Administrative Ops Manager at Temple University

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Full Time

Start Date

Immediate

Expiry Date

06 May, 26

Salary

95000.0

Posted On

05 Feb, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Organizational Skills, Attention To Detail, Problem-Solving Skills, Project Management, Research Skills, Technology Savviness, Microsoft Office Suite, Communication Skills, Interpersonal Skills, Customer Service, Budget Management, Legislative Engagement, Event Coordination, Confidentiality, Relationship Building, Creative Thinking

Industry

Higher Education

Description

Temple University's Government and Community Relations Department is searching for an Administrative Operations Manager! Become a part of the Temple family and you will have access to the following: Full medical, dental, vision coverage Paid time off 9 Federally Observed Paid Holidays 3 Personal Days Tuition remission - eligible employees and their dependents can obtain a degree TUITION FREE A generous retirement plan and so much more! T27 SALARY RANGE: $58,850.00 - $95,000.00 A variety of important factors are reviewed by HR when considering salary, including job duties, the applicant’s education and experience, all relevant internal equity considerations, department budget, and funding source. Position Summary: Reporting to the Vice President of Government & Community Relations, the Administrative Operations Manager provides high-level administrative leadership and support to the Vice President and senior leadership within the department. Operating in a fast-paced environment, the incumbent develops and implements strategic organizational systems and programs to optimize office operations. Responsibilities include, but are not limited to, assisting with the management of office budgets and expenses; scheduling and maintaining calendars of meetings, events, and appointments with shifting priorities and deadlines; ensuring that meeting agendas, materials, and logistics are professional and prepared; and managing logistics associated with business travel and the reimbursement of expenses. Serves as a point of contact for lobbying registration, reporting, and compliance at the local, state, and federal levels as applicable. Supports legislative and community engagement strategies by assisting with research, outreach, and follow-up activities. Assists with special projects for government & community communications, generating and analyzing reports, filing systems, requisitions of supplies, and other departmental-related functions. This role ensures the office functions efficiently, professionally, and in compliance with organizational standards. The position requires a hands-on manager with strong organizational skills, attention to detail, and the ability to proactively manage communications, office operations, and administrative systems. Performs other duties as assigned. * Work is in-person. * This position requires the following background checks: criminal history review. Required Education and Experience: *Bachelor’s degree and at least five years of related executive-level administrative experience. *Experience managing budgets. * Strong problem-solving skills, project management, research skills, and technology savviness/computer experience. * Demonstrated experience with Microsoft Office Suite (Excel, Outlook, PowerPoint, Word) for word processing, presentations, spreadsheets, and calendars. * Demonstrated scheduling, word processing, spreadsheet, and database management experience. * An equivalent combination of education and experience may be considered. Preferred Education and Experience: * Advanced degree. Required Skills and Abilities: * Demonstrates executive poise, presence, and demeanor; ability to lead by influencing; agile in operating in a C-level environment. *Demonstrated capacity to interact with people of all constituent groups. * Proven ability to manage multiple, complex tasks and highly collaborative relationships with initiative and independence. * Ability to exercise sound judgment and work effectively under pressure. * Outstanding verbal and written communication skills. Must be a skilled communicator. * Excellent interpersonal, collaborative, and relationship-building skills, with a strong commitment to helping others succeed. * Proven track record of managing multiple priorities in a fast-paced, deadline-driven environment. * Must be a creative thinker and problem-solver, with an orientation towards customer service. * Excellent attention to detail. * Ability to adapt quickly to changing circumstances and manage multiple tasks simultaneously. * Ability to work nights and/or weekends, if necessary. *Periodic travel to governmental or community meetings may be required. Preferred Skills and Abilities: *Strong understanding of government processes. *Experience with lobbying registration and reporting requirements. *Prior experience supporting senior executives. *Familiarity with local, state, and federal government relations in a higher education context. *Strong understanding of government processes. *Experience with lobbying registration and reporting requirements. *Prior experience supporting senior executives. *Familiarity with local, state, and federal government relations in a higher education context. Essential duties: *Assist the vice president and senior administration in all aspects of day-to-day support, including the dissemination of information, timely follow-up, and handling confidential information. *Provide executive-level administrative and organizational support to the vice president and members of senior administration, including arranging and processing travel; preparing correspondence and meeting materials; coordinating meetings and events. *Assists the Director of Finance and Administration with managing the department's operating budget, including monitoring expenditures and ensuring fiscal accountability. *Assists the Director of Finance and Administration with managing contracts, invoices, and procurement related to department activities, consultants, and professional services. *Provides support for legislative, regulatory, and community engagement strategies by coordinating research, outreach, and follow-up activities. *Tracks legislation, policy developments, and community initiatives as requested. *Assist in planning and execution of advocacy efforts and community events. *Works closely with HR, Finance, Budget Office, IT, and Facilities to support operational needs. *Manage complex calendars. Schedule meetings and appointments. Ensure confirmations and collect materials to prepare the vice president for meetings. *Type, edit, and compose confidential memoranda and letters. Prepare and maintain spreadsheets, proofread correspondence, and perform complex typing functions. *Serve as liaison on matters related to community and government requests, and relevant constituent inquiries. *Create exemplary customer service experience for all constituents by tactfully responding to general inquiries and exercising mature judgment in resolving issues and concerns. *Plan and coordinate divisional and department meetings and events as assigned. *Process travel requisitions and expense reports. *Update and maintain databases, prepare company forms, and maintain confidential files. *Maintain a high level of confidentiality. *Participate in the development and establishment of departmental policies and procedures and must exercise considerable tact and integrity in handling matters delegated by the Vice President or senior administrators. *Regularly work with a wide array of university-wide constituents. *Manage various lists for meetings, prepare agendas, reminders, and collect presentations for meetings. Temple University is committed to a policy of equal opportunity for all in every aspect of its operations, including employment, service, and educational programs. The University has pledged not to discriminate on the basis of age, color, disability, marital status, national origin or ethnic origin, race, religion, sex (including pregnancy), sexual orientation, gender identity, genetic information or veteran status. Compliance Statement: In the performance of their functions as detailed in the position description employees have an obligation to avoid ethical, legal, financial and other conflicts of interest to ensure that their actions and outside activities do not conflict with their primary employment responsibilities at the institution. Employees are also expected to understand and be in compliance with applicable laws, University and employment policies and regulations, including NCAA regulations for areas and departments which their essential functions cause them to interact. Temple University's Annual Security and Fire Safety Report contains statistics, policies, and procedures related to campus safety. Go here to review: https://safety.temple.edu/reports-logs/annual-security-report You may request a copy of the report by calling Temple University’s Campus Safety Services at 215-204-7900.

Responsibilities

The Administrative Operations Manager provides high-level administrative leadership and support to the Vice President and senior leadership within the department. Responsibilities include managing office budgets, scheduling meetings, and ensuring compliance with organizational standards.