Operations Manager

Posting Details

Position Information

Job Title Operations Manager Union Level Department Department of Dental Practice Campus San Francisco Posting Number 201303986P Full or Part Time Full Time Number of Months 12 Work Schedule Position End Date Open Date 04/04/2025 Close Date Open Until Filled Yes Special Instructions to Applicants

For Applicants Seeking Job Opportunities within the University

Internal: Internal applicants will be considered within the first five (5) business days of the posting period.

External: External applicants will be considered on the sixth (6) business day of the posting period.

Sponsorship

This position is not eligible for a visa sponsorship now or in the future.

Position Summary Information

Primary Purpose

Under the general supervision of the Director of Continuing Dental Education (CDE), supervises and coordinates the activities and personnel related to CDE program operations including speaker contracts, grant agreements, program registrations, program logistics, program staffing, revenue collection and tuition reimbursements, accounts payables, accounts receivables, financial monitoring, analysis and reporting, program delivery and the issuance of continuing education credits.

University of the Pacific recognizes that diversity, equity, and inclusion is foundational to the success of our valued students and employees. We prioritize policy and decision-making that demonstrates awareness of, and responsiveness to, the ways socio-cultural forces related to race, gender, ability, sexuality, socio-economic status, etc. impede or propel students, faculty, and staff.

Essential Functions

• 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.
  
  

Minimum Qualifications

Knowledge Of:

• 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.
  
  

Experience:

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

Education:

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

Working Conditions:

• 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.
  
  

Preferred Qualifications

Ability To:

• 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.
  
  

Experience:

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

Education:

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

Other:

• 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.
  
  

Physical Requirements

The physical demands described here are representative but not definitive of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• 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.
  
  

Hiring Range $76,815.54 - $101,802.61 per year. We consider factors such as, but not limited to, scope and responsibilities of the position, candidate’s qualifications, internal equity, as well as market and organizational considerations when extending an offer. Background Check Statement

All applicants who receive a conditional offer of employment are required to execute a release and authorization for a background screening.

AB 810 Misconduct Disclosure Requirement: University of the Pacific complies with California Assembly Bill 810, requiring candidates accepting conditional job offers to disclose any final administrative or judicial findings, ongoing proceedings, allegations, resignations under investigation, or appeals related to sexual harassment or misconduct within the past seven years.

AA/EEO Policy Statement

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.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

• * How did you first learn about this employment opportunity?
• University of the Pacific Website
• Asianlife.com
• Blackperspective.com
• CentralValleyJobs.com
• Craigslist
• Dice.com
• Higheredjobs.com
• Hispanic-Jobs.com
• Indeed.com
• Insidehighered.com
• LinkedIn
• Lgbtconnect.com
• Metrochamber.org
• Monster.com
• Thelaa.org
• SimplyHired.com
• Workplacediversity.com
• Association of American Colleges and Universities (AAC&U)
• Chronicle of HIgher Education
• Diverse Issues in Higher Education
• EDUCAUSE
• Higher Education Recruitment Consortium (HERC)
• Higher Education Recruitment Consortium - Northern California (NorCal HERC)
• Modesto Bee
• Pacific Employee
• Personal Referral
• Professional or Association Listserv
• Publication or website from a professional organization
• Sacramento Bee
• San Francisco Chronicle
• Stockton Record
• Agency Referral
• Other Online Job Board
• * Pacific participates in federal healthcare programs. As such, a required part of the hiring process is to verify that potential employees have not been excluded from participating in federal programs for mandatory exclusions (including for fraud, controlled substances crimes, patient abuse or neglect, or other program-related crimes) or for other permissive exclusions by the Office of Inspector General. A "Yes" response would be considered disqualifying. Please answer the following question accordingly: Have you received notice that you are under review for possible exclusion from any federal programs (including Medicare, Medicaid, or any other federal healthcare program)?
• Yes
• No
• * Pacific participates in federal healthcare programs. As such, a required part of the hiring process is to verify that potential employees have not been excluded from participating in federal programs for mandatory exclusions (including for fraud, controlled substances crimes, patient abuse or neglect, or other program-related crimes) or for other permissive exclusions by the Office of Inspector General. A "Yes" response would be considered disqualifying. Please answer the following question accordingly: Are you currently excluded from participation in federal programs (including Medicare, Medicaid, or any other federal healthcare program)?
• Yes
• No
  

Applicant Documents

Required Documents

• Resume
• Cover Letter/Letter of Application
  
  

Optional Documents

• Other Document