Operations Manager

Position Summary

The division of Cultural Affairs at Victoria college is hiring for a Full-time Operations Manager position which is responsible for managing business processes, administrative procedures, and operations staffing to ensure daily efficient operations of Cultural Affairs venues. Supervises, coordinates, and may implement facility turnovers, maintenance of facility, equipment and furnishings. Supervises Operations Coordinator, and Administrative Assistant for Emerging Technology Center and the Museum of the Coastal Bend.

Starting earned monthly salary is $3886.50.

About Our Institution

Victoria College (VC) is a vital public community college located in Victoria, Texas and has been a respected community partner in the Crossroads region since 1925 and continues to offer quality, affordable educational opportunities to help our students achieve their dreams. VC offers a variety of high-quality associate's degrees and transfer programs, preparing students for success in their chosen fields. The college fosters a close-knit community, serving approximately 8,200 students across diverse backgrounds and learning styles, including full-time, part-time, online, veterans, and adult learners. VC features five academic divisions:

• Academic Support & Student Success
• Allied Health
• Career & Technical Education
• Arts, Humanities, & Social Sciences
• Science, Mathematics, Engineering, & Physical Education

Duties & Responsibilities

Duties include, but are not limited to the following:

With minimal supervision and exercising appropriate independent judgement, manages Cultural Affairs daily business operations;

• Responsible for implementing and maintaining business processes and flow, including revenue, expense, and procurement processes; generates and reviews contracts; final review of all invoices, expense payments, and daily register deposits including revenue collections, gifts, donations, memberships, etc.; accept, deliver and reconcile payments in coordination with the College’s payments office;
• Manages procurement according to College policies; initiates purchase orders and pays invoices as received; manages inventories of supplies, furnishings, equipment, and goods-for-sale.
• Supervises Operations Coordinator and administrative support in implementing business processes; may supervise event workers, including student workers.
• Management of independent Point-of-Sale systems for museum, Welder Center, and ETC. Manage credit card merchant processes and flow with VC Business Office. Coordinate updates and trouble-shooting with VC IT and POS provider as necessary. Track sales for inventory and reporting purposes.
• Manages the scheduling and training of operations staff (such as event, front desk, box office, custodial, grounds, and security) by coordinating with venue managers, coordinators, event staff, student workers and volunteers;
• Assist Executive Director with operational revenue and expense projections, data collection, reporting, and budgeting.
• Prepare regular financial reports and maintain updated record of department budgets and monthly revenues and expenditures;
• Prioritize and manage facility, equipment, and furnishings maintenance, and facility issues related to daily operations through coordination with Facilities Services as needed;
• Assist in operating venues to meet client, college, and student needs and achieve financial and business plan goals;
• Implement and document administrative systems, procedures, policies, and workflows;
• Support Advisory Board and Committee meetings by managing the creation and distribution of board documents including Advisory Board meeting minutes;
• Manage museum store inventory;
• Ensure efficient operations of the venues by taking appropriate actions and using good, independent judgment to see that all matters requiring attention are handled in a manner to minimize delays or referred to delegated authorities when appropriate;
• Manage employee training, documentation, daily activities, and employee-related functions;
• Examine all correspondence received by the venues to determine priority and further action required;
• Maintain accurate venue calendars and records of events;
• Schedule, prepare and distribute materials related to events and activities;
• Participate in maintaining websites and social media outlets;
• Safeguard confidentiality of customers by exercising discretion in communicating information to all constituents and in handling administrative records, files and similar confidential items;
• Establish and maintain accurate office files both in paper and electronic format;
• Participate in daily operations and event coverage, as required, which may include greeting guests, providing tours, making sales, and answering phones;
• Assist with organization and scheduling on- and off-campus educational tours
• Implement and send satisfaction surveys to clients upon completion of reservations;
• Utilize the College’s information system to efficiently maintain an accurate event management system, constituent database and to process mailings;
• Understand and operate basic facility AV in absence of IT staff;
• Assist in customer and vendor relationship management;
• Communicate regularly, effectively, courteously and professionally with customers, vendors, and students;
• Present a professional, positive image and represent the offices well to internal and external constituencies;
• Actively promote and maintain professional working relationships with other operating areas and personnel;
• Attend staff and logistics meetings to determine the details and resources required for upcoming meetings and events.
• Attend training and maintain certifications for TABC seller-server, food handlers, and crowd management;
• Other duties as required.

Qualifications

REQUIRED QUALIFICATIONS:

• Bachelor’s degree required; 5-7 years of relevant experience in lieu of a degree will be accepted
• Three years minimum work-related experience including excellent customer service skills
• Experience utilizing effective organizational skills
• Willingness to work a flexible work schedule based on customer need and Cultural Affairs event schedule.

Knowledge:

• Mechanical – Basic knowledge of machines and tools, including their designs, uses, repair, and maintenance.
• Customer and Personal Service – Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for service, and evaluation of customer satisfaction.
• Building and Construction — Basic knowledge of materials, methods, and the tools involved in the construction or repair of buildings.
• Standard Office Software – Knowledge of standard software including calendar/email tools, word processing, and spreadsheets.

Skills:

• Active Listening — Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Speaking — Talking to others to convey information effectively.
• Critical Thinking — Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
• Troubleshooting – Determining causes of operating errors and deciding what to do about it.
• Equipment Selection – Determining the kind of tools and equipment needed to do a job.
• Repairing – repairing systems using the needed tools.
• Quality Control Analysis – Conducting tests and inspections of products, services, or processes to evaluate quality or performance.
• Reading Comprehension — Understanding written sentences and paragraphs in work related documents.
• Time Management — Managing one's own time and the time of others.

Abilities:

• Dependability – job requires being reliable, responsible, and dependable, and fulfilling obligations.
• Adaptability / Flexibility – Job requires being open to change (positive or negative) and to considerable variety in the workplace.
• Attention to Detail – Job requires being careful about detail and thorough in completing work tasks.
• Oral Comprehension — The ability to listen to and understand information and ideas presented through spoken words and sentences.
• Oral Expression — The ability to communicate information and ideas in speaking so others will understand.
• Written Comprehension — The ability to read and understand information and ideas presented in writing.
• Speech Recognition — The ability to identify and understand the speech of another person.
• Speech Clarity — The ability to speak clearly so others can understand you.

Physical Demands

Work is generally performed in a variety of environments: office, interior operational settings, and outdoors, with frequent interruptions and irregularities in the work schedule. Frequent walking, standing, climbing, lifting, stooping, or carrying of equipment and materials may be required. Incumbents may be required to lift and carry up to 30 pounds. Incumbent may be exposed to extreme temperatures, close quarter situations, high and precarious places, moving mechanical parts, and vibrations. Incumbents are frequently required to travel between campuses. Will be required to push and pull as part of event set up. Hearing of light to moderate sound is required by this job. The noise level in the work environment is usually moderate.

The following benefits apply to all full-time positions scheduled to work 30 hours or more each week. These full-time positions are also eligible to participate in our TRS retirement plan.

Victoria College offers an excellent benefit package for eligible employees that includes group insurance as well as a generous amount of paid time off:

Group Insurance
Health insurance

• Full-time employees: 100% VC paid; employee pays 50% for dependents

• Coverage for the new employee/dependents is effective on the 1st of the month following a 60-day waiting period

• Coverage for the new employee/dependents is effective on the 1st of the month following hire date
  • Flexible Spending Accounts – health and dependent care
  • Dental
  • Vision
  • Term Life
  • Short and long-term disability
  • Accidental death & dismemberment
  • As an added benefit, Victoria College issues a credit of up to $30 each month to full-time employees to help offset the cost of premiums

• Currently, the employee contribution is 8.25%. The state and Victoria College, together, contribute 8.25%
• Social security is deducted each pay period
• Payroll deduction for 403-b and 457 deferred compensation plans are available

• Workers compensation insurance
• Direct payroll deposit
• Tuition waiver for benefits eligible employees and their dependents through age 25
• Use of the Sports Center which includes treadmills, rowing machines, exercise classes, etc.
• Technology training

• Vacation for eligible employees (does not apply to faculty positions). Effective 90 days after start date
  • Full-time employees: 80 hours up to 10 years of service then 120 hours for 10 years of service
• Sick leave
  • Full-time employees: accrues at 8 hours each month
• Developmental and professional leave
• One week at Thanksgiving
• Two weeks for Winter Break
• One week for Spring Break
• Regular holidays
  • Labor Day
  • Martin Luther King, Jr. Day
  • Good Friday
  • Memorial Day
  • Juneteenth
  • Independence Day
• Non-faculty employees get Fridays off during the summer