Operations Support Manager

Chartered by the state of Georgia in 1785, the University of Georgia is the birthplace of public higher education in America and is the state's flagship university (https://www.uga.edu/). The proof is in our more than 240 years of academic and professional achievements and our continual commitment to higher education. UGA is currently ranked among the top 20 public universities in U.S. News & World Report. The University's main campus is located in Athens, approximately 65 miles northeast of Atlanta, with extended campuses in Atlanta, Griffin, Gwinnett, and Tifton. UGA employs approximately 3,100 faculty and more than 7,700 full-time staff. The University's enrollment exceeds 41,000 students including over 31,000 undergraduates and over 10,000 graduate and professional students. Academic programs reside in 19 schools and colleges, including our newly established School of Medicine.

The UGA Facilities Management Division is the largest of 7 divisions reporting to the Vice President for Finance and Administration. The exceptional staff of over 800 personnel manage, operate, and maintain campus landscapes, buildings, and infrastructure to promote the long-term sustainability of the University of Georgia.

Monday-Friday, 8:00 AM-5:00 PM
No on call rotation
Some night and/or weekend work may be needed to meet the needs of the department.

The University of Georgia is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, genetic information, national origin, race, religion, sex, or veteran status or other protected status. Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact Central HR ( hrweb@uga.edu).

The University System of Georgia is comprised of our 26 institutions of higher education and learning, as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found online at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct.

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found online at https://www.usg.edu/policymanual/section6/C2653.

The Maintenance Planning Group is a complex organization comprised of three departments and is responsible for planning and design of campus infrastructure. 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 the computer for up to 8 hours per day.

Stand, walk, climb, stoop, bend and squat.

Be advised a credit check will be required for all positions with financial responsibilities. For additional information about the credit check criteria, visit the UGA Credit Background Check website.

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. Please visit the UGA Background Check website.

* 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.

* 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 FMD Warehouse 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.

* Monitor departmental vacancies and hiring. Initiate HR actions in UGA Jobs 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 FMD HR.

* Communicate separation requests with FMD HR 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).

* Assist Maintenance Planning and Design Group employees with benefits and payroll questions

* Other duties as assigned by Senior Director