Operations Manager

Position Summary:

The Operations Manager is a key individual contributor responsible for planning organizing and supervising the daily operating activities of the Center for Corporate Partnerships. This position reports directly to and supports the Head of Corporate Partnerships. The Operations Manager serves as a primary point of direct contact and liaison with other offices individuals and external institutions and companies on a range of issues. This position requires a high level of skill in customer service building relationships within and outside of the university and coordinating multiple activities in support of a busy office navigating to advance complex multifaceted relationships across the university with the external business community.

The Operations Manager will manage internal and external partner interactions; maintain calendar and travel arrangements for the Head of Corporate Partnerships; handle day-to-day problems and situations; and provide administrative operations and project support as needed to the office. This role ensures policy and procedure compliance and assists with achieving departmental objectives and goals while remaining in budget.

About the Work Unit:

The Center for Corporate Partnerships provides central leadership to coordinate and advance corporate engagement across Vanderbilt University. The Center stewards and connects any opportunities with business and industry is a continuous resource for faculty and staff and provides unified relationship management with key corporate accounts the university collaborate with. The Center is a key component of the newly launched Vanderbilt Enterprises initiative.

Vanderbilt Enterprises is a strategic initiative launched to unlock the full potential of Vanderbilt Universitys assetsfacilities services and partnershipsto generate sustainable revenue and support long-term institutional priorities. Led by CEO Markus Schreyer the venture draws inspiration from global best practices across industries including hospitality sports and entertainment.

Key Functions and Expected Performance:

Office Coordination and Administration

Maintain comprehensive knowledge of all aspects of Corporate Partnerships operations.

Oversee daily office functions including budget management policy implementation and strategic planning. Lead projects that impact the office such as relocations or major initiatives.

Manage the recruitment and onboarding processes for new team members acting as the liaison for interviews communications and ensuring a smooth transition with HR and VUIT.

Develop document and enforce office policies and procedures.

Monitor and manage the office budget and supply inventory including technology and hospitality needs.

Identify and proactively resolve issues in technology facilities management purchasing and security.

Manage the calendar for the Head of Corporate Partnerships coordinating meetings with both internal and external stakeholders.

Arrange travel logistics for the Head of Corporate Partnerships and handle expense reporting as the designated delegate.

Compile and analyze data for reports maintaining accurate records and spreadsheets as needed.

Serve as the point of contact for visitor interactions providing a welcoming office presence.

Efficiently manage incoming communications including phone inquiries and shared email inboxes.

Support technical operations during virtual meetings and events.

Project Management and Resource Allocation

Collaborate with teams for data collection and preparation of quarterly project reports.

Mentor and train staff providing support when primary trainers are unavailable.

Design and execute logistical plans for corporate partner visits and events managing all operational details from catering to space setup.

Act as the main liaison to HCM and FUM to ensure compliance with institutional policies.

Execute administrative objectives for the Center of Corporate Partnerships.

Serve as the departments purchasing agent ensuring proper procurement processes for supplies and services.

Understand and apply institutional financial policies related to travel procurement and expenses to uphold compliance and resource stewardship.

Process all financial transactions (payments reimbursements purchase orders) through Oracle adhering to university policies.

Reconcile non-payroll budget expenses and resolve discrepancies autonomously.

Collaborate with Corporate Partnership Directors and divisional Business Operations to anticipate budgetary needs for future events and initiatives.

Ensure the prompt processing of department invoices according to university policy.

Division-Wide Initiatives and Leadership

Represent the office in divisional strategic planning sessions and initiatives.

Cultivate relationships with external stakeholders and partners acting as a representative for the office.

Serve as a subject matter expert on VU enterprise CRM (VQ) providing training to new team members and participating in CRM strategy discussions.

Advocate for and implement operational improvements both within and beyond departmental functions.

Gather stakeholder consensus on operational changes and improvements.

Coordinate training sessions for staff and student workers as required.

Supervisory Relationships:

This position does not have current supervisory responsibility. There is a potential for supervision of student workers in the future. The position reports functionally and administratively to the Head of Corporate Partnerships.

Education and Certifications

Bachelors degree from an accredited institution of higher education is necessary. Experience in lieu of education accepted and relevant military experience and/or work experience can be substituted for required education.

Experience and Skills:

At least 3 years directly comparable experience is necessary.

Advanced experience with Microsoft Office Suite: Word Outlook Excel and PowerPoint is necessary.

Strong organizational interpersonal and communication skills are necessary.

Ability to use independent judgment and to manage and impart confidential information is necessary.

Ability to analyze and interpret financial and operational data and prepare business reports is required.

Ability to work effectively with a wide range of constituencies from diverse industries backgrounds is necessary.

Ability to multi-task strong attention to detail and discretion are necessary.

Work processing data entry and/or records maintenance skills are necessary.

Previous experience with Vanderbilt and Vanderbilts user systems is preferred.

Ability to seek out and assimilate professional development opportunities is necessary.