IT Business Operations Manager

Job Summary

The IT Business Operations Manager reports to the Senior Director, Strategy and Innovation and supports employee engagement, workforce development, and selected IT business operations within IT. The incumbent is responsible for managing IT business planning, operations and process improvement.

The incumbent serves as a member of the SJSU-IT Leadership Team and works in collaboration with leaders in SJSU-IT to support budget planning and management, operations and process improvement. The manager will play a critical role in assisting the Senior Director in the SJSU-IT financial strategy, overseeing annual budgetary planning and cost management, managing quarterly forecasting and reconciliation. The incumbent is also responsible for managing the University’s Technology Product Requisition Accessibility and IT Risk Assessment Process to support the CSU Accessible Technology Initiative (ATI).

In collaboration with IT leadership, the incumbent administers and improves recruiting, onboarding, and employee development processes, working closely with University Personnel, recruiting partners, and consulting firms. The incumbent assigns work, coach staff, and supports professional development while fostering a collaborative, service-oriented, and learning-focused environment.

• Manage the SJSU IT Purchase Order approval process, track daily spend (invoices) and troubleshoot invoicing issues.
• Responsible for travel & training authorization, reimbursements, and personal reimbursements.
• Develop standard and ad-hoc reports in a variety of formats, budgetary models and spreadsheets, and systems for extracting and reporting critical budget/financial data with high degree of accuracy.
• Own PAF process. Track and communicate status of PAFs, provide periodical update to leadership team
• Review contracts for terms, pricing and approvals.
• Identify inefficiencies in current business operations, working with IT leaders to prioritize areas of opportunities.
• Reallocate funds as necessary during the quarter to adjust to demand changes while maintaining adherence to the budget target.
• Monitor project and division expenditures and indicate appropriate action.
• Ensure prioritized project financials are effectively and efficiently captured in the Financial Data Warehouse.
• Monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures; provide recommendations, within departmental policy, on appropriate services and staffing levels.
• Lead and engage with working teams to develop and roll out new ways of working with limited disruption on daily work and structure the IT leadership planning and review process.
• Design/redesign or update SJSU-IT budget models to forecast.
• Manage annual IT budget development efforts, budget principles and guidelines and the analysis of departmental augmentation requests.
• Identify, analyze and communicate budget-to-actual variances and forecast-to-actual variances on a monthly, quarterly, and annually basis to senior management.
• Share insight on identified risks and opportunities with IT senior management.
• Develop and implement budget and fiscal policies and procedures to ensure effective management of resources including modeling FTE position controls, collaborate with procurement, finance, and accounts payable on process improvement.
• Oversee IT payroll, lead and manage the University Personnel access approval processes.
• Coordinate and maintain processes for IT employees.
• Lead and facilitate all staff recruitments for the department and ensure compliance with People & Culture guidelines. Oversee the completion of the recruitment materials and submit documentation.
• Serve as the primary contact for ITS to Human Resources office for matters…