Manager, Administrative Services

2 weeks ago

Baltimore, Maryland, United States Loyola University Maryland Full time
Posting Details

Position Title
Manager, Administrative Services

Job Category
Administrator

Office/Department
Center for Community, Service, and Justice

Work Environment
Hybrid

Location
Evergreen Main Campus

Staff Job Type
Full-time

If Temporary or Visiting, Estimated End Date:
Position Summary and Duties

The Manager, Administrative Services oversees administrative policies, risk and data management processes, student employment procedures, external executive-level communications, and financial management and planning for the Center for Community, Service, and Justice (CCSJ).

This role manages meeting and logistical support, including advisory boards. This role will supervise interns and students.

Financial & Office Management:
Manages the budget and financial processes for the department. Manages and tracks all payments for operating, grant funded, and endowment accounts (exceeding $1M). Supervises and tracks overall spending of specialized federal and state grant funds for the York Road Initiative. Manages funds, vendor payouts, and data/files for the Govans Farmer's Market and the York Corridor BID Management Authority.
Processes department invoices, requests for payments, and reimbursements for CCSJ and York Road Initiative departments and team members. Processes all incoming program deposits/payments for CCSJ. Collects, processes, and reconciles team member's monthly procurement card transactions. Manages office supply inventory and orders materials as needed.

Risk Management and Operations:


Provides oversight in operations, including setting up and maintaining effective and efficient systems for the Center's 50+ partnerships throughout Baltimore City and the University's strategically place-based York Road community development initiative.

Oversees CCSJ interns supporting risk management processes for community engagement (service-learning and volunteerism), including background checks, fingerprinting, and motorpool reservations.

Ensures that the departments abide by the University's Safety of Children in University Programs Policy.
Ensures that all deadlines, compliance, and regulations are met for the department's programs. Oversees the development and monitoring of memorandums of understanding (MOU) with community partners.

Provides guidance regarding risk planning for academic courses to the Faculty Director for Community Engaged Learning and Scholarship and the Assistant Director for Academic Engagement.

Collaborates with the University's contracts and risk management personnel to create new policies and procedures for the emerging 5104 York Road expansion to the Public Safety Building, including community partner use of space, visitor tracking, technology management, and reservation procedures.


Communications & Data Management:
Serves as the project manager for creating the Center's Annual Report and marketing collateral. Serves as the liaison for the department with marketing and communications in regards to content creation. Manages communications to the CCSJ Advisory Board, including meeting agendas, qualitative and quantitative data analytics, recommendations, and resources. Supports the Executive Director with scheduling needs. Oversees the execution of episodic, large-scale external events (ex. anniversary milestone celebrations, public lectures).Supports data management tasks related to maintaining national certifications and external reporting.

Student Employment Oversight:
Serves as a point of contact for the department for the student employment hiring process.

Submits supervisor paperwork for graduate assistants and works with the Assistant Director of Student Leadership to ensure all undergraduate student hire paperwork is completed for CCSJ's roster of interns and student fellows.

Collaborate with HR and Payroll departments to ensure up to date with processes and policies.

This role requires the incumbent to work outside regular business hours for occasional events and the annual Govans Farmers Market (typically 3-6:30 pm one day a week June-September).

Required Qualifications

Bachelor's degree required; experience may substitute for some of the education3-5 years of relevant experience or an equivalent combination of education and experience sufficient to perform the duties of the positionExcellent oral and written and marketing communication skills.

Advanced project management and organizational skills. The ability to manage multiple priorities and competing deadlines. Highly collaborative style; experience developing and implementing communications strategies. Experience in report writing is preferred.

Sincere commitment to work collaboratively with all constituent groups, including community members, Center staff, board members, volunteers, donors, program participants, and other supporters.

Enjoys creating and implementing new communication initiatives. Advanced proficiency in MS Office, especially advanced PowerPoint and Excel. Flexibility to work weekends and evenings as required.

Ability to support and advance the mission and values of a Catholic Jesuit education, as well as University goals for institutional diversity.

Preferred Qualifications

Job Posting Date
10/31/2023

Priority Application Deadline Date

Job Close Date

Anticipated Start Date

University Description

Loyola University Maryland is a Jesuit, Catholic university committed to the educational and spiritual traditions of the Society of Jesus and to the ideals of liberal education and the development of the whole person.

Accordingly, Loyola inspires students to learn, lead, and serve in a diverse and changing world. Loyola's beautiful, historic Evergreen campus is located in Baltimore, and its graduate centers are in Timonium and Columbia.

Loyola enrolls 4,000 undergraduate and 2,000 graduate students across the Sellinger School of Business and Management, the School of Education, and Loyola College of Arts and Sciences.

Founded in 1852, Loyola is one of 27 Jesuit colleges and universities in the United States and the first to bear the name of Saint Ignatius Loyola, founder of the Society of Jesus.

Diversity Statement
Loyola University Maryland strongly values the benefits that diversity brings to the workplace.

In accord with its Ignatian values, the University is committed to creating and promoting a community that recognizes the inherent value and dignity of each person.

Loyola University Maryland does not discriminate on the basis of race, sex, color, national or ethnic origin, age, religion, disability, marital status, sexual orientation, gender identity, genetic information, military status, or any other legally protected classification.

The University recruits, hires, and promotes in accord with this policy and its Core Values.

Special Instructions to Applicants

Successful candidates for any staff, faculty, or administrative position at Loyola University Maryland will be subject to a pre-employment background check.

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