Business and Operations Manager

General

Summary:

The Business and Operations Manager will work under the supervision of the Assistant Dean to support activities in Healey Library related to personnel, purchasing, and regular office operations. This role provides administrative and operational support across all departments within Healey Library. The incumbent will utilize university online administrative software for purchasing goods and services and related expense reports, and for timekeeping.

The Business and Operations Manager will interface with new or current staff, vendors and patrons as necessary. The Business and Operations Manager will provide administrative support for library operations for the Dean of University Libraries, the Library Administration office, and Healey Library Department heads. The incumbent will be responsible for organizing all events held by Healey Library.

The Business and Operations Manager will have responsibility for carrying out financial, budgetary, and human resource transactions for the Healey Library. The incumbent will be responsible for all accounts receivables for the Healey Library, including the reconciliation of cash, check, and credit card payments as they relate to fines and fees for the library; will manage cash collection reports, verify accuracy of payments and prepare monthly reconciliation reports for auditing purposes;

and will provide recommendations regarding accounts receivable policies and procedures, researching and instituting best practices. The incumbent will be responsible for preparing requisitions and purchase orders; receiving invoices for items purchased and process for payment; and for the reconciliation of monthly Bankcard statements and reimbursements ensuring compliance with sponsor's terms and conditions, as well as university and departmental policies and procedures.

The Business & Operations Manager will also prepare human resources related forms for employees and student employees of the library to ensure that employees are paid accurately and to ensure proper funding for the position; and will also perform payroll and other time and attendance duties, including entering time for staff and student employees, when appropriate.

• Responsible for all accounts receivables for the Healey Library, including the reconciliation of cash, check and credit card payments, as they relate to fines and fees for the library; oversee the verification of daily receipts to ensure accurate posting to the Healey Library financial system and oversee the processing of all returned checks; prepare monthly reconciliation reports for auditing purposes;
• Responsible for processing invoices and overseeing payments to outside vendors for library materials and services provided; keep all accounts for the Library in good standing and up-to-date; serve as primary liaison with outside vendors, the Assistant Dean and the University Procurement Department regarding payments; provide recommendations on vendors and the costs associated with purchases add vendors to system for PO payments;
  
  set up and hold tax exempt accounts with various vendors;
• Provide recommendations to the Assistant Dean with regard to accounts receivable policies and procedures, researching and instituting best practices;
• Reconcile Bankcard statements and reimbursements, ensuring compliance with university and departmental policies and procedures;
• Prepare requisitions and purchase orders and edit for conformity with existing departmental and university policies and procedures; select appropriate account codes, update on-line purchase orders to reflect product or pricing changes and process disbursement paperwork to ensure timely payment for items purchased; review and process all invoices for items purchased and licensing transactions for the library and process for payment; adhere to university purchasing standards and best practices, to acquire library materials;
• Assist in processing staff expense reports, travel reimbursements, and advance requests;
• In coordination with the Associate Dean, administers hiring process, including posting the position, setting up interviews, and completing hiring…