Business Operations Specialist

Position Description

LAKESHORE'S MISSION:
Transform individuals to strengthen our communities through innovative and accessible learning.

Full-time Benefits Include:
Competitive health, dental, and vision insurance
Up to $3,000 in tuition reimbursement annually | Professional development and growth opportunities
6.95% Wisconsin Retirement System (WRS) savings - matched dollar for dollar | 403(b) and 457 retirement savings options
College paid life and disability insurance | Health and dependent care Flex Spending Accounts
Onsite fitness center and walking path | Up to 8 weeks paid New Child Leave
Onsite wellness screenings I Relocation assistance available

Lakeshore also offers generous paid time off starting with 10 days of vacation, 9 days of sick time, 6 days of personal leave,
10 holidays, and a one-week winter break.

Additional Perks:
Local discounts on food, entertainment, and events | Discounts on cell phone plans and rental cars
Common Read events | Culinary experiences from onsite emerging chefs | Identity theft protection
“Dress for your day” | Employee recognition and appreciation events
Campus closed six Fridays during the summer

Benefits begin the first of the month coinciding with or following hire.
For additional information on our vast array of benefits, read through our benefits guide.

SHIFT: Day/evening/weekend hours | Flexible based upon the needs of the College

LOCATION: Lakeshore College – Cleveland, Wisconsin

POSITION SUMMARY: Provide support to the Executive Vice President of Administration. Manage contract administration, and procurement, and serve as the contact for college risk coordination. Develop and maintain strong working relationships with staff. Perform tasks without direct supervision and maintain confidentiality. Provide an exceptional customer service experience to both internal and external customers throughout every interaction.

REASONABLE ACCOMMODATIONS/ADA: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

ESSENTIAL JOB FUNCTIONS (Other duties may be assigned):

(40%) Purchasing Management

• Manage procurement processes including bids, quotes, requests for proposals, and information.
• Enforce procurement policies, procedures, and guidelines.
• Retain procurement records as required by the WTCS.
• Administer and enforce all guidelines of the Wisconsin Technical College System, Wisconsin, and Uniform Commercial Code.
• Create public bids, requests for quotes, requests for information, and requests for proposals.
• Document financial savings realized by the College through competitive procurements.
• Consult with other WTCS, UW, and state agencies for cooperative procurement.
• Research and recommend all other eligible consortium bids and contracts.
• Process purchase order requests ensuring they meet all applicable requirements.
• Calculate and compile annual Board procurement report.
• Resolve issues through proactive problem-solving and provide appropriate, accurate information in a timely matter.
• Train new employees on the purchasing process.
• Maintain college vendor list.
• Request and maintain vendor insurance certificates.
• Serve as the college liaison for the Wisconsin Technical College Purchasing Consortium.

(30%) Contract Management

• Interpret contract language; review and revise contract language to ensure it meets college needs, including legal and insurance requirements.
• Conduct contract development and administration to ensure the best interest of the college, effective cost savings, and applicable laws, college policies procedures, and guidelines are followed.
• Determine and mitigate college risk through contract review and working with various college departments to determine and address risk mitigation needs in their areas.
• Maintain contract management system for vendor contracts.
• Serve as the record holder for vendor contracts.
• Maintain contract standards and templates.
• Communicate with internal stakeholders to monitor vendor contract performance.
• Manage Bookstore vendor and Food Service vendor communications and relations with employees.

(20%) Administrative Support

• Provide confidential administrative support to the Vice President of Administration,
• Serve as a resource to the Vice President of Administration and the Administrative Team.
• Manage Administrative policies and procedures within related software.
• Assist in providing information to the District Board.
• Gather and compile information to complete reports.
• Maintain office forms, draft correspondence, and create presentations.
• Participate in college committees and events.

(10%) Risk Management/Insurance Support

• Serves as college risk management contact.
• Gather, coordinate, and submit the annual renewal of casualty, liability, worker’s compensation, crime, equipment breakdown, property, educators’ legal liability professional liability, etc. insurance.
• Administer liability, property damage/general liability claims including claim initiation and set-up.
• Analyze newly enacted, revised, or proposed statutes, regulations, and risk management guidance and the potential impact on the college’s processes procedures, and operations; develop and maintain up-to-date related documentation.
• Evaluate internal controls for potential areas of weakness and recommend effective changes to reduce business operations' legal risks.
• Attend and represent the college at District Mutual Insurance risk management meetings.
• Actively participate in the Incident Management Team as the Risk management lead.
• Assist with the administrative needs of the WTCS Insurance Trust.

EDUCATION AND EXPERIENCE:

• Associate degree from a regionally accredited college or university in a related discipline required. Bachelor's degree preferred.
• Three to five years of relevant occupational experience required.
• Demonstrated ability to interpret contract language and project management skills required.
• Contract and procurement experience preferred.

CERTIFICATIONS, LICENSURE, REGISTRATION:

• None

KNOWLEDGE

• Knowledge of Lakeshore’s mission, vision, and strategic direction.

SKILLS

• Proficient in Microsoft Office suite (Word, Excel, PowerPoint, Outlook, etc.)
• Excellent written and verbal communication skills.
• Strong organizational and time-management skills.
• Effective interpersonal skills and customer service skills.
• Strong critical thinking, decision-making, and problem-solving skills.
• Effective leadership and team-building skills.

ABILITIES:

• Adapt quickly to new and changing technology.
• Perform work accurately and thoroughly, with a high level of accountability and attention to detail.
• Work independently, as part of a team, and/or with minimal supervision.
• Present self in a professional, ethical, and respectful manner at all times.
• Use discretion and maintain a high level of confidentiality.
• Prioritize and manage multiple projects or tasks, maintaining deadlines.
• Establish and maintain effective working relationships and relate successfully with staff, students, and all stakeholders.
• Lead, inspire, and motivate a team to achieve departmental and college goals.
• Flexibility to adapt to and manage changing environments.

This job description is designed to cover the basic functions of the job and is not considered a detailed description of every job duty that is required, other duties may be assigned as needed. Duties, responsibilities, and activities may change at any time with or without notice to ensure the successful delivery of organizational objectives.

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