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Operations Manager - Pharmacy
Salary: Commensurate with experience
Benefits: The University offers generous benefits including paidtime off (holidays, holy days and vacation), employer matching contributions tothe retirement plan, and tuition benefits for employees and their eligible dependents.Learn more and explore benefits at www.duq.edu/benefits
Location: Office of the Dean, School of Pharmacy
Position Status: Full-time
Hours: 8AM-4PM
Position Number: 241261/10-1201
FLSA Status: Exempt
POSITION SUMMARY:
The Operations Manager (OM) for the School of Pharmacy reports directly to theAssistant Director of Finance and Administration and works closely with theDirector of Business, Administration and Marketing, the Marketing andCommunications Manager, faculty, staff, and university partners to support theday-to-day administrative and operational needs of the school.
This highlycollaborative position serves as a central hub for operational excellence,managing projects, coordinating cross-functional processes, maintainingsensitive data and reporting systems, and supporting initiatives that enhanceefficiency and organizational effectiveness. The Operations Manager worksacross multiple university departments and enterprise systems, includingBanner, Interfolio, iContracts, Canvas, and Emburse, to support seamlessexecution of business processes, compliance requirements, accreditationactivities, and financial operations.
The idealcandidate will be a highly organized, detail-oriented, and service-focusedindividual with the ability to manage multiple priorities, maintainconfidential information, and build positive working relationships across avariety of constituencies. This position is for someone who enjoys creatingorder, supporting others, and contributing to a collaborative academicenvironment dedicated to excellence in pharmacy education, research, andservice.
DUTIES ANDRESPONSIBILITIES:
Vendor, Membership & Subscription Management - Coordinate financialtransactions related to professional memberships, subscriptions, and serviceagreements while ensuring timely processing and compliance with Universityprocedures.
Scholarship &Advancement Fund Administration - Monitor scholarship and advancement-relatedfunds, review financial activity, and support accurate and timely distributionof resources to students and programs.
BudgetDevelopment & Financial Planning Support - Partner with the AssistantDirector of Finance and Administration to develop, monitor, and reconcilebudgets, including review of purchasing activity and resource utilization.
Expense Reporting& Financial Transparency - Generate and distribute financial reports thatsupport budget reconciliation and expense monitoring.
Program,Endowment & Discretionary Fund Management - Monitor designated programaccounts, discretionary funds, endowments, and other financial resources toensure appropriate utilization and accountability.
GrantAdministration & Financial Reporting - Support financial management ofoperational and grant-funded accounts by maintaining records, preparingreports, monitoring expenditures, and assisting with compliance and reportingrequirements.
AcademicReporting & Compliance Coordination - Coordination of the School's annualcatalog updates and reporting cycles, collaborating with faculty andadministrators to ensure accurate, timely submissions and adherence toinstitutional deadlines.
FacultyAppointment & Compensation Administration - Manage the lifecycle ofadjunct, guest speaker, and faculty overload appointments, coordinatingcontracts, stipends, and payments while ensuring compliance with universitypolicies and procedures.
Faculty Affairs& Academic Personnel Support - Partner with Division Heads, the Registrar,and faculty leaders to support promotion and tenure processes, maintain facultyappointment data, and ensure the accuracy of institutional records.
Contract &Affiliate Relationship Management - Oversee contract administration through theuniversity systems, monitor renewal schedules, and collaborate with HumanResources and academic partners to support field instructor compliance andengagement activities.
InternalCommunications & Engagement - Coordinate and deliver regular communicationsthat keep faculty and staff informed of key initiatives, deadlines, events, andoperational updates.
EmployeeExperience & Professional Development - Support employee onboarding,transitions, professional development initiatives, and recognition programsthat contribute to a positive and collaborative workplace culture.
LeadershipCollaboration & Operational Support - Serve as a trusted operationalpartner to School leadership, contributing to special projects, strategicinitiatives, and continuity of business operations across administrativefunctions.
ProcessImprovement & Workflow Management - Enhance and maintain operationalprocedures, electronic forms, workflow tools, and information resources thatimprove efficiency, consistency, and service delivery.
FacilitiesCoordination & Workplace Operations - Collaborate with FacilitiesManagement and school leadership to address operational needs, coordinatespace-related requests, and support an effective learning and workingenvironment.
Financial Monitoring & Budget Reconciliation - Review monthly financialreports and identify discrepancies or trends, and collaborate with budgetmanagers to support accurate forecasting.
FinancialPartnerships & Affiliation Management - Coordinate financial activitiesrelated to affiliation agreements, ensuring accurate invoicing and timelypayments.
Technology Asset& Resource Planning - Maintain oversight of technology assets andinventory, supporting budgeting, lifecycle planning, equipment replacementstrategies, and responsible resource allocation.
Completes other duties as assigned.
REQUIREMENTS:
Minimum qualifications:
Bachelor's degree in a related field from an accredited educationalinstitution.
3-5 years ofrelevant work experience.
Excellentinterpersonal, organizational, and communication skills.
Ability tointeract professionally and effectively with faculty, staff, students, anduniversity departments.
Demonstratedattention to detail and ability to manage multiple responsibilitiessimultaneously.
Preferred qualifications:
Master's degree from an accredited educational institution.
Experienceworking in a higher education environment.
Experienceworking with enterprise information systems and administrative databases.
Alternately, the successful candidate may possess any equivalent combination ofexperience and training, which provides the knowledge, skills and abilitiesrequired to perform the essential job functions. This includes, but is notlimited to, the following:
Strong organizational and time-management skills.
Ability tocoordinate multiple projects while meeting deadlines.
Ability tomaintain confidential records and exercise sound judgment.
Strong writtenand verbal communication skills.
Ability to workindependently and as part of a collaborative team.
Ability toestablish and maintain effective working relationships across the Universitycommunity.
Proficiency withMicrosoft Office applications, particularly Word, Excel, PowerPoint, anddatabase systems.
Experienceworking with spreadsheets, electronic filing systems, and computerizedadministrative systems.
Strong attentionto detail and commitment to accuracy.
Ability to learnnew software applications and institutional processes.
Sensitivity to andrespect for the dignity and diversity of all individuals.
Ability toestablish and maintain effective working relationships with the UniversityCommunity.
Ability and willingness to contribute actively to the mission of the Universityand to respect the Spiritan Catholic identity of Duquesne University. Themission is implemented through a commitment to academic excellence, a spirit ofservice, moral and spiritual values, sensitivity to world concerns, and anecumenical campus community.
APPLICATIONINSTRUCTIONS:
Applicants are asked to submit a cover letter, resume, and contact informationfor three professional references.
DuquesneUniversity was founded in 1878 by its sponsoring religious community, theCongregation of the Holy Spirit. Duquesne University is Catholic inmission and ecumenical in spirit. Motivated by its Catholic identity,Duquesne values equality of opportunity both as an educational institution andas an employer.