"Business Operations Administrator"

Job Summary

The SSC Business Operations Administrator (BOA) reports to the University System of Georgia (USG) Associate Vice Chancellor for Shared Services (AVC, SSC). This position provides direct support to the AVC and duties include management of the AVC’s schedule, meeting preparation, project flow, mail, travel arrangements and telephone calls. The position will also provide support to other SSC senior level staff. The BOA may on a regular basis interface with a broad set of constituencies including, but not limited to the System Office leadership, representatives of all 26 public universities and colleges in the University System, the Governor's staff, Legislators, other higher education system offices, and national and international contacts.

Primary responsibilities include providing administrative support, assisting in the general operations of the units covered by the above-mentioned directors; and managing targeted projects important to the operations of the Shared Services Center. This position also is responsible for the facilities and office management of the SSC which will include partnering with other SSC departments, vendors and the facility landlord to coordinate physical security (through keys and access), facility monitoring and maintenance, space planning and office equipment/supplies ordering and maintenance.

Responsibilities

• Manages administrative functions for the Associate Vice Chancellor for Shared Services, including tasks such as management of daily schedules, meeting preparation, special projects, mail, travel arrangements, ordering supplies, maintaining listservs, mailing lists and telephone calls.
• Assists with administrative support to senior leaders of the SSC and their teams.
• Acts as point of contact for visitors or callers requesting information or escalating issues. Troubleshoots, answers questions, forwards appropriate documents, or routes callers to appropriate staff member.
• Prepares documents for mailing, emailing, and/or web distribution. Maintains accurate records of documents preparation dates, methods of distribution and mailing lists to meet requests and requirements of internal customers, external customers and regulatory/audit.
• Maintains knowledge and application of standards for professional publications and edits documents to conform to those standards.
• Edits research briefs/presentations, papers, routine reports, and correspondence for style, grammar, punctuation, spelling, and accuracy of numbers. Reviews editorial changes with author to ensure maximum clarity. Proofs all documents after final edits.
• Issues meeting invitations, arranges for teleconferencing, prepares handouts, and makes other meeting arrangements, as needed.
• Plans and executes meeting/event arrangements, including food and accommodations, venue selection and seating arrangements.
• Manages relationship with temporary agency and work of temporary employees.
• Manages activities and serves as key point of contact for office and facility vendors/suppliers/landlord for services including but not limited to: cleaning, landscaping, security system, AV, HVAC, plumbing, pest control, vending etc.
• Develops and manages process for regular inspections of the facilities and coordinates routine and emergency repairs with outside vendors and the facilities owner. Maintains service records and provides documentation where applicable for expected levels of service.
• Ensures all equipment is functioning well and monitors, manages, communicates, and coordinates repairs and upgrades for the day-to-day office/building/grounds’ equipment.
• Collaborates with senior leaders and building owner on budgeting facility needs and in compliance with contracts/agreements.
• Monitors, maintains and orders office supply inventory, personal protective equipment and office equipment for the SSC. Serves as purchasing card holder and ensures all expenditures are within budget and State purchasing guidelines.
• Assists with preparation of and ongoing monitoring of the SSC budget.
• Coordinates appropriate operational schedule of SSC, including building/office coverage and USPS mail/carrier pick-up & delivery
• Coordinates and provides support for a variety of assigned projects.
• Maintains layout and space planning specifications to ensure optimal and safe business traffic/work flow and coordinates new furniture installation and office space redesign.
• Monitors safety and cleanliness of interior and exterior areas such as offices conf rooms, common areas etc.
• Serves as key contact and provides documentation, distribution & training for facilities keys, badge, building access, security information.

Performs all other duties as requested to ensure the SSC facilities, office activities and executive administration is handled safely, professionally and timely.

Required Qualifications

• Bachelor's degree and 2 years of experience of executive level, administrative support; or an equivalent combination of education and experience.
• Experience working in higher education preferred.

Knowledge, Skills, & Abilities

1. Knowledge of modern office principles and practices.
2. Knowledge of budget management principles.
3. Knowledge of computers, audio visual technology and job-related software programs.
4. Knowledge of customer service principles and practices.
5. Skill in analyzing data and preparing reports.
6. Skill in decision making and problem solving.
7. Skill in maintaining composure under pressure while managing multiple assignments and priorities.
8. Skill in executing and completing projects and task in a timely manner.
9. Skill in collaborating with multiple constituents; using sound judgment in communication style and approach.
10. Skill in interpersonal relations and in dealing with the public.
11. Skill in oral and written communication and presentations.
12. Skill in working collaboratively as a team member in a professional setting
13. Ability to maintain an exceedingly high level of confidentiality
14. Ability to respond diplomatically to sensitive and critical issues.