Director of Administrative Operations, OGC

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Department:

General Counsel

Time Type:

Full time

Job Type:

Regular

FLSA Status:

Exempt

Work Modality:

Hybrid 01 (On Campus 3-4 Days/Week)

Union:

Job Description:

Summary:

The Director of Administrative Operations is responsible for the day-to-day administrative functions for the Office of General Counsel (OGC) and the Board of Trustees (BOT). These responsibilities include management of the physical offices and operational processes, assisting with the planning and implementation of logistics for BOT meetings, coordinating communications, budgetary and financial management, human resources, and supporting other operational functions and strategic initiatives. The Director ensures that all allocations, insurance reimbursements and other funds intended to support operations, external legal expenses, litigation support, settlements, strategic goals and initiatives are properly disbursed, managed appropriately, reconciled and audited in accordance with university standards and best practices.

Essential Functions:

1.) Administration and Operations

• Provide direct support to the Vice President, responsible for the direct management and oversight of the day-to-day operations of the department, ensuring the office runs smoothly. Analyzes and evaluates the effectiveness and efficiency of administrative management processes. Identifies potential impacts and provides recommendations to senior management. Compiles information and prepares various documents, i.e., status reports, studies, administrative and confidential reports, and correspondence. Fosters and maintains collaborative and working relationships with key stakeholders to ensure optimum cooperation and coordination to maximize the quality of administrative programs and services. Facilitates the resolution of administrative issues identified by management; acts as liaison between departments to resolve administrative issues. Consults with senior management concerning changes in, or newly established policies. Manages office communications, including inquiries to general email accounts and the OGC website content, maintains and coordinates correspondence, and schedules meetings. In close coordination with the Assistant Board Secretary, serves as a liaison with Office of the President and university events staff to plan and coordinate logistics and participation in Board meetings and other events;  cultivates and maintains relationships to assist the Vice President with carrying out the duties of that position, internal and external operational areas.

2.) Budget and Finance

• Directs and coordinates financial planning for the OGC operating budget, the BOT operating budget, and the institutional budget for legal expenses, including vendor management, accounts payable, receivables management, contract administration, and shared administrative resource management. Works with the Vice President, attorney staff, and Assistant Board Secretary to develop and coordinate the department’s operating budget planning process, track spending on legal matters, and forecast resource requirements for new and existing matters. Monitors the coordination of the university’s insurance coverage with respect to active legal matters, working directly with attorneys to monitor legal expenses and track insurance reimbursements, and engaging directly and independently with claims adjusters. Processes invoices and purchases for the department, interfacing with Accounting, Budget Office, and Accounts Payable offices for processing and reconciling financial transactions, and managing business processes with an eye toward simplification, transparency, and efficiency. This position is the office financial/bu