at Northern Arizona University in Flagstaff, Arizona, United States
Job Description
Operations Manager
Job ID: 608292
Location: VP Advancement
Full-Time
Regular
Workplace Culture
NAU aims to be the nation's preeminent engine of opportunity, vehicle of economic mobility, and driver of social impact by delivering equitable postsecondary value in Arizona and beyond.
NAU Elevating Excellence Academic Excellence | Student Success | Commitment to Indigenous People | Impactful Scholarship | Mission-driven Faculty and Staff | Community Engagement | Sustainable Stewardship of Resources
Job Description
The Operations Manager plays a critical role in supporting the strategic and operational functions of the organization, ensuring seamless execution of board activities, executive support, and administrative operations. This position is responsible for planning and implementing board-related functions and communications, including scheduling and logistics for meetings, task forces, and managing the director portal. The Operations Manager oversees the development and distribution of materials to ensure directors and attendees are informed and prepared to participate effectively. Additionally, the role includes managing the onboarding and orientation of new directors, providing executive-level administrative support to the Vice President, and coordinating travel arrangements and calendar management.
The Operations Manager supports Advancement | Foundation administrative goals by managing front desk operations, recruiting and training student employees, and ensuring accurate employment records and payroll processing. The position also involves creating reports, monitoring compliance with university and foundation policies, and supporting human resources functions such as recruitment, performance appraisals, and employee documentation.
The position is expected to be knowledgeable in and navigate multiple software solutions concurrently. This dynamic role requires exceptional organizational, communication, and leadership skills to ensure operational efficiency and alignment with organizational goals. The ideal candidate will be able to anticipate needs, remain organized under pressure, and represent the Vice President and his/her office in both internal and external meetings as needed. This dynamic, fast-paced position requires the ability to think critically and offer solutions to problems with a high-level of professionalism and confidentiality.
Board Operations - 35%
Plans and implements NAU Foundation activities and communications to ensure directors are fully engaged with and well-informed.
Manages all relevant board programs and processes such as recruitment, orientation, terminations, maintaining accurate information such as board bios, listservs, contact information, meeting attendance.
Plans and coordinates logistics and materials for board-related functions, including meetings of directors, board committees, and task forces, ensuring invited attendees are sufficiently informed and prepared to participate.
Develops, compiles, and coordinates production and distribution of meeting materials in an accurate and timely manner.
Manages all content and training of a Foundation board portal.
Serve as the primary liaison and de-facto secretary for the Foundation Board, providing administrative/operational support to the Board, its committees and task forces, and individual board members as needed.
Composes verbal and written communication with board members and their staff.
Division Operations - 35%
Organize and maintain accurate and timely employment records for all division staff.
Manage payroll processes, including support with the HR service team and time reporting, supplemental pay, and monitoring and approving part-time employee and student hours in compliance with university policy.
Researches, summarizes, and analyzes information; calculates statistics and compiles data to prepare special and recurring reports containing specialized or sensitive information.
Provides information requiring comprehensive knowledge of university and department policies, procedures, and operations to internal and external constituents.
Assists division leadership in delivering operational communications, including management of the Intranet, preparation of meeting agendas, and presentations.
Oversee the Advancement | Foundation front desk operations, including frontline customer service of phones, email, etc.
Recruit, train, and manage the front desk student employees, schedules, and work plans.
Answers inquiries and composes correspondence on general and technical matters in accordance with established guidelines and forwards other items to supervisor or appropriate staff.
Evaluate and resolve typical operational functions to ensure effectiveness and compliance with university policies and regulations.
Administrative - 25%
Provide administrative support to the Vice President of Advancement and CEO of the Foundation.
Arrange complex travel schedules for the Vice President and processes all required travel documents in accordance with the university travel policies and procedures.
Manage the Vice President's calendar. Prioritize and arrange meetings, conferences, appointments, and travel for the Vice President.
Work closely with Advancement | Foundation administrative team to achieve common goals.
Transcribes and enters contact reports into donor database.
Compiles complex prospect briefs/profiles for the Vice President.
Work closely with Advancement | Foundation administrative team to achieve common goals.
Plans and arranges conferences or meetings; communicates arrangements to appropriate individuals.
Evaluate and resolve typical administrative/operational functions to ensure effectiveness and compliance with university policies and regulations.
Interface with senior-level university administration and other high-level external university constituents and donors.
Acts as primary contact for assigned function with outside organizations or other departments; responds to technical administrative questions and ensures follow up.
Other - 5%
Other duties as assigned.
Minimum Qualifications
Bachelor's degree in related field, and
1-2 years of management experience, and
2-4 years of relevant experience; or
Any combination of relevant education and experience may be substituted for the educational requirement on a year-for-year basis.
Preferred Qualifications
Knowledge of NAU's practices and procedures.
Experience working with non-profit boards, university foundation or governing boards, college advisory boards.
Experience working in a higher education setting.
High-level computer and software proficiency with Microsoft Teams, Word, Excel, Zoom, and a variety of databases.
Knowledge, Skills, & Abilities
Knowledge
Knowledge of organizational practices.
Knowledge of applicable legislation, standards, policies, and procedures within specialty area.
Knowledge of NAU's HR business practices.
Knowledge of NAU's Service Now Ticketing system.
Skills
Coordination of activities, evaluating data, and establishing priorities.
Developing and implementing new strategies and re-engineering operations and procedures.
Organizational and project management skills.
Microsoft Office Suite (Word, Excel, PowerPoint).
Abilities
Works independently and can juggle multiple high-priority projects at once.
Communicates effectively.
Exercises good judgement and professionalism in a fast-paced setting.
Promotes a diverse, inclusive environment.
Background Information
This position has been identified as a safety/security sensitive position. Therefore, per AZ Revised Statute, Northern Arizona University requires satisfactory results for the following: a criminal background investigation, employment history investigation, degree verification (in some cases) and fingerprinting. If you are applying for a job that requires a CDL, you will be required to register with the Federal Motor Carrier Safety Administration Drug & Alcohol Clearinghouse and adhere to the clearinghouse requirements. Additionally, as an employer in the state of Arizona, NAU is required to participate in the federal E-Verify program that assists employers with verifying new employees' right to work in the United States. Finally, each year Northern Arizona University releases an Annual Security Report. The report is a result of a federal law known as the Clery Act. The report includes Clery reportable crime statistics for the three most recent completed calendar years and discloses procedures, practices and programs NAU uses to keep students and employees safe including how to report crimes or other emergencies occurring on campus. In addition, the Fire Safety Report is combined with the Annual Security Report for the NAU Flagstaff Mountain Campus as this campus has on-campus student housing. This report discloses fire safety policies and procedures related to on-campus student housing and statistics for fires that occurred in those facilities. If you would like a free paper copy of the report, please contact the NAUPD Records Department at (928) 523-8884 or by visiting the department at 525 E. Pine Knoll Drive in Flagstaff.
Salary
Salary range begins at $51,085. Annual salary commensurate with candidate's qualifications and related experience.
FLSA Status
This position is exempt from the overtime provisions of the Fair Labor Standards Act (FLSA) and therefore will not earn overtime or compensatory time for additional time worked.
Benefits
This is a Service Professional (SPF) position. NAU offers an excellent benefit package including generous health, dental and vision insurance; participation in the Arizona State Retirement System or the Optional Retirement Program; 22 days of vacation and 10 holidays per year; and tuition reduction for employees and qualified dependents. More information on benefits at NAU is available on the Human Resources benefits website. NAU is a tobacco and smoke-free campus. Service Professionals are hired on a contract basis, renewable each 6 months according to terms of the Conditions of Professional Service. Employees offered a position will be eligible for state health plans (including NAU's BCBS Plan). New employees are eligible for benefits on the first day of the pay period following their enrollment, after their employment date. Employees will have 31 days from their start date to enroll in benefits. If a new employee chooses the ASRS retirement option, participation in the Arizona State Retirement System, and the long-term disability coverage that accompanies it, will begin on the first of the pay period following 6 months after the new employee's start date. New employees who choose to participate in the Optional Retirement Plan (ORP), which is an alternative to the ASRS plan for faculty and other appointed staff, will begin to participate on the first day of the pay period following election. Additionally, the long-term disability plan that accompanies the ORP will begin on the first day of the pay period following election.
Learning and Development
Your career at Northern Arizona University includes the opportunity for professional development. New employee on-boarding training includes courses to be completed within the first 30 days.
Immigration Suppt/Sponsorship
NAU will not provide any U.S. immigration support or sponsorship for this position.
Application Deadline
March 24, 2025 at 11:59 p.m.
How to Apply
To apply for this position, please click on the "Apply" button on this page. You must submit your application by clicking on the "Submit" button by midnight of the application deadline. If you need assistance completing your application there are instructions available on the Human Resources website or in person in the Human Resources Department located in Building 91 on the NAU Campus - on the corner of Beaver and DuPont Streets.
If you are an individual with a disability and need reasonable accommodation to participate in the hiring process, please contact the Disability Resources Office at 928-523-8773, DR@nau.edu, or PO Box 5633, Flagstaff AZ 86011.
Equal Employment Opportunity
Northern Arizona University is a committed Equal Opportunity/Affirmative Action Institution. Women, minorities, veterans and individuals with disabilities are encouraged to apply. NAU is responsive to the needs of dual career couples.
Know Your Rights Poster
NAU is an Employer of National Service. AmeriCorps, Peace Corps, and other National Service alumni are encouraged to apply.
To apply, visit: https://hr.peoplesoft.nau.edu/psp/ph92prta/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=1&JobOpeningId=608055&PostingSeq=1
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