University of Louisville · 1 day ago
Manager, Office Operations
Louisville, KY
Full-time
Onsite
Mid Level
$60K/yr - $89K/yr
4+ years expThe University of Louisville is seeking to hire a Manager of Office Operations to oversee the daily administrative operations of the Executive Vice President for Research and Innovation (EVPRI) Office. The position includes project management, performance management, human resource coordination, and administrative support, requiring high-level decision-making and the ability to manage multiple tasks effectively.
AssociationCommunities
Responsibilities
Supervision of administrative support staff and IT personnel; provide consistent performance guidance and feedback; coordinate evaluations; refer to training programs when necessary to enhance staff effectiveness
Serve as Liaison to Vice Presidents, Deans, Program/Center Directors, and other Administrators; respond to a variety of issues that require troubleshooting, investigating and gathering information; delegate to appropriate personnel; follow up as necessary; advise and interpret policies and procedures; effectively communicate reorganizations, reclassifications and other important information to appropriate units
Serve as first point of contact for EVPRI office, monitoring EVPRI service accounts and phone line
Prioritize and manage multiple projects simultaneously ensuring timely completion; monitor progress; follow up with stakeholders; maintain information for future projects; ensure appropriate staffing when necessary
Serve as project manager for various projects and reports such as; capital asset report, outcomes assessment report, Archibus space audit
Coordinate various initiatives and events for Research & Innovation personnel
Assist in employment of senior administration by drafting offer letters, coordinating visits; handle new hires by assuring personnel processes are followed; arrangements for moving; provide staff support to administrator searches and compensation recommendations
Organize and create correspondence, reports, documents and recommendations. Oversee process for contracts, grant proposals and other documents submitted for approval and EVPRI signature. Review and sign off on behalf of the EVPRI for documents such as travel, pro card expenditures, reimbursements, disbursements, leave, etc. when instructed
Oversee records management including process for reviewing, signing and storing of all documents and confidential materials; coordinate open records requests and other university related materials as required
Oversee HR transactions from EVPRI office and underlying units; oversee that each action follows university and department policies and each action has leadership approval before moving forward to central HR. This includes serving as workday HR partner
Coordinator procurement, travel arrangements, and expense reports for EVPRI. Additionally, this position serves as a central procard holder for the EVPRI office
Serve as EVPRI Office representative on various committees and task forces; provide staff support when needed
Accurately maintain EVPRI’s complex calendar of meetings, calls, events and activities. Includes setting up of scheduling for direct reports and other University Personnel, internal and external meetings, evaluating all requests, facilitating access when appropriate, balancing competing priorities and managing time for reading, writing and advance preparation when needed
Ensures all support materials are gathered and readily available for EVPRI events, meetings, conferences, press engagements, etc.; collects and prepares briefing materials and documents for meetings with sufficient lead time for EVPRI to review and prepare prior to meeting; research and coordinate briefing notes on specific issues required; confirms all details of every meeting, event, conference, social event dealing with a wide variety of sources internally & externally
Perform additional duties as assigned and be able to contribute time and effort off hours for events, guests, etc
Qualification
Required
Bachelor's degree and four (4) years of relevant experience or the equivalent combination of education and experience
Preferred
Bachelor's Degree in business or related field
Organization, time management, establishing priorities, multi-tasking, resourcefulness, fine attention to detail and follow-through
Advanced knowledge of project management, planning and scheduling techniques
Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community
Knowledge of current and emerging trends in technologies, techniques, issues, and approaches in area of expertise
Records maintenance and database management skills
Ability to create, compose, and edit written materials
Ability to coordinate and organize meetings and/or special events
Ability to identify problems and solve them before they ever make it to the EVPRI's desk
Extensive in office management principles and procedures
Experience maintaining timetables and ensuring all deadlines are met. Be flexible and display initiative in working on new tasks
Demonstrate a working knowledge of university policies and procedures
Knowledge of academic administrative principles and procedures
Be willing to work long hours, weekends and evenings
Company
University of Louisville
The University of Louisville is a state supported research university located in Kentucky's largest metropolitan area.
Founded in 1798Louisville, Kentucky, USA
5001-10000 employees
H1B Sponsorship
University of Louisville has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (63)
2024 (44)
2023 (49)
2022 (51)
2021 (54)
2020 (60)
Funding
Current Stage
Late StageLeadership Team
Melisa Adkins, EJD, MBA, BSN, RN
Chief Executive Officer- UofL Health- Mary & Elizabeth w/oversight of Peace & South Hospitals
In K. Kim
Co-Director, Co-Founder, Center for Health Process Innovation (CHPI)
Recent News
2024-02-09
Louisville Business First
2023-12-01
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