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Inside Higher Ed · 1 week ago

Business Operations Administrator

Atlanta, GA

Full-time

Onsite

Entry Level

2+ years exp

Inside Higher Ed is part of the University System of Georgia, which encompasses 26 higher education institutions. The Business Operations Administrator will provide direct support to the Associate Vice Chancellor for Shared Services, managing schedules, meeting preparation, and various administrative functions while ensuring efficient operations within the Shared Services Center.

Digital MediaEducationHigher EducationJournalismRecruiting

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

Qualification

Budget managementProject managementCustomer serviceData analysisOralInterpersonal relationsWritten communicationDecision makingProblem solvingConfidentiality