Operations Coordinator - San Francisco Bay University

About San Francisco Bay University:

San Francisco Bay University (SFBU), a nonprofit, WASC-accredited, university situated in the heart of Silicon Valley in Fremont, California, seeks an innovative and experienced Operations Coordinator. SFBU’s mission is to offer inclusive, innovative, and inspirational education for lifelong careers and our vision is to set the standard as a national model of higher education in service of the common good.

At SFBU, students come first. We prioritize students’ needs by fostering personal engagement among students, faculty, and staff. We are committed to providing affordable quality education with a deep commitment to diversity, equity, inclusion, and social justice. Our professors are accomplished professionals who provide real-world experience in the classrooms to enhance the learning experience and prepare students for future careers. Our student body is reflective of the rich cultural diversity of the world, supported by a dynamic and inclusive learning environment. Moreover, our university captures the vibrancy of Silicon Valley. SFBU is in growth mode and we are looking to make a difference in our communities by enhancing access to affordable education for all students. We encourage you to learn more about SFBU by reviewing our strategic plan at https://www.sfbu.edu/strategic-plan.

Position Overview:

Reporting to the Chief Operating Officer, the Operations Manager develops and maintains systems to manage workflows for university operations such as events and facilities management. The operations manager provides complex administrative and budgetary support to the University Operations leadership team and manages special projects. This is a full-time exempt position under the Fair Labor Standards Act [FLSA].

Essential Duties and Responsibilities:

• Systems Development (25%) - Utilize existing technologies to develop paperless workflows and ticketing systems.
• University Events - Develop and oversee an events management system that leverages technology to handle space reservations, support event planning, and provide structure for event hosts (20%)
• Budget Analysis - Initiate purchase order requests, process invoices, assist with other procurement and financial accounting procedures, provide monthly reports, and conduct mid-year budget variance analysis. Assess operating budget allocations and budgetary projections. Conduct program and budget research. Assist in the development of operating guidelines and procedures to comply with institutional guidelines and University Operations objectives. Serves as a point of contact for staff, providing budgetary information and guidance, answers questions and responds to inquiries. (20%)
• Administrative Support - Handles a range of administrative functions including calendaring, event planning, correspondence, and records management (20%)
• Special Projects - Takes on special projects such as researching and selecting vendors (15%)

Minimum Qualifications:

• Strong proficiency in the use of spreadsheets, database software, and ticketing systems
• Three to four years relevant experience reflecting ability to perform a range of administrative functions including calendaring, event planning, correspondence, and records management
• Demonstrated performance of budget support such as year end reporting, mid-year variance analysis, monthly reconciliations

Preferred Qualifications:

• One year of event planning experience

Knowledge, Skills and Abilities:

• Knowledge and ability to implement relevant technology for database management, data analyses, and for supporting various business processes in higher education
• Knowledge of financial processes, policies and procedures in higher education
• Familiarity with various business and financial data management and reporting systems
• Knowledge and skills to apply event management principles, practices and techniques in support of effective event management
• Knowledge of crowd management, crowd safety protocols, security and emergency procedures related to small, medium and large scale gatherings
• Knowledge and skill to develop event management protocols
• Strong analytical and problem-solving skills
• Strong verbal and written communication skills
• Customer service orientation with ability to respond effectively and in a timely manner
• Ability to use discretion and maintain confidentiality

Work Environment & Physical Demands

• Occasional nights and weekends are required.
• Exposure to cold, noise, inside or outside.
• Physical demands include lifting limits, bending, sitting, driving.
• Job duties typically performed in an office environment.

Salary Range: $85-90K

Anticipated Start Date: June 1, 2024

Application Process:

To ensure full consideration, please submit a letter of interest by April 30, 2024 which describes your experiences based on the stated responsibilities. Submit a current CV/ resume and the names and contact information of 3 references.

This position description is not intended to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change, or new ones may be assigned at any time, with or without notice.

SFBU is an Equal Opportunity / Affirmative Action Employer: SFBU is committed to providing equal employment opportunities for all employees and applicants for employment. SFBU does not discriminate in employment opportunities or practices based on race, color, religion, sex, age, national origin, disability, veteran status, sexual orientation or any other characteristic protected by law.