Operations Support Manager

Operations Support Manager

The Grounds Department is a large, complex organization responsible for maintenance and repair of the university campus grounds. This position provides departmental leadership with administrative, fiscal and human resource support. Administratively, this position will assist with work order, purchasing, travel, and inventory management. Fiscal responsibilities will include departmental budget monitoring/review, reporting and reconciliation as well as vendor payment administration. This position will serve as departmental liaison for human relations needs including position management and recruitment. This position assists departmental staff with employment-related questions.

Knowledge of UGA accounts payable, procurement, and budget policies and procedures to effectively manage and oversee department's financial transactions. Knowledge of UGA HR policy and procedures to effectively manage departmental human resources actions to include recruiting, hiring, termination, discipline, etc. Knowledge of the AiM work order system. Possess thorough knowledge of Microsoft Office applications (Word, Access, Excel, Outlook, PowerPoint, Etc.) Ability to learn new automation systems and applications. Possess excellent organizational skills and the ability to multi-task. Ability to use discretion with confidential information. Ability to work effectively with senior executives, administrators, and/or faculty. Extensive knowledge and experience with invoicing, purchase orders and contracts.

Sit at computer for up to 8 hours per day. Stand, walk, climb, stoop, bend and squat. Driving as needed to perform job related duties. Yes, driving is a responsibility of this position. Yes, this is a position of trust. Yes, this position has operation, access, or control of financial resources. Yes, this position requires a P-Card and having a P-Card is an essential function of this position. No, this position does not have direct interaction or care of children under the age of 18 or direct patient care. Yes, this position has Security Access.

Be advised a credit check will be required for all positions with financial responsibilities. Offers of employment are contingent upon completion of a background investigation including, a criminal background check demonstrating your eligibility for employment with the University of Georgia; confirmation of the credentials and employment history reflected in your application materials (including reference checks) as they relate to the job-based requirements of the position applied for; and, if applicable, a satisfactory credit check. You may also be subject to a pre-employment drug test for positions with high-risk responsibilities, if applicable.

Administrative Support: Serve as departmental administrator for AiM work Manager system. Inputs departmental transactional information in AiM. Monitors submitted WO's and distributes to shops for completion. Serve as departmental administrator for departmental purchases through the UGAMart system. Negotiate and resolve proposal and invoicing conflicts at all customer/contractor levels. Act as departmental travel specialist. Remain current of UGA/BOR travel policies. Provide support in preparing travel authorizations/reimbursements for departmental staff. Communicate approved policies and procedures, along with policy and procedure changes to staff. Manage annual inventory process of equipment, tools, etc. for department.

Fiscal Management: Utilize various reporting tools to monitor departmental budget and monthly financial reviews for all fund types assigned to the department, including state allocations and departmental sales and services. Reconcile and correct transactions needed on G/L and AiM. Ability to prepare UGA general ledger adjustments via A/P vouchers and GL Journals. Administer departmental payment requisition process. Review and/or approve departmental purchases and charges through FMDWarehouse system. Monitor activity, report inconsistencies to management and resolve as needed. Manage departmental P-card program and hold a purchasing card. Prepare reports for departmental review. Assist FMD leadership with departmental financial reporting as needed. Assist with continuous review of service center financial structure.

Human Resources Coordination: Monitor departmental vacancies and hiring. Initiate HR actions in UGAJobs related to job postings, requests to fill, job description changes, reports to updates, and other position management changes, etc. Prepare all hiring packets accurately and submit to FMDHR. Communicate separation requests with FMDHR office in a timely and accurate manner. Review payroll approvals and exceptions in OneUSG Connect and assist supervisors with resolving/approving prior to payroll deadlines. Serve as departmental T&L approver (backup to supervisors).

Other duties: Assist Grounds Department employees with benefits and payroll questions. Other duties as assigned by Director and Assistant Director.