relationship at any time, for any reason, with or without notice or cause, unless otherwise prohibited by law.