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Business Operations Manager, Deans Office

Brigham Young University

  • Location: Provo, Utah
  • Category: Other
  • Date Posted: January 27, 2023
  • Application Deadline: Open until filled

Job Description

Advance the BYU Marriott School of Business vision and mission of developing Christlike leaders through exceptional administration of key college and deans’’ office operational functions. Significant areas of ownership and responsibility including acting as the financial manager for the dean’s office department, managing day-to-day deans’’ office operations, overseeing facility space and asset management, and providing executive-level support for multiple deans’. In fulfilling these duties, this role will carry responsibility for external, university, and college facing collaborations and negotiations with multiple stakeholders. They will develop and execute the strategy for elevating the experience for our dean’s office department including our deans’, staff and administrators, and a large student employee team.

Essential Functions

Financial Management

  • Control and manage department financial activities, analyze department expenditures to determine trends or problems and recommend viable solutions to any problems. Key areas are student wages, administrative travel, tools, and supplies.
  • Assist the college controller with quarterly budget forecasting & analysis for the dean’s office department.
  • Submit annual budget and resource planning requests for the dean’s office.
  • Access and provide data analysis of BYU accounting systems. This includes the ability to create, read and understand reports and the functions within Chrome River, Fast Track, Y-Marketplace, Y-time, Business Objects, and other reports within the BYU systems.
  • Review and approve deans’ office purchasing card expenses and campus card expenses.
  • Review and manage deans’ office accounts including, but not limited to budget accounts, endowment accounts, gift accounts, club accounts, and the spending and compliance associated with these accounts.
  • Serve as an approver of expenses made by staff, ensuring all items meet college and university guidelines.
  • Serve as the liaison for the department with the college controller, financial services, auditors, or other financial personnel. Ensure the deans’ office is in complete compliance with all department and campus financial policies and procedures.
  • Review and prepare experiential learning reports and all other requested financial reports from the college or department.
  • Function as department’s Records Liaison.
  • Oversee multi-million-dollar facilities budget.
  • Prepare and oversee deans’ office operations budget and Sunshine Fund.
  • Define policies for and manage student wage levels and raises.
  • Manage purchasing and inventory of office and facilities related products and services.
  • Research and negotiate contracts with vendors as needed.

Deans’ Office Operations

  • Organize and coordinate office administration and procedures to ensure effectiveness, efficiency, and safety.
  • Manage office hours, team scheduling and coverage.
  • Recruit, hire and onboard, train, monitor performance of student team members.
  • Approve time records for direct report employees.
  • Organize and facilitate deans’ office department meetings and trainings.
  • Oversee student team meetings.
  • Develop and promote positive office culture including initiatives, employee recognition programs, and celebrations.
  • Provide travel-related operational support services.
  • Serve as key member on the college Operations Coordinating Committee (OCC)
  • Coordinate and manage department mail as BYU Mail Services representative.

Facilities & Asset Management

  • Project manage all major renovations and public space remodeling and refurnishing projects in the TNRB and ROTC buildings.
  • Submit and follow through to completion all college-level work orders and service requests.
  • Chair college Building Committee.
  • Maintain strong relationship with university Building Care & Custodial team, ensuring accountability for required service levels.
  • Be forward thinking and proactive in identifying and addressing future facility’s needs.
  • Define, provide training on, and ensure compliance with building standards and related policies.
  • Ensure proper control over college inventory and manage storage facilities.
  • Manage the college Asset Checkout system, including department credit cards.
  • Manage inventory of furniture in classrooms and commons area.
  • Oversee BYU Marriott art collection – inventory, preservation, valuation, presentation, and storage.
  • Serve as GRO Card Swipe Access specialist.
  • Coordinate with University Police to ensure safety and appropriate access.
  • Understand BYU’s risk management policies and provide updates and trainings as required.
  • Serve as college Safety Officer.
  • Develop college crisis communications and continuity plans.

Executive Services for Administrative Dean and Assistant Dean for Finance and HR

  • Manage distribution of college-wide communications as directed.
  • Approve all college student association events.
  • Serve backup role for college AIM administration.
  • Schedule and coordinate meetings with college leadership and other dean stakeholders.
  • Manage sensitive, confidential information with an elevated level of discretion and care.

Education/Experience

Minimum education/experience required:

  • Bachelor’s degree plus 2 years’ management or financial experience in a professional or higher ed environment, or equivalent education and relevant experience.

Preferred:

  • Bachelor’s degree plus 4 years’ experience management at BYU with focus on financial and facility oversight (see preferred skills below)

Skills, abilities, knowledge, licenses, certifications (please indicate whether “required” or “preferred”):

Required:

  • Fit with university and college missions, including college values of faith in Christ, integrity, respect for all, and excellence.
  • High emotional intelligence, particularly self-awareness, self-regulation, social skills, and empathy.
  • Skilled at relationship building with all levels of organizational stakeholders (external, internal, supervisor, peers, students, university leadership, etc.)
  • Excellent organizational and time management skills, including managing multiple priorities and projects.
  • Strong project management skills: demonstrated ability to take full ownership for projects and see them through to completion.
  • Ability to manage and mentor student employees.
  • Thrives in a collaborative, integrated team environment.
  • Strong oral and written communication skills.
  • Solid MS office skills, including high comfort level with Excel.
  • Proactive, forward thinking, and strategic.
  • Attitude and actions that reflect a deep sense of personal responsibility and accountability.
  • Sensitivity and judgment dealing with confidential records and information.

Preferred:

  • Experience working in finance, HR, and facility management.
  • PMP or similar certification.
  • Experience working in higher education and/or BYU university systems.

 


Employee Class:
 Administrative
Work Location: Provo Campus

Environment: General office or other equivalently good environment

Desired Start Date: As soon as possible
Job Close Date: Open Until Filled

Pay Level: 51
Approximate Starting Salary: $53,000 to $68,500 (DOE)

Documents Required at time of Application:
Required: Cover Letter, Resume
Optional: Letter of Recommendation 1

Members of The Church of Jesus Christ of Latter-day Saints must hold and be worthy to hold a current temple recommend.

Brigham Young University is an equal opportunity employer, including disability and protected veteran status.

Brigham Young University recognizes the benefits of attracting and retaining a diverse workforce. We strive to create a welcoming workplace that promotes a sense of inclusivity and belonging.

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