|Type of Position||Regular: A position which is considered essential for the effective long-term operation of the university. Persons appointed to this position will receive the privileges and benefits associated with regular employment status.|
The Manager of Administrative Services is responsible for providing operational, human resources, and fiscal activity support services for Processed Stores, Linen Services, Shipping & Receiving, and the Mail Room.
- Human Resources -Act as Human Unit Resources Representative and be responsible for all related HR transactions, systems, and related reporting. Develop and maintain onboarding checklists for new staff members. Resolve payroll questions. Follow up on all compliance requirements. Maintain staff member contact information. Monitor staff percent time at work and recommend corrective action as needed. Assist in the staff selection process. Ensure staff certifications, if required, are on file and up to date; e.g. an Iowa Class B CDL license for staff driving straight trucks and IATA/ICAO certification for staff preparing shipping documents for transportation of dangerous goods by air.
- Operational Support and Management –Build, maintain, and publish process documentation for the major operational functions within the division. Compile and analyze hours paid and work units by process and make recommendations for corrective actions and operational improvements. This information is used to measure the unit's performance and comply with variable budgeting and benchmarking reporting. Maintain departmental safety and security polices and investigate, educate staff and supervisors, and take corrective actions as needed. Ensure staff has access to SDS information on hazmat materials in inventory. May supervise other support staff.
- Financial Responsibility -Participate in developing, submitting, and managing operational budgets. Review and approve charges to departmental budgets. Create purchasing requisitions as necessary and ensure that month end encumbrances are valid. Analyze, reconcile, and adjust linen & laundry charges to user departments on a bi – annually basis. Review large medical supply inventory adjustments, significant swings in inventory valuations, and unusual changes in moving average prices; make corrections as required. Responsible for workflow administration.
- Information Management - Coordinate the review, resolution, and response to significant requests for information, data, services, and complaints from sources outside of our department.
- Communications Management - Prepare and publish monthly staff information reports. Coordinate departmental process improvement teams to foster and develop a culture of staff engagement and safety.
- Strategic Planning -Assist in strategic planning of future systems, equipment, space, and human resources needed to accommodate anticipated growth in activity and additional responsibilities.
A Bachelor's degree or an equivalent combination of education and experience.
- Supervisory experience supporting the daily operations of an office or department, typically 3 or more years.
- Ability to create highly cooperative, respectful, and mutually beneficial relationships with staff, peers, internal stakeholders, leadership, and strategic outside partners.
- Ability to demonstrate exceptional organizational and planning skills.
- Prior experience initiating and editing human resource transactions within a human resource system.
- Demonstrated skills resolving employee performance deficiencies.
- Familiarity working with budgets in a business setting.
- Demonstrated ability to order supplies and services within a purchasing system.
- Excellent written and verbal communication skills that enable effective transference of complex data and concepts to all levels of employees.
- Demonstrates proficiency using Excel spreadsheets or writing queries using SQL data base applications such as Oracle (PeopleSoft) or Access (Microsoft).
- Able to use Word, Outlook, and Power Point.
- Addressing employee performance deficiencies in a union setting.
- Knowledge of University HR, Accounting, and Purchasing Systems is desired.
- Intermediate knowledge of Excel or SQL data base applications, Word, Outlook, and Power Point.
- Knowledge of Joint Commission standards pertaining to infection control practices in the context of warehousing and internal distribution of medical supplies, medical gases, and linens.
- Knowledge of University Safety & Security guidelines for storing and handling hazardous materials.
- Knowledge of Federal and State of Iowa D.O.T. rules and regulations as they pertain to outbound shipping ground and air and over the road local transport of materials.