This role of Operations Manager provides general administrative support to the Director of Preservation, Buildings and Grounds by handling routine administrative tasks and by acting as the primary point of contact with other offices, individuals, and external institutions on a range of complex operational and administrative inquiries and issues. This position assists the Director in the management of Hagley Museum and Library’s information technology and infrastructure by acting as the primary liaison for the outsourced IT provider and provides hands on oversight of the system as pertains to cameras, security systems, alarms, and the VOIP system. This Operations Manager coordinates accounting activities, prepares internal reports, and participates in the administrative aspects of budget planning and management. This person is also key in the Division’s project development and planning by ensuring more efficient service and organization of the office.
• Manages and serves as point-person for all day-to-day office operations responsibilities, procedures and services including IT, telecommunications, security, mailing/shipping, maintenance, installation, and repairs.
• Monitor’s effectiveness of and reports from the IT vendor, develops a working knowledge of Hagley’s electronic/digital network and campus map, user needs, and computer inventory.
• Along with the Director, PBG, works on IT strategic planning and feasibility, including to develop RFPs and participate in execution and communication of plans.
• Assists in facilities management and is responsible for the oversight of the current and future Work Order and Facilities Management systems. As such, is responsible for communicating what PBG work is scheduled through regular emails and a weekly memo.
• Provides support in the planning and oversight of short and long-term facilities projects and gives assistance as secondary contact for building services and property management, lease management, and compliance oversight.
• Responsible for developing/monitoring budgets and reporting financial information to the Director, PBG.
• Handles accounts payable, purchasing, tracking, and receiving supplies and equipment for the Buildings and Grounds Division. Also controls Division Visa credit card use.
• Responsible for safety functions within the Preservation, Buildings and Grounds Division, including emergency procedures and plans, disaster preparedness, safety training, and supply maintenance. Serves on Safety Committee.
• Is responsible for security functions, including adjusting schedules, requesting service tickets, maintaining database of user’s codes and permissions.
• Updates and oversees Division policies and procedures.
• Manages the Foundation’s Fleet Management Program.
• Is responsible for overseeing part-time mail room staff.
• Takes part in the organization and logistics of major Special Events, such as Fireworks and Car Show, held several times a year. Also works these events when asked.
• Interacts with a diverse group of staff members, including seasonal staff, vendors, and contractors.
• Other duties as assigned by PBG Director.
Minimum Experience Required:
High School Diploma/ GED Equivalent, Bachelor’s degree in relevant field preferred. Must possess solid IT familiarity, with the ability to clearly communicate on the subject of VOIP, server, software, and network solutions. Four years of office administrative experience, facility management, or equivalent experience with increasing responsibility
• Ability to take initiative, operate independently, and thrive in a fast-paced environment
• Excellent written and verbal communication skills
• Project management, and logistical planning and implementation skills
• High level critical thinking, problem solving and decision-making skills with the ability to connect operational duties to overall organization goals and strategies
• Creativity and innovation to improve existing processes and define new processes
• Strong interpersonal skills including ability to build strong collegial relationships
• Ability to coordinate the work of others not under direct supervision
• Proficient in MS Office Word, Excel, and PowerPoint; proficiency in MS Access and SharePoint a plus
• Detail-oriented and organized
• Must demonstrate maturity, have excellent judgment, discretion, and problem-solving abilities, and be able to handle multiple priorities simultaneously while meeting deadlines