"Program Manager 2 - Front Office Manager (Marketing Department) - (495189 )"

Job Details

Department: Marketing Department

Salary: 49,400 - 56,200

Description:

Manages the day-to-day operations of a large university program or department, including the supervision of staff employees, student workers, programs or processes.

1. Plans and develops procedures for administering a large or complex department or program.
2. Manages fiscal activities, including procurement and budget analysis.
3. Provides guidance to subordinate staff and evaluates performance.
4. Prepares abstracts, research reports, funding proposals, operations and procedure manuals, and other written material and documentation.
5. Creates and reviews reports of expenditures and activities.
6. May administer grants and grant-related communications, scholarships and other operations.
7. Develops, implements and maintains appropriate policies and procedures.
8. May serve as property custodian for the department.
9. Performs other job-related duties as assigned.

Additional Position Information
Official Job Title: Program Manager 2
Working Job Title: Front Office Manager

Description:
This position works in the Marketing (Academic) department at the C. T. Bauer College of Business. The business office is seeking a detail-oriented and proactive individual who will manage the business operations for the department. This includes leadership and responsibility for departmental payroll (student employees), goods/service procurement, contracts, expense reimbursement, cost center management, equipment inventory, event planning/execution, travel arrangements, customer service interface, and any other business operations activities to ensure compliance with university policies and procedures.

Successful candidates will have the ability to work independently as well as part of a team, work well under pressure, consistently meet deadlines, and manage multiple projects while remaining flexible and positive. This will require exceptional organizational skills and attention to detail. Further, successful candidates will effectively communicate with all levels of management and fellow employees and be able to manage multiple employer relationships.

This is an excellent opportunity for someone who values accuracy, process improvement, and collaboration in supporting academic and business operations.

Position includes the following responsibilities but not limited to:

HR/Payroll
• Supervise CWS & NCWS student workers and approve their timesheets.
• Provide training to CWS & NCWS student employees in details of work.
• Prepare CWS & NCWS student employees schedules.

Financial
• First point of contact for department cost center and budget information.
• Maintain tracking system for reconciling financial transactions (procurement, contracts, travel, budget, etc.).
• Oversee and process procurement, contracts, and travel for the department.
• Process travel requests and reimbursements for faculty, staff, students, and guests.
• Processes revenue/expense reallocations (journal entries).
• Process vouchers for payment.
• Create requisitions.
• Ensure monthly P/T card expense report is completed for all cardholders in the department.
• Serve as the property custodian for the department.
• Process office supplies requests (order and purchase) including awards/plaques/certificates.
• Oversee program expenditures and ensure adherence to budget.

Facilities
• Monitor and report building concerns for department spaces.
• Submit FIXIT work orders.
• Works with Facilities to direct departmental building repairs and maintenance and/or confer with the dean’s office SME.
• Coordinate setup of event spaces.

Other
• Welcome and assist students and visitors in-person and phone by providing general information, directing phone calls to appropriate departments, or informing them of offices or departments within the college and/or university that may assist them.
• To provide office coverage at the front office desk during business hours Monday-Friday 8am-5pm.
• Represent the department in office and written correspondence with a pleasant and helpful demeanor.
• Interpret university and Bauer policies for members of the department and confer with the dean’s office SME.
• Inform department staff on SAM and MAPP policies and procedures.
• Assist faculty, staff, and students with room reservations.
• Coordinate event planning for recurring departmental events.
• Manage updating the department’s website and boards.
• Safeguard all confidential information.
• Maintain UH compliance through monthly tracking and annual audits
• Ensure daily mail is picked up from the dean’s office mailroom and notifying appropriate departments.

Preferences:
• Candidates who are detailed oriented.
• Experience with financials.
• Experience with excel and willing to learn.
• Experience planning or attending events.
• Demonstrated ability to manage multiple priorities and deadlines in a fast-paced environment.
• Strong written and verbal communication skills, with the ability to clearly communicate policy and procedures.

Qualifications:
• Education will be considered in lieu of experience.
• Experience will be considered in lieu of education.

Notes to Applicant: Please include full work history on resume.
Required Attachments: Cover Letter, Resume

MQ: Education: Requires a thorough understanding of both theoretical and practical aspects of an analytical, technical or professional discipline; or the basic knowledge of more than one professional discipline. Knowledge of the discipline is normally obtained through a formal, directly job-related 4 year degree from a college or university or an equivalent in-depth specialized training program that is directly related to the type of work being performed. Experience: Requires a minimum of one (1) year of directly job-related experience. Certification/Licensing: None.

All positions at the University of Houston-System are security sensitive and will require a criminal history check.

The University of Houston System and its universities are Equal Opportunity Institutions. Everyone is encouraged to apply.