Experience Inc. Jobs

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $80,000- $90,000

Position Summary

The Operations Manager reports to the Associate Vice President of the Office of Research Initiatives and Development and provides operational, financial, and administrative support to the Office of Research Initiatives and Development (ORID) as a key member of the team. Responsibilities include supporting the execution and planning of research funding opportunities and major academic events, financial tracking, inter-office communications, office administration, and other duties as assigned. This role combines administrative expertise with proficiency in office operations and project management.

ORID strives to anticipate changes that will affect the university's $1B research revenue stream, presenting a unique opportunity for growth and innovation. The successful candidate will play a key role in shaping the future of the office, contributing to process improvements and supporting strategic initiatives.

The successful candidate will take a hands-on and proactive approach, building working relationships with key partners to facilitate office operations and prioritize tasks. The incumbent must manage scheduling for large meetings, maintain excellent attention to detail in all projects, possess the ability to learn the research environment, and demonstrate the ability and inclination to maintain confidentiality unless otherwise instructed. The candidate reviews and processes financial transactions expeditiously and accurately, operating independently while keeping supervisors informed of progress. Initiative is welcome.

Responsibilities

Executive Support

• Manage the complex calendar for the Associate Vice President of Research Initiatives and the Director of Research Initiatives. Interact with internal and external contacts at all levels of the University to coordinate meetings. Develop agendas and draft minutes for meetings. Manage logistics, including arranging rooms, refreshments, circulating materials, and addressing other needs.
• Execute logistics for meetings and events, including coordination for faculty committees, organizing and planning academic events, and making necessary arrangements for external visitors, such as travel, accommodations, and itineraries. Schedule group meetings and related appointments as needed. Attend meetings and provide minutes/notes as requested.
• Screen all incoming calls and requests, using proper judgment and discretion, and create independent correspondence in response to inquiries. Coordinate travel arrangements, reservations, and itineraries. Draft, edit, and coordinate the distribution of listserv messages as needed, in collaboration with members of the EVPR leadership.

Financial Processing

• Manage ORID's budget, including processing reimbursements, troubleshooting system errors, reconciling expenses, and supporting relevant trainings.
• Track and oversee office expenses to ensure alignment with targets. Project future fiscal year expenses and budgetary needs.
• Submit requisitions and purchase orders on behalf of the office.

Office Management and Maintenance

• Ensure a welcoming and professional working environment. Handle all incoming communications in a timely and appropriate manner. Maintain confidentiality related to human resources matters.
• Coordinate office repairs, maintenance, and technological needs with Facilities and CUIT.
• Manage timesheets for office staff.
• Cooperate with other units of the university to establish productive working relationships with partners to accomplish joint aims.
• Coordinate travel arrangements and itineraries including transportation and lodging.

Special Projects

• Maintain and update the Research and Research Initiatives websites, including redesigning and developing existing and future pages.
• Collaborate with other team members to supervise undergraduate work-study employees on various administrative tasks.
• Schedule special initiative meetings, senior leadership meetings, and other priority or office-wide meetings.
• Other duties as assigned

Minimum Qualifications

• Bachelors Degree or equivalent required.
• Minimum of three years related experience functioning as anassistant to a senior officer required.

Preferred Qualifications

• Excellent organizational and analytical skills.
• Ability to take initiative and work under minimal supervision.
• Handle multiple projects by established deadlines.
• Strong written, oral, and interpersonal communication skills.
• Exercise discretion and confidentiality.
• Eagerness to learn about interdisciplinary initiatives and research operations.
• Comfortable with change in a transitioning office.
• Curiosity to learn about sciences and research operations.