Operations Support Manager

University of Georgia

retirement plan

United States, Georgia, Athens

Feb 12, 2025

Posting Details

Posting Number	S13155P
Working Title	Operations Support Manager
Department	FMD-Grounds-Admin
About the University of Georgia	Since our founding in 1785, the University of Georgia has operated as Georgia's oldest, most comprehensive, and most diversified institution of higher education (https://www.uga.edu/). The proof is in our more than 235 years of academic and professional achievements and our continual commitment to higher education. UGA is currently ranked among the top 20 public universities in U.S. News & World Report. The University's main campus is located in Athens, approximately 65 miles northeast of Atlanta, with extended campuses in Atlanta, Griffin, Gwinnett, and Tifton. UGA employs approximately 3,100 faculty and more than 7,700 full-time staff. The University's enrollment exceeds 41,000 students including over 31,000 undergraduates and over 10,000 graduate and professional students. Academic programs reside in 19 schools and colleges, including our newly formed School of Medicine.
About the College/Unit/Department	The UGA Facilities Management Division is the largest of 7 divisions reporting to the Vice President for Finance and Administration. The exceptional staff of over 800 personnel manage, operate, and maintain campus landscapes, buildings, and infrastructure to promote the long-term sustainability of the University of Georgia.
College/Unit/Department website	fmd.uga.edu
Posting Type	External
Retirement Plan	TRS or ORP
Employment Type	Employee
Benefits Eligibility	Benefits Eligible
Full/Part time	Full Time
Work Schedule
Additional Schedule Information	Monday-Friday, 8:00 AM-5:00 PM No on call Not an essential worker Some night and/or weekend work may be required to meet the needs of the organization.
Advertised Salary	$55,000-65,000
Posting Date	01/29/2025
Open until filled	Yes
Closing Date
Proposed Starting Date	03/01/2025
Special Instructions to Applicants
Location of Vacancy	Athens Area
EEO Policy Statement	The University of Georgia is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ethnicity, age, genetic information, disability, gender identity, sexual orientation or protected veteran status. Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact Central HR (hrweb@uga.edu).
USG Core Values Statement	The University System of Georgia is comprised of our 26 institutions of higher education and learning, as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found online at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct. Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found online at https://www.usg.edu/policymanual/section6/C2653.

Position Information

Classification Title	Business Operations Professional
FLSA	Exempt
FTE	1.00
Minimum Qualifications	Requires at least a baccalaureate degree in the field. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications.
Preferred Qualifications	2-3 years experience in UGA financial and human resources policy and procedures 2-3 years experience in advanced administrative support 3-5 years experience in accounting and accounts payable administration valid drivers license
Position Summary	The Grounds Department is a large, complex organization responsible for maintenance and repair of the university campus grounds. This position provides departmental leadership with administrative, fiscal and human resource support. Administratively, this position will assist with work order, purchasing, travel, and inventory management. Fiscal responsibilities will include departmental budget monitoring/review, reporting and reconciliation as well as vendor payment administration. This position will serve as departmental liaison for human relations needs including position management and recruitment. This position assists departmental staff with employment-related questions.
Knowledge, Skills, Abilities and/or Competencies	Knowledge of UGA accounts payable, procurement, and budget policies and procedures to effectively manage and oversee department's financial transactions Knowledge of UGA HR policy and procedures to effectively manage departmental human resources actions to include recruiting, hiring, termination, discipline, etc. Knowledge of the AiM work order system Possess thorough knowledge of Microsoft Office applications (Word, Access, Excel, Outlook, PowerPoint, Etc.) Ability to learn new automation systems and applications. Possess excellent organizational skills and the ability to multi-task. Ability to use discretion with confidential information Ability to work effectively with senior executives, administrators, and/or faculty. Extensive knowledge and experience with invoicing, purchase orders and contracts
Physical Demands	Sit at computer for up to 8 hours per day. Stand, walk, climb, stoop, bend and squat. Driving as needed to perform job related duties.
Is driving a responsibility of this position?	Yes
Is this a Position of Trust?	Yes
Does this position have operation, access, or control of financial resources?	Yes
Does this position require a P-Card?	Yes
Is having a P-Card an essential function of this position?	Yes
Does this position have direct interaction or care of children under the age of 18 or direct patient care?	No
Does this position have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications)	Yes
Credit and P-Card policy	Be advised a credit check will be required for all positions with financial responsibilities. For additional information about the credit check criteria, visit the UGA Credit Background Check website.
Background Investigation Policy	Offers of employment are contingent upon completion of a background investigation including, a criminal background check demonstrating your eligibility for employment with the University of Georgia; confirmation of the credentials and employment history reflected in your application materials (including reference checks) as they relate to the job-based requirements of the position applied for; and, if applicable, a satisfactory credit check. You may also be subject to a pre-employment drug test for positions with high-risk responsibilities, if applicable. Please visit the UGA Background Check website.

Duties/Responsibilities

Administrative Support:

Serve as departmental administrator for AiM work Manager system. Inputs departmental transactional information in AiM. Monitors submitted WO's and distributes to shops for completion.
Serve as departmental administrator for departmental purchases through the UGAMart system. Negotiate and resolve proposal and invoicing conflicts at all customer/contractor levels.
Act as departmental travel specialist. Remain current of UGA/BOR travel policies. Provide support in preparing travel authorizations/reimbursements for departmental staff
Communicate approved policies and procedures, along with policy and procedure changes to staff
Manage annual inventory process of equipment, tools, etc. for department.

Percentage of time

Duties/Responsibilities

Fiscal Management

Utilize various reporting tools to monitor departmental budget and monthly financial reviews for all fund types assigned to the department, including state allocations and departmental sales and services. Reconcile and correct transactions needed on G/L and AiM.
Ability to prepare UGA general ledger adjustments via A/P vouchers and GL Journals. *
Administer departmental payment requisition process.
Review and/or approve departmental purchases and charges through FMD Warehouse system. Monitor activity, report inconsistencies to management and resolve as needed.
Manage departmental P-card program and hold a purchasing card.
Prepare reports for departmental review. Assist FMD leadership with departmental financial reporting as needed.
Assist with continuous review of service center financial structure.

Percentage of time

Duties/Responsibilities

Human Resources Coordination

Monitor departmental vacancies and hiring. Initiate HR actions in UGA Jobs related to job postings, requests to fill, job description changes, reports to updates, and other position management changes, etc. Prepare all hiring packets accurately and submit to FMD HR.
Communicate separation requests with FMD HR office in a timely and accurate manner.
Review payroll approvals and exceptions in OneUSG Connect and assist supervisors with resolving/approving prior to payroll deadlines.
Serve as departmental T&L approver (backup to supervisors).

Percentage of time

Duties/Responsibilities	Other duties Assist Grounds Department employees with benefits and payroll questions Other duties as assigned by Director and Assistant Director
Percentage of time	10