Operations Manager - Mathematics

Updated: 3 months ago
Location: Cheney, WASHINGTON
Deadline: 19 Jun 2023

Posting Details
Posting Details

Position Title Operations Manager - Mathematics
Posting Number 2023044EP

Position Information

Classification Title Operations Mgr
Working Title Operations Manager
Classification Code 1513
RCW Exemption Criteria 17 - Managerial
EWU Position Number E99456
CUPA Code No Match
FLSA Exempt - Administrative
Bargaining Unit None
% Full Time 100%
Salary / Wage Range AE - 107
Salary Information
$51,878 – $58,491/yr. DOE
Anticipated Start Date 07/18/2023
Term of Appointment 12 months per year
Location Cheney Campus
County Spokane County
Project Description
Project Duration N/A
Background Check Yes - Both
Responsible HR User Kenlyn Mackey
Responsible HR User Email address kmackey2@ewu.edu

Position Details

Job Summary
The Operations Manager reports to the Department of Mathematics Chair and works independently within administrative guidelines to manage departmental resources and ongoing office, instructional, research, and co-curricular activities. Primary responsibilities include management of administrative operations by planning, administering, controlling and implementing budgetary and personnel activities and actions related to the department. Other key position responsibilities include:
  • Coordination and supervision of a variety of administrative tasks pertaining to the department.
  • Work cooperatively with the faculty, staff and students to develop, process, and maintain departmental documents and materials.
  • Analyze problems and provide the Chair with information, counsel and reports of actions taken.
  • Act as liaison between the Chair and other personnel including but not limited to those in the Dean’s office, Academic Affairs, Office of Grants and Research Development (OGRD), and EWU Foundation. Initiate and complete special assignments as needed.

On top of salary, the university offers a comprehensive benefits package including health insurance, life and disability insurance and retirement. In addition, EWU offers generous vacation and sick leave accruals, 12 paid holidays per year and fringe benefits, such as tuition waiver for employees, discounted EWU sports tickets and free transportation through STA buses. For additional information regarding insurance benefits please see our Benefits page: https://inside.ewu.edu/hr/benefits/insurance/ .
About Eastern Washington University
Eastern Washington University, a regional, comprehensive public university with an enrollment of over 10,000 students, is one of six state-funded four-year institutions of higher education in Washington, each governed by its own board of trustees. EWU’s 300-acre main campus is located in Cheney, a community of 12,000 residents 16 miles southwest of Washington’s second largest city, Spokane. Eastern also offers programs in downtown Spokane at the innovative, energy-efficient Catalyst building and at Riverpoint, a campus shared with Washington State University. In addition, EWU programs can be found at select locations throughout the state, aligned with the needs of the community. Eastern contributes to the vitality of the region and the state through its wide array of bachelor’s and master’s degrees in over 100 fields of study, as well as applied doctorates in physical therapy and educational leadership, offering accessible pathways to career success and personal development to students of all socioeconomic and cultural backgrounds.
Tribal Land Acknowledgement
Eastern Washington University resides within the traditional homelands of the Spokane People and other tribes who are connected through their shared history of this region. This land holds their cultural DNA and it is their Ancestors who are here and bring forth the knowledge of this place—the knowledge that comes from the land.
Diversity Statement
EWU does not discriminate in its programs and activities on the basis of race, color, creed, religion, national origin, citizenship or immigration status, sex, pregnancy, sexual orientation, gender identity/expression, genetic information, age, marital status, families with children, protected veteran or military status, HIV or hepatitis C, status as a mother breastfeeding her child, or the presence of any sensory, mental, or physical disability or the use of a trained guide dog or service animal by a person with a disability, as provided for and to the extent required by state and federal laws.
Conditions of Employment
Regular work schedule of Monday-Friday 8am-5pm, with the possibility of teleworking according to university policy and occasional nights and weekends.
  • This position, during the course of university employment will be involved in the receipt of, or accountability for, university funds or other items of value; as well as the unsupervised access with the developmentally disabled, vulnerable adults or children under the age of 16. The offer of employment is contingent upon successful completion and passing of a background check prior to beginning employment.
  • All new employees must comply with EWU immunization Policy 602-02 and provide proof of immunity or vaccination to MMR before beginning work at EWU. Waivers for the immunization requirements are available for medical or sincerely held religious beliefs.
  • Upon hire employees will complete our required Diversity Equity and Inclusion (DEI), Hazing, Harassment and Title IX training. Online training can be accessed at https://inside.ewu.edu/hr/training/orientation/ or complete the training in person or via Zoom. In person and Zoom training opportunities will be posted on InsideEWU and are listed on our Human Resources site: https://inside.ewu.edu/hr/training/
  • This is an Administrative Exempt position and is covered by EWU Policy 406- 01, Exempt Employment .
Physical Demands
If you would like to obtain a copy of the Essential Functions Analysis form, which describes the physical and mental demands of the position, please contact Kenlyn Mackey at kmackey2@ewu.edu
Pre-Placement Physical No
Hearing Test No
Medical Monitoring Post Hire No
Protective Equipment
University, local, regional and state mandates for public and personal protection should be followed as needed.
Required Qualifications
  • Bachelor’s Degree, any field
  • Minimum of 3 years’ full-time experience in a similar position providing administrative support
  • Experience analyzing information, identifying problems, defining alternatives, and developing recommendations for administrative decision making
  • Experience developing budgets and expense projections, and providing guidance based on policies and regulations
  • Experience with electronic budget management systems
  • Experience working in an environment that required maintaining confidentiality of information
  • Strong computer skills to include but not limited to:
    • MS Office
    • Database management/tracking
  • Demonstrated ability to apply a culturally responsible and flexible approach that is sensitive to the diverse needs, including universal access, of the students, faculty, administrators, and external contacts
Preferred Qualifications
  • Bachelor’s Degree in Business, Public Administration, or related field
  • Experience with grants management
  • Experience working in higher education
  • Experience using University systems to include but not limited to:
    • Banner – Student and Finance
    • Concur
    • CLSS
    • Tableau
Other Skills and Abilities
  • Demonstrated Core Competencies Required at the Time of Application:
  • Professionalism
  • Leadership
  • Self-directed, and able to work with minimal supervision
  • Able to work both collaboratively and independently
  • Superior communication skills, verbal and written
  • Organizational and analytical skills
  • Discretion and confidentiality
  • Appropriate exercise of independent judgment and delegated authority
  • Demonstrated ability to actively think ahead, anticipate upcoming needs, and propose solutions; effective decision making
Work Schedule Type Regular
Work Schedule
  • 100% 12 month position
  • Typically – M-F 8am-5pm
  • Possibility of teleworking according to university policy
  • Occasional nights and weekends, based on the needs of the department, college and/or university
Posting Date 05/30/2023
Open Until Further Notice No
Closing Date 06/19/2023
Screening to Begin 06/20/2023
Special Instructions to Applicants
To be considered for this opportunity, please submit your application materials through our online faculty application portal located here: https://jobs.hr.ewu.edu/. If you are unable to submit through the applicant portal, contact Kenlyn Mackey at kmackey2@ewu.edu.
It is strongly recommended that you print a copy of these instructions and the position posting before you begin to complete the online application, as the instructions will not be viewable once you begin the application process.
Application materials must include:
  • Cover letter, which addresses each of the qualifications of the position, required and preferred if applicable. The preferred format is to provide a bulleted list within the body of the cover letter;
  • Resume to include work history and major duties, education, and any specialized training or skills related to position;
  • List of 3 professional references including names, title, organization name, phone numbers, email addresses, and their connection to you;
  • Diversity Response: Additionally, as an equal opportunity employer with a multicultural staff and student populations representing various cultures and backgrounds that may be different form your own. You will be asked to respond to this prompt as part of the online application process. Please describe how you will apply an approach that is supportive to the diverse needs, including universal access, of our students, faculty, staff, and the public.

All materials will be held in strictest confidence; references will not be contacted until candidates have been notified.
Note: Letters of Reference are not required at this time. We reserve the right to request letters of reference at a future date, such as once we have identified interview candidates.
Application Types Accepted Application

Job Duties

% of Time 45
Responsibility / Duty
Budget Management
Participate in broad budget and resource planning with the chair, Dean, College Finance Officer (CFO), and faculty committees. Manage, within established plans, the department resources, foundation accounts, grants, and contracts.
  • Assist the chair, CFO, and committees in the development of budget requests;
  • Coordinate budget plans with the CFO;
  • Create and disseminate budget reports for the Chair and CFO;
  • Monitor and project department revenues, and expenditures;
  • Oversee purchasing and approved expenditures;
  • Support Chair, faculty and OGRD in pre- and post-award management and oversight of grant funds;
  • Support Chair, faculty, University Advancement, and the EWU Foundation in management and oversight of philanthropic funds;
  • Support the Chair in creation and dissemination of and workload analysis reports;
  • Support the Chair and department technicians to establish and manage equipment maintenance and replacement plans;
  • Project department revenues and expenditures;
  • Provide budget status reports to the chair and the Dean;
  • Oversee purchasing and approving other expenditures;
  • Coordinate budgets with the Dean’s office and the Office of Grants and Research Development;
  • Analyze, coordinate, track, and suggest revisions to course fees to ensure that they are properly collected and appropriately used;
  • Manage course fee accounts to meet short and long-term course needs
Essential Function Indicator Yes
% of Time 35
Responsibility / Duty
Assistant to the Department Chair
Responsible for the coordination and supervision of a variety of administrative tasks pertaining to the department. Work cooperatively with the faculty, staff and students to develop, process, and maintain departmental documents and materials. Analyze problems and provide the Chair with information, counsel, and reports of actions taken. Act as liaison between the Chair and other personnel including but not limited to those in the dean’s office, Academic Affairs, Office of Grants and Research Development (OGRD), and EWU Foundation. Initiate and complete special assignments as needed.
  • Solicit information and provide documentation and background information to support, or aid the Chair in making decisions;
  • Communicate decisions, interpret university and department policies, and transmit requests to department faculty, staff, and student employees with accuracy, diplomacy, and sensitivity;
  • Independently create management reports that include historical reviews and financial projections;
  • Evaluate administrative or procedural problems and suggest solutions and/or raise issues for discussion at departmental meetings;
  • Route faculty, staff, student, and public inquiries to appropriate entities;
  • Serve as information and policy resource person to faculty, staff, and students;
  • Represent the chair by attending meetings as appropriate;
  • Prepare course proofs and manage course room assignments using Banner, CLSS and other university systems;
  • Coordinate operations between classes/faculty at the Kingston, Monroe and Catalyst, buildings.
Essential Function Indicator Yes
% of Time 10
Responsibility / Duty
Program Management
  • Interpret, counsel and implement EWU policies and procedures;
  • Design and maintain data management systems;
  • Develop and implement procedures to effect new programs or activities in conformance with EWU policies;
  • Assist the chair and curriculum and executive committees in program planning;
  • Prepare or supervise preparation of workflow for university curriculum changes. Process and track workflow including but not limited to student Course Approval and Registration (SCARF) requests;
  • Assist Department Chair with scheduling of courses and rooms using the CLSS system;
  • Serve on appropriate university and department committees;
  • Design and maintain department brochure and recruitment materials;
  • Initiate and complete special projects;
  • Assist with preparation and dissemination of department newsletter; to include formatting, distribution, and database management;
  • Analyze problems and provide information, counsel, and report to chair on action taken;
  • Supervise management and maintenance of advising files and student records system;
  • Coordinate advising schedule administrative support for student advising;
  • Reconcile department travel requests and expense reports;
  • Perform as back -up for secretary senior and other support personnel, including all aspects of departmental travel;
  • Other duties as assigned.
Essential Function Indicator Yes
% of Time 5
Responsibility / Duty
Personnel Procedures Management
Assist the Chair in the administration of personnel practices and procedures. Ensure department compliance with college, university, state, and federal procedures, policies, regulations, and laws regarding personnel hiring and administration.
  • Maintain personnel records and position information;
  • Initiate, prepare, and review personnel action forms;
  • Support tenure-track and lecturer faculty recruitment and hiring process;
  • Prepare hiring paperwork for quarterly faculty;
  • Support the Chair to develop a staffing plan, maintain staff position descriptions, and create job advertisements;
  • Oversee management and hiring of student employees;
  • Create and disseminate notices and advertisements for faculty, adjunct, staff and student positions, providing for timely acknowledgements, and verifying proper maintenance fo applicant files;
  • Ensure proper paperwork and processes are followed for filling positions.
Essential Function Indicator Yes
% of Time 5
Responsibility / Duty
Office Staff Supervision
Administrative manager for the department. Interpret, counsel and implement EWU policies and procedures. Develop and implement office procedures, policies, and systems. Supervise and train department secretary senior. Supervise and train student office assistants.
  • Develop and implement office procedures, policies, and systems;
  • Develop and maintain the department front office manual;
  • Provide daily oversight of staff and student employees;
  • Develop job descriptions and performance expectations;
  • Interview, train, supervise, assign work and evaluate performance of secretarial and student office assistants, taking corrective action if necessary;
  • Initiate student office assistant’s personnel actions, and approve leave and timesheets;
  • Scheduling office and laboratory staff hours to ensure appropriate coverage during business hours.
Essential Function Indicator Yes

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