Senior Operations Specialist

About the role

The Senior Operations Specialist reports directly to the Vice Chancellor University Communications and will interact on a consistent basis with University Communications staff, other central services units including Administration and Finance, Human Resources, Student Employment Office, Procurement Service Center, Risk & Compliance, University Counsel, Controller, and Grants & Contracts, and school and college administrators, among others.

Responsibilities

• Maintain the Vice Chancellor's calendar and schedule complex meetings on behalf of the unit as needed.
• Manage agendas for staff meetings.
• Aid in meeting scheduling, meeting room setup, and operation of audiovisual equipment for executive and other high-level meetings.
• Provide event setup and cleanup support as needed.
• Provide administrative and operational support to members of the Marketing, Communications, and Creative teams as needed.
• Maintain business operations for the unit, including policies and procedures, staff contact sheets, and other administrative resources.
• Maintain office supplies, equipment, and employee technology, coordinating maintenance and repairs as needed.
• Attend meetings on behalf of the unit to provide representation and administrative support as needed.
• Serve as the unit's representative on university and CU System committees, as assigned.
• Serve as the CU Denver lead for eComm support for campus Salesforce users:
  • Manage monthly eComm user licensing, including provisioning and deprovisioning of Salesforce and Marketing Cloud accounts.
  • Train and onboard new Cvent and Salesforce/Marketing Cloud users.
  • Provide Tier 1 support through the eComm ticketing system.
  • Create and maintain Salesforce email distribution lists, partnering with CU System to ensure adherence to best practices, standards, and compliance requirements.
  • Manage the creation and maintenance of Salesforce email distribution lists, partnering with CU System to ensure adherence to best practices, standards, and compliance requirements.
  • Ensure digital communications and event invitations/communications comply with university branding standards, accessibility requirements, and applicable laws and policies.
  • Serve as the secondary backup for university-wide email communications.
• Fiscal Management:
  • Implement and follow all financial and general processes for the University Communications budget in collaboration with the central budget office.
  • In collaboration with the Business Operations team, coordinate the procurement processes from beginning to close: consultation and coordination with the Procurement Services Center for RFPs, Documented Quotes, and other vehicles for vendor identification and selection; budget allocation; purchase orders; encumbrance tracking and closeout; project progress and receipt of deliverables with project lead; invoice payment; and vendor relationship management.
  • Advise and support staff in the reconciliation of procurement card expenses by providing guidance on purchasing rules, travel expense guidelines, appropriate speedtypes and account codes, and policy updates.
  • Review reconciliations for compliance and provide periodic retraining as needed.
  • Reconcile and submit personal procurement card expenses for approval in accordance with university policies and procedures.
  • Responsible for communicating the need of journal entries to the Denver Budget Office: transfers or receipt of funding, expenses, or other charges as appropriate.
  • Supports leadership in managing the budget, offering guidance based on understanding of fiscal targets by outlining key indicators from monthly budget reports.
• Human Resources:
  • Provide guidance to unit on HR policies and procedures.
  • Career recruiting process with search committee chairs, including support in the review of applications, scheduling of interviews, completion of reference checks, and follow-up with hiring managers on candidate status.
  • Career coordination and updating the onboarding process for new University Communication employees including: ensuring all new hire paperwork (to include: background checks, I-9, E-Verify) is on track and complete in collaboration with HR and OIT, ensuring appropriate employee technology is ordered and assigned, providing an onboarding checklist to new hires, ordering business cards, identifying workspace with the VC, and other onboarding tasks as needed.
  • Career coordination and assisting individual managers with staff professional development plans.
  • Keep staff informed of updates to training requirements, both University Communications-specific and campus wide as appropriate.

Qualifications

• Bachelor’s degree in business, finance, accounting, marketing, communications, human resources, project management, information systems, or related field from an accredited institution.
• 2 years of work experience in finance, human resources, business operations, and/or project management.
• Substitution: A combination of education and related technical/paraprofessional experience may be substituted for the bachelor’s degree on a year for year basis.
• Preferred Qualification: 5+ years of related work experience in extensive, diverse, and progressively responsible roles in finance, human resources, business operations, and/or project management including serving as a member of a unit leadership team. Professional experience working in a marketing and communications department. Experience with PeopleSoft HCM and Axiom or similar software for HR, budgeting, and planning tools. Experience with Concur or similar software to process expense reports and travel reimbursements. Experience with CU Marketplace or similar software to manage vendors, processing purchase orders, payables, and/or supply ordering. Experience with budget and expense forecasting, planning, and reconciliation in a professional environment. Experience with HR services to include employee onboarding, leave, payroll, performance management, learning and development, employee engagement, and similar functions. Experience with project management tools and implementing standard operating procedures for project intake and planning. Knowledge, Skills, And Abilities: Demonstrated understanding of the highest levels of discretion and confidentiality. High-level of proficiency in Excel to develop formulas, automated reports, among other skills, to support fiscal responsibilities. Proficient in presentation development using PowerPoint or similar tool, including creating and organizing information in a clear, logical way to achieve communication goals. Proficient in the use of project management tools to optimize and improve operations processes and efficiencies of the unit. Ability to communicate effectively, both in writing and orally. Ability to establish and maintain effective working relationships with employees at all levels throughout the institution. Outstanding customer service skills. Demonstrated commitment and leadership ability to advance diversity and inclusion. Ability to manage multiple tasks simultaneously, adapt to changing priorities, manage time, and meet deadlines. Familiarity with State of Colorado fiscal policies and procedures.