Operations Manager

The operations manager in collaboration with the PA leadership team is responsible for the planning and direction of administration functions of the PA Program and its two geographical cohorts. This role will include coordinating both didactic and clinical activities of students enrolled in the program at multiple sites. The operations manager is also responsible for all operations, including physical plant, IT infrastructures, budget management, business development, staff development, credentialing processes, program liaison, and project management on the main campus and the STP site. The operations manager will perform duties that support the mission and core commitments of Barry University. The scope of this position includes the management of the PA program, leased, and rented facilities, its students, and clinical partners throughout North, central, and South Florida.

This position is hybrid

Essential Functions

Leadership

Leads, manages, and directs all administrative operations to optimize Program, College, and University strategic initiatives (enrollment, recruitment, and retention of students).

• Administrative leadership, PAP- Serves as point of administrative and executive support for the PA program’s administrators and staff. Collaborates with key personnel within the Vice Provost and Associate Dean’s suite to optimize program operations. Meets with program administrators and staff to provide initial consultation, guidance, and strategic action plans for the resolution of ongoing quality improvement projects.

• Evaluates and manages the needs of the programs and its multi-sites in the areas of personnel, training, performance assessments, individual professional development, operating budget and finances, space, and renovation projects.

• Collaborates with the program director for strategic planning including assessments, preparation of reports, and policy development.

Leads all administrative processes while fostering collaboration with PA program team members:

• Coordinates recruiting and hiring process, contract processing, and orientations to ensure appropriate documentation is obtained for HR at initial hire.

• Maintains university workday processes and policies.

• Creates Meeting requests for program faculty and staff (subject to approval of administrator), and coordinates availability with central calendar manager.

• Maintains a Program on-site schedule.

Financial Management –

Collaborates with PA administration on annual budgets for the PA program and its multi-campus sites to optimize Program and University priorities. 

Creates and manages the budgets for CME events/conferences (i.e., PANCE review).

• Comprehensively and creatively controls costs within approved budgets, time schedules and quality parameters to optimize Program and University priorities.

• Approves and oversees department invoices and expense reports.

• Manages grant funding distributions in concert with the grant department.

• Coordinates with all vendors supplying PA program and coordinates external resources necessary for PA Program operations.

• Prepares and manages rental leases and agreements for all campus sites.

• Acts as Program Cost Center Manager.

• Attends monthly Profit and Loss (P&L) Review meetings with PD/ APD.

• Maintains financial records for campus and Manage PA Program AMEX Purchasing Card services.

• Reconciles all bills on an ongoing basis

• Processes outside vendor and adjunct bills and invoices for payment through Workday

• Reconciles pending accounts every month through Workday

• Assists with travel reservations and requests through Workday

• Orders supplies in the University management system (currently WorkDay)

• Prepares online requisitions, order supplies, and desk copies.

Program Liaison –

Maintains documentation and systematic communication with University, Vice Provost and Associate Dean, and Program leadership regarding the program, for internal and external organizations/agencies. Serves as the interface with these organizations/agencies

Internal University

• Coordinates with various Barry University service departments, i.e., DOIT, Registrar, Admissions, HR, Business and Finance, Facilities, AIS, Workday, etc. to create systems and processes that enable efficient workflow within these programs.

External Professional

• Assists compliance with policies, standards, and procedures in accordance with the PA accrediting body; ARC-PA, and various external organizations.

External Affiliates

• Manages affiliation contracts (vendors and suppliers) and collaborates with legal regarding renewals.  Collaborates with the Program Director regarding the initiation of new contracts. (Clinical affiliations for Supervised Clinical Practice Education partners are managed by the clinical team.)

Project Management –  

Leads the operational activities of the PA Program. 

• Requires day, evening, and weekend availability and traveling to the PA Program multi-sites, at least once a semester or as needed. 

• Manages multiple site leases for academic and clinical sites. 

• Communicates with the landlords regarding facility issues. 

• Plans, directs, coordinates, and delegates operational activities for the PA Program. Manages virtual meeting rooms, conference rooms, classrooms, and laboratory scheduling.

• Supervises the organization and planning of Program events such as new student orientation, white coat ceremony and Rite of Passage and Primary Care Review Conference, White Coat Ceremony, Clinical Orientation, Interprofessional education events other events and activities.

• Facilitates Program-wide events, collaborating with PA, CHW, University-wide, and external affiliates.

• Reserves rooms, classrooms, working with vendors for food or equipment

Develops and Maintains Marketing and Recruitment Initiatives.

Ensures truth and accuracy of information on the  PA Program  websites and information sheets, newsletters, and other publication materials.

• Identifies and attends trade shows and events that promote the PA Program and Barry University at the state and national levels.

• Partners with Barry University’s Marketing Department and ensuring the University’s branding on all marketing materials for the PA Program.

• Builds and engages with clinical partners and alumni to secure donations to support the University and Program initiatives.

• Purchases promotional materials for potential preceptors and trade shows.

• Plans and implements virtual and on-site Open House events.

• Creates and implements marketing campaigns.

• Oversees and assists with BUPA webpage and other social media

Performs confidential administrative duties.

• Assists the Program Director in managing references, graduate credentialing for applications to licensing agencies, hospital systems and insurance companies.

• Manages communication exchange with all PA professional organizations like PAEA, FAPA, AAPA and NCCPA.

• Enters and manages student information accurately into several platforms.

Basic Office functions: Performs basic administrative office work as needed to assist the needs of faculty, staff and instructional faculty. Assists in clinical clerical work as needed

• Organize, file, sort.

• Mail packages, distribute mail.

• Assist faculty in proctoring exams, and supervising students in the classroom via the Learning Management System (currently Canvas). Proctor students testing in a distraction-free environment per accommodations.

• Receive visitors

• Answer telephone, take messages, and reply to questions in accordance with general instructions.Transmit instructions or information to and from staff members.

• Compose meeting agendas and minutes, correspondence, type and revise forms, tables, handbooks, spreadsheets, flyers, etc.

• Compose correspondence and memos from brief verbal instructions or notes.

Qualifications/Requirements

A Bachelor's degree in any discipline is required. A Master's degree is preferred.

Benefits: Barry University offers a comprehensive benefits package to full-time employees that includes health, dental, vision, life insurance, retirement, tuition assistance, paid time off and work/life balance initiatives such as wellness programs, spirituality in the workplace, and training and development.

Barry University is an Equal Opportunity Employer, committed to a diverse and inclusive work environment.