Office Manager, Business Operations

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Academy of Art University is seeking an experienced Business Operations Manager to supervise and participate in all aspects of the office administrative functions within the Business Operations Department. The Business Operations Manager provides administrative support to the Executive Vice President, Operations and VP of Academic Administration & Operations. The ideal candidate will be excited about working in the vibrant city of San Francisco at 79 New Montgomery, Monday - Friday. They will also be an outside of the box thinker that wants to not only successfully complete everything on their job description but have a desire to support in other areas as needed. A flexible, high energy individual that can quickly pivot from one priority to another will be the successful Business Operations Manager candidate.

General Responsibilities:

• Facilitates weekly meetings with Business Operations Administrative team to review maintenance runs, repair matrices, address new business, review project assignments, etc.  Distribute the weekly meeting minutes to the Executive Vice President, Operations.
• Maintain and update service and maintenance matrices to be distributed to the Executive Vice President, Operations on a weekly basis.
• Responsible for the compiling and submission of department and building annual budgets.
• Oversees the computerized maintenance management system (Flowpath), providing guidance, training and troubleshooting.
• Provides administrative role training to administrative team and support staff as necessary.
• Manage maintenance of departmental office equipment, such as copier, printer, laminator and telephone systems.
• Maintain and manage cell phone and mobile device equipment and service lines.  This includes the issuing and receiving of devices as well as working in conjunction with HR to regulate employee mobile device service line needs.
• Attend department meetings and distribute meeting notes and project information as needed.
• Additional projects as assigned by the Executive Vice President, Operations and VP of Academic Administration & Operations.

• Schedule vendor, emergency vendor, contractor and other services appointments as needed.
• Liaise and facilitate communication between Business Operations and other organization departments and Executive personnel in prompt and courteous manner.
• Initiate and track service calls, emails and work orders as they pertain to business needs.
• Prepare invoices for department leadership review—review for accuracy, log, code, print/email, file and monitor.
• Research and collect pricing information from various vendors or retailers for products and services as directed.
• Prepare, submit and track requisitions and purchase orders from inception to completion.
• Communicate with various inspectors and consultants regarding violations or permit needs. Coordinate next steps with department leadership to resolve as needed.
• Communicate, coordinate and track contractors’ progress on work orders and projects pertaining to facility needs.
• Maintain and monitor department calendars.
• Print, prepare and maintain department records, matrices, contacts and other documents as requested.
• Ordering of office supplies, materials, equipment etc. for the department and/or on the behalf of organization operations.

• Supports VP of Academic Administration & Operations with:

• Supervise the daily workflow of the office administrative staff.
• Ensure office staff processes and procedures adhere to proper department protocol and overall business objectives.
• Manages the Academic and Housing Help Desks to ensure efficiency and timely completion of help desk requests. Assist staff in troubleshooting help desk challenges.
• Monitor office administrative staff performance.
• Document and track all department office administrative staff attendance and requests for time- off in VP’s absence.
• Approve and submit timesheets to payroll in VP’s absence.

• Provides backup support for Facilities Assistants as needed.

Qualifications:

• A Bachelor’s Degree in Business Administration or related field is preferred.
• Excel proficiency is required.
• A minimum of two years of budget experience including data analysis, compliance, audits, internal contr