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POSITION SUMMARY

The Operations Assistant Manager is a key member of the Operations team. The position is a highly visible one, requiring a welcoming and professional presence. In addition to helping to manage daily operations on campus each day, this person will be responsible for some essential administrative tasks for the department. They will also ensure the support team is on track with their tasks each day as the third in the leadership chain of command. This position is very collaborative and the ideal candidate will be hard-working, organized, detail-oriented, a strong multi-tasker, great with deadlines and willing to go the extra mile. This is a 100% in-person position, typically working a swing shift (between the hours of 9am and 8pm as well as some weekend days.)

PM22

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Work closely with Director of Operations to ensure all daily operations and administrative tasks are covered throughout each week
• Collaborate daily with Director of Operations and Facilities Manager as part of the Operations Leadership Team
• Onsite supervisor of Receptionist and 2 part-time Operations Assistants
• Keep CIIS Connect (SharePoint) page updated
• Keep Emergency Response and Safety Manual and Cal OSHA IIPP (Illness, Injury and Prevention Program) and Standard Operating Procedures documents updated
• Become familiar with/help execute established university Emergency Response and Safety Procedures
• Ensure COVID-related protocols are followed, update documents as needed
• Assist with annual insurance renewal documents
• Update university-wide documents (e.g. academic catalog) as needed
• Work with Registrar and Academic Program Coordinators/Managers Office on Room Scheduling process
• Order office supplies
• Maintain campus directory
• Accounts Payable-coding and related tasks
• Help manage daily evening and weekend operations when scheduled to do so, including opening or closing campus duties
• Help manage daily administrative and office-related tasks
• Assist Director of Operations with special projects as needed
• Back up for Facilities tasks as needed, including covering for Facilities Manager in their absence
• Work on university-wide committees as needed

MINIMUM QUALIFICATIONS

• 4-year degree from an accredited university
• 2-4 years of administrative and management experience
• Must be able to act as a first responder, be on-call for building emergencies
• Willingness to be CPR/First Aid certified or be trained in ergonomic assessment
• Must be punctual and reliable
• Must have flexible midday/evening/weekend availability
• MS Office proficiency, including MS Teams
• Motivated self-starter but also a collaborative team player
• Strong communication (written and oral) and interpersonal skills a must
• Excellent organizational skills with the ability to multitask under pressure
• Creative, resourceful thinker and a problem-solver
• Meticulous attention to detail
• Good time management skills

LOCATION

ON CAMPUS, IN OFFICE.

ENVIRONMENTAL DEMANDS

Occasional work performed alone. Collaboration and constant work around and with other people.

WAGES AND BENEFITS

Wages are commensurate with skills and experience and may include a competitive benefits package.

NOTES TO CANDIDATE

Working Conditions - Duties are primarily performed in an office environment at a desk or computer terminal, typically Monday through Friday. Evening and weekend availability is required for this position.
Background Check - Due to the sensitivity and requirements of this position, you should expect to undergo and be cleared of an employment background/criminal check, if extended an offer for employment. You may also be asked to provide proof of educational degree(s), licenses, or credentials pertinent to the position. If your job requires driving on behalf of CIIS you will be required to provide proof of a valid driver's license.
Visa Sponsorship - Visa sponsorship is not available for this position. Applicants must currently be authorized to work in the United States for any employer.
Relocation Assistance - This position is not eligible for relocation assistance.

EQUAL EMPLOYMENT OPPORTUNITY POLICY

CIIS strives to cultivate and preserve a culture of inclusion and belonging as part of its Seven Commitments. More than accept difference, we honor and celebrate our staff's diversity of experiences, perspectives, and identities. Together, our community creates and maintains working and learning environments that are inclusive, equitable, accessible, and welcoming.

CIIS is proud to be an equal opportunity employer. We are committed to providing an open, fair, inclusive, non-discriminatory environment for all individuals across differences of race, religion, sexual orientation, gender identity, national origin, socio- economic status, ethnicity, age, physical ability, or medical condition. We seek to increase the presence, representation, and inclusion of U.S. historically under-represented people of color, international, bilingual, and bicultural students, faculty, and staff; and, to provide an environment that will attract and retain individuals identified as lesbian, gay, bisexual, transgender, queer, questioning and intersex (LGBTQQI+). CIIS is committed to compliance with all fair employment practices regarding citizenship and immigration status.

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