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Job Description

Statement of the job

The Operations Manager helps to establish and coordinate complex operational and administrative systems and provides management support to statewide staff. They will be responsible for the oversight of administrative and financial systems including finance, information technology (MIS), and strategic procurement. The position involves administering and working as a team with other NVME and UMA/UMS personnel in Finance and Budget, Computer Services and Information Management, Distance Learning, Grants and Contracts, and other related areas. This position involves developing and maintaining relationships with technology contractors and other vendors and represents the organization to other agencies, funders, and the general public.

Duties include:

1. Creates, plans and administers over twenty program and project budgets; works with UMA/UMS finance and budget process, including PeopleSoft GL and Advance Gifts processing systems; communicates relevant budget information to Executive Director and others as needed.
2. Work with UMA/UMS IT to ensure the ongoing maintenance and updating of information technology systems and infrastructure, including hardware, software, and other applications.
3. Manage client Management Information System (MIS); maintains a relationship with MIS vendor VistaShare; stays current with system developments and initiatives and implements improvements.
4. With the Administrative team, manage and maintain effective systems for strategic procurement, coordinating and communicating with staff the relevant UMS policies and procedures for purchasing office supplies and training materials, travel and expense reimbursement, and other program-related expenses.
5. Supervise statewide Administrative Specialist and administrative work-study students and assists in carrying out administrative responsibilities, including maintaining inventory and purchasing equipment and supplies and submitting invoices for payment in the UMS strategic procurement system (MaineStreet Marketplace).
6. Managing and processing legal documents and agreements, including contracts, MOU's, leases, insurance, and other related documents; ensuring information is being shared with relevant staff and deadlines and objectives are being met.
7. Work with the Executive Director, Management Team, and members of the UMA/UMS Finance office in creating, maintaining systems, and administering NVME diversified budget and programs/projects.
8. Understand and works with NVME/UMA/UMS finance and budget process and procedures (including PeopleSoft GL); work with appropriate University personnel to interpret, develop, and update reports.
9. Establishes and maintains financial records, prepares financial reports, analyzes and manages accounts and makes budgeting decisions in coordination with the Executive Director's goals and objectives for the department.
10. Establishes and maintain personnel budget allocations across project and revenue sources.
11. Establishes and communicates budget information, ensure the relevant financial data is presented to the Executive Director, Management Team, Advisory Council, and other key stakeholders.
12. Work with Executive Director, Communications Manager, Development consultant, and the Development team to plan and implement the development plan, including developing and maintaining a calendar of key dates.
13. Provide an interface to UMS Advance Gifts processing donor database for gifts management, inputting data and requesting and producing necessary reports.
14. Work with Executive Director, Communications Manager, Development consultant, and team to develop and document other fund development and donor information, records, and reports, including MaineShare.
15. With Executive Director and Program Director, works with staff in preparing grant proposals, contracts, and fee-for-service activities and in the effective use of data for progress reports.
16. Work with UMA Development and Finance staff to coordinate grant proposals and develop online fee event registration and gifts contributions capacity.

Complete job description

About the University

UMA transforms the lives of students of every age and background across the State of Maine and beyond through access to high-quality distance and on-site education, excellence in student support, civic engagement, and professional and liberal arts programs.

UMA is the third-largest public university in Maine. In addition to its main campus in the state's capital, UMA also serves students at its campus in Bangor (UMA Bangor) and through UMA Centers around the state. With its multiple locations and long-term expertise in online and distance learning, UMA is generally considered the university of choice for Mainers of all ages who want to attend college without uprooting their lives.

Qualifications

Required:

• Bachelor's degree and three to five years of experience in a related field (business administration, computer information systems, financial services).

Preferred:

• Master's degree in Business or Public Administration or Computer Information Systems.
• Strong operational experience; ideally has worked in a senior management role for five or more years with progressive operations, administrative, and management experience and responsibility; non-profit or higher education experience a plus.
• Demonstrated experience in financial planning and analysis; ability to see beyond the numbers to identify trends and new possibilities and to communicate relevant data to key stakeholders.
• Technology savvy, with experience working effectively with information technology and distanced learning staff, systems, and vendors.
• Flexible and able to multi-task within an ambiguous, fast-moving environment with a solutions-based approach; demonstrated resourcefulness in setting priorities and guiding investment and developing capacity within people and systems.

Salary: The normal starting salary for this position is between $51,000 - $54,000 and is commensurate with training, education and experience.

We are not able to consider applicants who require Visa sponsorship support .

Incomplete application materials cannot be considered. Materials received after the initial review date of October 13, 2024 will be reviewed at the discretion of the University.

The successful applicant is subject to appropriate background screening.

Equal Opportunity Statement

In complying with the letter and spirit of applicable laws and pursuing its own goals of diversity, the University of Maine System does not discriminate on the grounds of race, color, religion, sex, sexual orientation, transgender status, gender, gender identity or expression, ethnicity, national origin, citizenship status, familial status, ancestry, age, disability physical or mental, genetic information or veterans or military status in employment, education, and all other programs and activities. The University provides reasonable accommodations to qualified individuals with disabilities upon request. The following person has been designated to handle inquiries regarding non-discrimination policies: Director of Equal Opportunity, 5713 Chadbourne Hall, Room 412, University of Maine, Orono, ME 04469-5713, 207-581-1226. TTY 711 (Maine Relay System).

Clery Act

The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, or Clery Act, mandates that all Title IV institutions, such as the University, prepare, publish and distribute an Annual Security Report, (ASR) and provide notice of the availability of the ASR to all prospective employees. This report consists of two basic parts: disclosure of the University's crime statistics for the past three calendar years; and disclosures regarding the University's current campus security policies. You may view the University's Annual Security Report .