Administrator of Operations - Health Promotion and Kinesiology

TITLE

Administrator of Operations

JOB SUMMARY

The Administrator of Operations reports to the School of Health Promotion and
Kinesiology Director and oversees daily administrative operations, facility usage, facility
maintenance, and student assistant supervision within Pioneer Hall. The Administrator of
Operations would also supervise a senior secretary staff member. Key responsibilities
include managing SHPK and Pioneer Hall budgets and operational expenses, processing personnel
transactions and vacancy forms, preparing purchasing requisitions and purchase orders,
independently completing financial and statistical reports, and maintaining capital
inventory. In addition, the Administrator of Operations coordinates facility usage and
maintenance, and manages event scheduling, set-up and breakdowns within Pioneer Hall. This position
works under the direction of the SHPK Director, with performance evaluated based on completion of
assigned tasks and outcomes achieved. The performance evaluation is conducted through the
performance evaluation system and under the university's policies and procedures.

ORGANIZATIONAL RELATIONSHIPS

Reports to: Director, School of Health Promotion and Kinesiology

Supervises: Senior secretary, Pioneer Hall student staff, and Health Promotion and Kinesiology
student assistants; these individuals are responsible for day-to-day tasks within the building.

ESSENTIAL DUTIES - May include, but not limited to the following:

* Manages accounting functions within SHPK and Pioneer Hall.
* Manages all accounts under the management of the Director.
* Assists with budget preparation and management.
* Oversees all faculty and staff purchasing, travel, and operational expenses.
* Manages purchasing cards and approves reconciliations.
* Makes travel arrangements and processes requisitions and reimbursements for the
Director.
* Prepares annual appointment and budget forms and periodic reports.

* Initiates and implements operational upgrades to increase efficiency.
* Performs technical clerical work involving the exercise of independent judgment.
* Collects and edits data for reports.
* Oversees the management and security of records, data, equipment, and materials.
* Develops and updates office forms and procedures.
* Composes routine correspondence and screens visitors.
* Ensures that support services are provided to the programs and stakeholders.
* Manages scheduling for academics and special events within Pioneer Hall.
* Collaborates with Athletics and Fitness & Recreation for scheduling events within Pioneer
Hall.
* Directs recruitment, training, supervision, and evaluation of 6 student staff.
* Aligns student staffing with SHPK and Pioneer Hall policies.
* Directs recruitment, training, supervision, and evaluation of a senior secretary.
* Develops and maintains communication with various departments within the TWU
community and external partnerships.
* Meets with faculty and staff to collaborate on the success of the programs and the
facilities, and provides leadership, support, and strategic direction.
* Forms strong ties with campus and community partners for programming aligned with the mission
of the School of Health Promotion and Kinesiology and the university.
* Oversees the development of risk management strategies and safety protocols.
* Implements Pioneer Hall and SHPK policies, procedures, and protocols.
* Observes work and safety rules and policies.
* Assists with purchasing and inventorying of equipment in Pioneer Hall.
* Provides equipment and event support services for Pioneer Hall facility users.
* Ensures proper documentation and delivery of equipment orders via student employees.

ADDITIONAL DUTIES

* Performs other duties as requested.

EDUCATION

Bachelor's degree required. Master's degree preferred.

EXPERIENCE

Three years of budget-related tasks are required. Building management experience is preferred.
Experience with supervision of staff is preferred.

REQUIREMENT

Regular and reliable attendance at the University during regular scheduled days and work hours is
an essential function of this position.

All employees share the responsibility of maintaining information security and
privacy requirements within the university by adhering to Federal and State regulations, and TWU
Policies & Procedures.

KNOWLEDGE, SKILLS, AND ABILITIES - The following are essential:

* Knowledge of modern business practices, accounting principles, and budget procedures.
* Knowledge of management methods and ability to provide administrative guidance and
direct training and supervision as needed.
* Knowledge of data collection, analysis, and interpretation.
* Knowledge of university programs, policies, and practices.
* Knowledge of department and emergency action procedures.
* Skill in working with diverse populations, demonstrating cultural competence.
* Skill in developing and presenting workshops or training.
* Proficient organizational, administrative, and planning skills.
* Ability to organize work effectively, conceptualize and prioritize objectives and
exercise independent judgment based on understanding organizational policies and activities.
* Ability to make independent decisions and take appropriate action, to work
independently, and to follow through on assignments with minimal direction.
* Ability to work collaboratively in a team-oriented environment.
* Self-starter demonstrating initiative in a fast-paced higher education environment.
* Ability to multi-task, manage multiple priorities, and work under pressure to
meet deadlines.
* Ability to develop and maintain databases, reports, and processes.
* Ability to interact and collaborate with diverse departments.
* Establishes and maintains effective work relationships with students, faculty, staff,
and the public.
* Represents SHPK, Athletics, and TWU in a friendly, courteous, and professional manner.
* Ability to use a personal computer and other office equipment, including
university-related software, scheduling software, and email.
* Ability to plan, direct, and evaluate a complex operation and large-scale
event, using human resources, time, funds, and other resources to accomplish the institution's
long-term and short-term goals.
* Ability to provide administrative guidance within the area of responsibility, providing
direct training and supervision as needed.
* Ability to apply budgetary and fiscal planning techniques within financial constraints.
* Ability to integrate resources, policies, and information to determine procedures,
solutions, and other outcomes.
* Ability to communicate effectively verbally and in writing.
* Ability to respond to emergencies promptly.
* Ability to perform CPR and First Aid.
* Ability to work an assigned shift, on-call, and some evenings and weekends depending
upon academic component and/or facility needs.

PHYSICAL DEMANDS

The physical demands described in the Essential Duties and below are representative of those that
must be met by an employee to successfully perform the essential duties of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the
essential duties.

The employee may be required to travel.

WORK ENVIRONMENT

All employees are responsible for maintaining an environment that is free from discrimination,
intimidation, harassment, including sexual harassment. Work is normally performed in a typical
interior work environment.

SAFETY

TWU promotes a safe working environment. Employees are responsible for completing assigned tasks
safely and efficiently, and supervisors are responsible for creating and maintaining a safe work
environment. Employees must report any unsafe work conditions or practices, as well as any
near-miss incidents, to their supervisor and Risk Management. Supervisors and employees should
ensure that injury/accident reports are submitted to the Office of Human Resources and Risk
Management within 24 hours of the incident.
The job description does not constitute an employment agreement between the employer and employee
and is subject to change by the employer as the needs of the employer and
requirements of the job change.