Administrative Operations and Procurement Manager

1 week ago

Wilmington, North Carolina, United States Dartmouth College Full time
Job Summary

We are seeking an experienced Administrative Operations and Procurement Manager to join our team at Dartmouth College. This role plays a critical part in optimizing contract and vendor management systems, ensuring efficiency and accuracy in financial transactions.

Key Responsibilities
  • Oversee and manage all entries within Payment Works and Agiloft, ensuring data accuracy and system efficiency.
  • Collaborate with the Assistant Director to design and implement training materials and operating procedures for Accounts Payable and Procurement.
  • Communicate updates and changes to the Procurement team, ensuring adherence to Service Level Agreements and providing proactive support.
  • Partner with the Assistant Director to manage and process relief payments for pre-itemized items, ensuring accurate financial transactions.
  • Collaborate with Off-Campus Programs, reviewing and finalizing reports before submission to the Guarini Institute.
  • Monitor OCP bank accounts, address policy inquiries, and ensure compliance.
  • Respond to and resolve external process and procedure questions, providing clear communication and problem-solving.
Support for Specialists
  • Provide timely support to Finance Center Specialists and Senior Specialists by conducting research and supplying relevant data.
  • Assist in identifying and resolving operational issues, analyzing information from specialists to ensure efficient resolutions.
  • Interpret policies to support specialists and ensure adherence to organizational standards.
  • Utilize multiple systems to gather information required by specialists, ensuring seamless data integration.
  • Engage in training to stay updated on processes and contribute to improvements.
  • Assist in processing payables, deposits, journal transfers, and other financial transactions, ensuring compliance with protocols.
  • Perform reconciliations of expenses and revenues, identifying and rectifying discrepancies promptly.
Triage of Specialist Inquiries
  • Address or escalate critical issues promptly to ensure timely resolution.
  • Assist specialists with complex problems, ensuring thorough resolution and appropriate follow-up.
  • Identify technical issues and coordinate with technical support for resolution.
  • Use the issue call tracking system to provide prompt responses and effective follow-up on triaged issues.
Systems and Planning
  • Conduct testing for scheduled upgrades or system changes as directed by the Assistant Director.
  • Utilize Oracle, Microsoft Suite, and other software to generate reports and provide information for leadership.
  • Adapt to and effectively utilize new or updated software and systems.
  • Organize and prioritize daily support tasks for specialists to ensure smooth operations.
  • Plan and carry out routine research projects, implementing corrective actions accurately and swiftly.
  • Collaborate with the Assistant Director to standardize processes and identify areas for improvement.

Dartmouth College is an equal opportunity/affirmative action employer with a strong commitment to diversity and inclusion.

We prohibit discrimination on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, veteran status, marital status, or any other legally protected status.

Applications by members of all underrepresented groups are encouraged.

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