Assistant Director of Operations

Since our founding in 1785, the University of Georgia has operated as Georgia's oldest, most comprehensive, and most diversified institution of higher education (https://www.uga.edu/). The proof is in our more than 235 years of academic and professional achievements and our continual commitment to higher education. UGA is currently ranked among the top 20 public universities in U.S. News & World Report. The University's main campus is located in Athens, approximately 65 miles northeast of Atlanta, with extended campuses in Atlanta, Griffin, Gwinnett, and Tifton. UGA employs approximately 3,100 faculty and more than 7,700 full-time staff. The University's enrollment exceeds 41,000 students including over 31,000 undergraduates and over 10,000 graduate and professional students. Academic programs reside in 19 schools and colleges, including our newly formed School of Medicine.

Monday through Friday 8:00 am - 5:00 pm

The University of Georgia is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ethnicity, age, genetic information, disability, gender identity, sexual orientation or protected veteran status. Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact Central HR (hrweb@uga.edu).

The University System of Georgia is comprised of our 26 institutions of higher education and learning, as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found online at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct.

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found online at https://www.usg.edu/policymanual/section6/C2653.

Requires at least a baccalaureate degree in the field. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications.

The Assistant Director of Operations position is responsible for coordinating and executing all aspects of departmental operations in developing, budgeting, marketing, recruiting and delivering customized and open enrollment programs. The position is accountable for achieving clearly established sales and business engagement goals, including program registrations, gross and net revenue amounts, and budget expenditures. The position manages all logistical activities involved in the effective delivery of assigned programs, including coordinating facilities and meals, securing instructors and teaching materials, maintaining accurate registration records, and collection payment of fees. The position assists in the execution of the department's business development and outreach activities, helping to identify and recruit companies for customized executive programming and placement of employees in current and future open enrollment programs.

Duties and assignments also include managing financial tracking, marketing, and CRM planning and implementation. Responsibilities involve working in collaboration with faculty, TEEC staff, external strategic partners, and OIT to deliver a world-class executive education experience. Demonstrated analytical, financial, organizational, communication (written and oral), interpersonal, problem-solving, strategic planning, and customer service skills are needed.

Lifting boxes up to 25 pounds.

Be advised a credit check will be required for all positions with financial responsibilities. For additional information about the credit check criteria, visit the UGA Credit Background Check website.

Offers of employment are contingent upon completion of a background investigation including, a criminal background check demonstrating your eligibility for employment with the University of Georgia; confirmation of the credentials and employment history reflected in your application materials (including reference checks) as they relate to the job-based requirements of the position applied for; and, if applicable, a satisfactory credit check. You may also be subject to a pre-employment drug test for positions with high-risk responsibilities, if applicable. Please visit the UGA Background Check website.

Directly responsible for implementing all aspects of the operations and customer relations management for all programming provided by the Office of Executive Programs within the Terry College of Business. Specific responsibilities and assignments include:
* Develops detailed and comprehensive project plans covering all stages of development and delivery of program offerings, including the planning phase, execution, implementation, and post-delivery review.
* Works with the department's marketing representatives to help create and develop digital marketing and collaterals for specific programs.
* Monitors and reviews department website and program-specific web pages to ensure program information and customer engagement functions are accurate, relevant and timely.
* Assists in developing and maintaining contracts associated with development and delivery of custom programs, ancillary services, and enrollment of client employees in open enrollment programs.
* Maintains a detailed database of previous program attendees and new program leads, including updating customer names, email addresses, company affiliation and contact information, and related customer profile information.
* Develop, prepare and distribute customized reports on program sales and enrollment, client cultivation, customer relationship management, delivery of programs and services, and customer satisfaction and retention.
* Actively recruits attendees and businesses for new and existing programs.

Directly responsible for program managing program registrations, and coordinating logistics for program delivery, including classroom and facility space, meals, hotel accommodations, pre- and post-program receptions, and related activities. Specific responsibilities and assignments include:
* Maintains accurate and detailed registration records associated with participants in executive programs.
* Coordinates, tracks and maintains accurate accounting of payments and collection of fees associated with programs.
* Prepares attendee rosters for onsite programs and events, including attendee names, titles, company, and related contact information.
* Validates parking for customers and clients, maintaining and submitting parking validation logs to the Facilities Manager,
* Assists in preparing and maintaining a recordkeeping system for onsite events that includes attendee information, sponsor information, instructor information, and related information.
* Serves as primary point of contact for customers and company clients, providing outstanding customer service before, during and after delivery of programs and events.
* Monitors programs during delivery, assessing receptivity of participants and effectiveness of instructional delivery and making adjusts when appropriate to agendas and curricula based on the client needs.
* Composes and manages all correspondences with faculty, students and clients as needed to enhance the program experience and ensure outstanding customer service.
* Manages all aspects of the registration process from initial inquiry through completion of the program, including registration confirmation, payment and collection of registration fees, establishment of payment plans, management of special needs and related services.
* Coordinates payment processing and records management with department finance manager for compensation to instructors, departments and vendors utilized in delivery of programs and services, maintaining accurate accounting records in designated databases and/or spreadsheets.
* Develops and maintains accurate accounting of program budget and actual expenditures for instructor compensation, including benefits where appropriate.
* Creates and maintains both electronic and hardcopy files of all documentation related to coordination and delivery of programs and services, including proposals, agreements, contracts, invoices, and all related documents.
* Maintains and updates appropriate departmental spreadsheets and/or databases in a timely and accurate manner.
* Coordinates ordering, preparation and distribution of all instructional materials needed for delivery of programs, coordinating services of printing vendors and photocopying documents when needed.
* Coordinates arrangements for reservation and delivery of meals and catering services as required, including selection of food service providers and caterers for onsite events, menus and/or food choices, and scheduling of setup and breakdown.
* Coordinates and performs all administrative procedures at conclusion of program delivery, including final budget preparation, payments, satisfaction surveys, instructor evaluations, files, and related processes and procedures.

Develops and manages budgets related to the marketing, recruitment and execution of assigned programs, factoring in all marketing, business development and related operating costs. Specific responsibilities and assignments include:
* Identifies and effectuates opportunities to reduce operating expenses where feasible without reducing the quality of assigned programs.
* Works with department staff to create marketing and sales plans for assigned programs. Tracks all expenditures and invoices associated with each assigned program, including preparing and processing all tax-exempt documentation, along with faculty compensation, travel reimbursement, group travel, and honoraria forms associated with program delivery and execution.

Other duties as assigned and needed to meet Executive Education revenue and programming goals and objectives.