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The Manager, Division Operations is the Vice President's operating partner for the Technology, Media & Facilities division (Information Technology, Facilities, Media Technologies & Productions, Institutional Research, Web & Digital Services, and Business Services). The Manager runs the division's executive operations, anticipates problems, provides confidential personnel and labor-relations support to the Vice President and the division's AVPs and Directors, serves as the division's liaison to Finance and Human Resources, and stewards the division's contract, purchasing, and verification processes.
ESSENTIAL JOB DUTIES
Executive & Division Operations
Serve as the division's primary liaison to Finance: carry the division’s questions, corrections, and requests to Finance and Finance’s requirements back to the division’s leaders, and ensure the division’s operations align with institutional financial policy.
Serve as principal point of contact for the Vice President’s office, interacting with College leadership, faculty, staff, students, vendors, and external partners with discretion and professionalism.
On behalf of the VP, monitor and track AVP’s completion of important divisional actions to ensure operational compliance.
Prepare agendas and materials for leadership meetings; review and correct AI-generated minutes; distribute decisions and action items; track follow-through to completion.
Track progress on divisional strategic goals and deadlines; assemble data and narrative for the division’s Annual Report and other recurring institutional reporting.
Manage the calendars of the Vice President and the division's AVPs, coordinating meetings, resolving conflicts proactively, and protecting time for divisional priorities.
Plan and execute logistics for divisional all-staff meetings, workshops, and special events across the division's departments.
Complete expense reports and spend authorizations for the VP; arrange travel as needed.
Contracts & Purchasing Compliance
Own the division’s contracts. Ensure every divisional contract, amendment, and renewal is loaded, that the system’s AI extraction has read its terms (dates, escalations, renewals, etc) correctly. Work with functional leaders to ensure they have validated all business terms before VP review.
Review each new or modified contract through the contract system. Where terms depart from standard, provide the responsible AVP or Director with specific feedback so they can secure the necessary changes with the vendor.
Serve as the division’s point of conformance to College purchasing policy before a requisition is submitted: ensure accurate spend category and worktags, contract on file before a purchase order is raised, competitive quotes or sole-source justification where thresholds require, and a reviewed contract behind every renewal. Work with department leads to correct submissions that do not conform.
Monitor the division’s renewal and notice dates and ensure decisions are made before deadlines pass.
Conduct a quarterly sampled audit of invoices against what was actually received and is still in use.
Division Systems, AI & Onboarding
Serve as the division’s first point of contact for Workday process questions (Finance and HR) and for the division’s budget and contract systems; resolve what can be resolved and route the rest to the appropriate central office or system owner. Also, provide feedback to Finance and HR about issues or process concerns.
Use AI-assisted tools as a standard part of the work, including drafting, summarization, meeting minutes, contract term extraction, and analysis. And remain accountable for every output: every figure, function and result must be verified.
Act as the division’s operational owner of its purpose-built systems for contract, scheduling and budget management. Identify recurring friction and gaps in how the budget, contract, and facilities systems serve staff; specify improvements in…