Operations And Strategic Initiatives Manager

Description:

The Operations and Strategic Initiatives Manager is responsible for strategically managing internal operations for the Dole Institute of Politics (DIOP). Key to this position are four things: 1) facilities and operations management, including overseeing visitor services and the administrative office, managing custodial and maintenance work orders, procuring and managing technical/audio-visual equipment and services for DIOP programs, and ensuring building compliance with all security and safety regulations; 2) budgetary and fiscal management, including working with the Director to ensure fiscal responsibility and set budget priorities, collaborating with DIOP staff on departmental budgets, collaborating with KU shared service center staff on procurement and payment processing, and managing strategic financial planning, tracking, projecting, and reporting for both DIOP as a whole and specific projects; 3) human resources, including liaising with KU human resources and shared service center staff, supporting DIOP staff in hiring procedures, and overseeing employee benefits and trainings; and 4) evaluation and assessment, including developing and or helping to develop institution-wide and program-specific evaluation plans, including metrics and benchmarks, tracking DIOP audiences and visitors, and creating annual reports on DIOP fiscal wellbeing and programmatic achievements. In addition, this position is responsible for the day-to-day operations of DIOP and has 2 to 3 direct reports at any given time. This position reports directly to the DIOP Director.

Position Duties

Facilities and Operations Management (40%)

Supervises and assesses Visitor Services staffing and functions. Supervises the Office Manager in their work as key office support personnel for DIOP staff.
Supervises and assesses up to one additional staff member central to the daily operations of DIOP as requested by the Director.
Manages, coordinates and administers DIOP technology assets, including:
Manages institutional calendar, including public, student, and internal events calendars.
Oversees maintenance of website and digital accounts.
Supports long term planning for Archives platforms.
Oversees DIOP building and grounds, including:
Manages the building security system, ensuring all personnel are trained on building security procedures and granted appropriate authorities and access. Includes management of keys, security codes and records. Responsible for after-hours emergency response.
Directs facility equipment maintenance, obsolescence planning, and capital projects, and, with the Director, manages large physical installation projects (such as the Veteran’s Wall Renovation Project or Memorial Brick Project).
Manages work orders and compliance inspections processed with KU Facilities Services and other vendors on building repairs and maintenance.
Manages disaster preparedness/emergency plans and safety training, including active shooter and emergency protocol training.
With the Director, determines building closure due to inclement weather and any changes to museum hours and serves as a contact for after-building emergencies.
Manages furniture inventory and photo records of all building damage due to accidents or natural issues, such as weather.
With the assistance of the audio-visual contractor, maintains and updates technology and audio-visual equipment in the facility, as necessary.
Budgetary and Fiscal Management (20%)

Produces annual Institutional and departmental budgets in collaboration with the Director; creates and updates budget reports; meets with the Director and key staff regularly to review financial reports and budgetary matters as necessary; presents on budgetary matters with the Director as requested.
Oversees all interactions with KU SSC accounting and financial staff to process payroll, invoices, and travel requests through KU’s systems. This includes the creation of purchase orders, travel authorizations, obtaining financial forms or seeking appropriate approvals.
Verifies the accuracy of incoming bills and invoices and prepares materials for SSC to process payments using state and KUEA funds.
Resolves problems relating to billing errors, non-receipt of invoices and discrepancies between statements and records requiring correction or adjustment.
Acts as Fund Account Representative (FAR) for KU Endowment and KU Center for Research accounts and has approval authority on budgeted purchases. For transactions not in the annual budget over $5000, concurs with the Director.

Human Resources (20%)

Serves as DIOP representative to KU Human Resources.
Administers DIOP staff appointment changes, job postings, disciplinary actions, and employment concerns on behalf of the Director.
Manages job descriptions, job postings, search committees, candidate assessment processes, and all HR related forms.
Onboards new employees reporting to the Director or Director of Operations and Strategic Initiatives.
Advocates for employees who have interoffice, professional, or personal difficulties to find solutions.
Disseminates HR-information to DIOP staff, including health insurance updates and deadlines, employee benefits updates and deadlines, performance management goals, and personnel safety, security, and other training deadlines.
Maintains physical and electronic copies of staff evaluations and assessments.

Evaluation and Assessment (20%)

Collaborates with the Director and other DIOP staff to establish and implement an institution-wide evaluation plan of DIOP local, regional, and national impact in correlation with financial expenses.
Collaborate with program leads to track data related to visitors, audiences, revenues and expenses, and marketing reach.
Partner with the Director and development and communications staff to draft an annual report on DIOP achievements.
Provide evaluation and assessment data for grant proposals and reports, funding proposals and reports, and DIOP staff presentations.
Leads staff meetings, organize and make recommendations for staff professional development and team-building activities.
Communicates both formative and summative feedback from patrons, staff, and partners to DIOP leadership.

Required Qualifications

Bachelor's degree and three (3) years of related experience OR Associate’s degree and five (5) years of related experience OR HS Diploma/GED and seven (7) years of related experience.
Three (3) years of leadership experience in a nonprofit, state agency or university department, or cultural heritage organization.
Two (2) years of supervisory experience.
Experience managing the operations of a physical facility or office, which could include grounds and technological infrastructure maintenance.
Experience managing financial resources, which can include, but are not limited to, public and private revenue sources, meeting budgetary goals, and managing both institution-wide and project-specific budgets.
Experience managing human resource related duties as evidence by application materials.
High proficiency in Microsoft/PC environment, including basic website management experience as demonstrated by application materials.
Excellent communication and time management skills, as evidence by application materials.

Preferred Qualifications

Master’s degree and three (3) years of related experience
Experience with university, state, and federal funding procedures and regulations, as evidenced by prior experience.
Experience operating audio/visual equipment.
Experience in staff training and/or disaster preparedness planning.
Past activities and/or experiences with Dole Institute operations and/or programs.
Two (2) years of experience working with KU and/or KU Endowment financial systems.
Two (2) years of experience in event planning or management.