Operations Manager

• Manage the operations of the CDE division to include supervision of operations, personnel, program preparations and logistics, and implementation and delivery of programs.
• Manages program registrations and confirmations or cancellation letters, discounts, and course refunds. Supervise collection and reimbursement or refund of tuitions and fees.
• Coordinate continuing education courses to include: site creation on Learning Stream and Canvas (Learning Management System); upload handouts to Dropbox; preparation of course materials; Learning Stream database updates; reserve lecture and workshops rooms quarterly and coordinate classroom set up
• Manages on-site program activities, logistics, temporary/casual personnel, and contracted services.
• Oversees and assists with program logistical preparations and equipment/materials ordering related to hands-on workshops. Manage inventory of course supplies.
• Generate and monitor speakers' sponsorship and service contracts, submit salary and stipend vouchers for payment of faculty, instructors, guest speakers, course assistants, and contracted services, follow-up as needed to ensure accounts are current.
• Cultivate, solicit, develop and maintain organizational relationships with vendors and sponsors
• Monitors and processes accounts payables and accounts receivables to include creation of ATPs, POs, journal transfers and invoices.
• Generate, analyze, and reconcile revenue and expense account reports for the division. Assist Director with monitoring of department annual budget.
• Provide course registrants and participants with information regarding upcoming CDE programs and schedules, via telephone calls, email inquiries, walk-ins, and written correspondence, etc.
• Maintain California State Board of Dental Examiners course registration log; generates bi-annual report to the Dental Board and annual report to American Dental Association.
• Process procard requisitions and authorizations for payment. Provide monthly reconciliations and balancing reports on procard account.
• Complete monthly reconciliation of CDE revenue and expense postings on Banner ledger accounts with receipts and invoices.
• Process all reimbursements for petty cash and expenses for the division personnel.
• Create, maintain, track, and provide analysis of financial data which includes reporting program's final income and expenses, department's final "actual" annual expenditures, "go/no-go" program status using department guidelines to determine program viability, and provide additional reporting as requested.
• Introduce guest speakers and deliver course announcements to program participants at CDE programs when hosting program
• Provide coverage for Programming Manager as necessary.
• Perform all other duties as assigned by the Director, CDE.

• Intermediate Microsoft Word and Outlook. Advanced Excel.
• Basic principles of accounting/bookkeeping and data analysis.
• Meeting planning and/or program/conference planning.
• General personnel/project management principles.
• Public relations and/or sales background helpful, dental background helpful.
• Principles of business letter or report writing
• Good customer relations.

• Minimum of three years administrative experience with an emphasis on customer service/public relations /event planning and/or sales and marketing.

• Bachelor's degree or combination of college course work and related experience.

• Position is full-time, 8 hours per day, 40 hours per week; occasional overtime is required.
• Position requires frequent weekend and evening assignments, both on and off-site.
• Occasional travel required.

• Analyze financial data and generate financial reports; perform accurate account reconciliations
• Effectively and productively manage and organize work, multi-task, and meet ongoing deadlines
• Communicate effectively (written and oral) with external and internal stakeholders.
• Work effectively in a team environment and project a positive, helpful, and professional demeanor. Professionally represent the department internally and externally.
• Independently manage and triage workload and issues that may arise
• Understand and utilize social media and the internet effectively and productively as work tools and resources.
• Pay close attention to detail and maintain high level of efficiency and accuracy in all processes
• Build professional relationships with colleagues and customers.

• Previous experience in financial analysis and reporting, highly desirable.
• Previous experience working in a revenue generating environment.

• Certification in program planning, meeting planning (CPP or CMP) desirable.

• Experience and sensitivity in working with people of diverse backgrounds and cultures.
• Demonstrated experience in advancing social justice, equity, and inclusion in a university setting.
• Ability to engage and integrate culturally responsive practices and knowledge in their work.

• Work performed is primarily general office/administrative with frequent use of computer keyboard and telephone.
• Requires sitting majority of the working day; frequent standing, bending, lifting and walking during program delivery.
• Occasional lifting of up to 15 lbs should be anticipated.

University of the Pacific is an affirmative action and equal opportunity employer dedicated to workforce diversity. In compliance with applicable law and its own policy, Pacific is committed to recruiting and retaining a diverse faculty and staff and does not discriminate in its hiring of faculty and staff, or in the provision of its employment benefits to its faculty and staff on the basis of race, color, religion, national origin, ancestry, age, genetic information, sex/gender, marital status, military and veteran status, sexual orientation, medical condition, pregnancy, gender identity, gender expression, or mental or physical disability.