Associate Manager Operations Support

Appointment Type: Full-Time Regular (FTR)

Location: Oak Ridge, TN (Hybrid)

*Salary Range: $81,910 - $113,950

The selected candidate will be required to work from the Oak Ridge, TN office a minimum of one day per week. Additional days in the office may be required on an as needed basis.

PURPOSE:

As Peer Review (PR) Associate Manager Operations Support, takes responsibility for all aspects of managing the Centralized Meeting Support Team (CMST) and technology support team including planning, organizing, cost control, time schedules, quality assurance, communications with internal customers, and staff coordination. Responsible for ensuring staff understand and follow procedures, policies, and regulations.

As programmatic quality assurance lead assesses and monitors business processes to ensure they are appropriately followed. Oversees small projects or phases of larger projects. Coordinates activities of a project team, identifies appropriate resources needed, and develops schedules or iterative delivery plans to ensure timely completion of the project.

Personnel Coordination of Centralized Meeting Support Team (CMST) and Technology Support team, which provides a variety of administrative, technical, and meeting-related support to all Peer Review teams.
• Plans, organizes, directs, and schedules the work of employees, equipment, and material within budgetary and quality standards. Defines organizational goals and implements strategies for addressing these goals, consistent with maximizing organizational efficiency and performance. Recommends and institutes measures to improve operations and increase efficiency. Proposes, monitors, and complies with project budgets. Examines work for exactness and conformance to policies and procedures.
• Analyzes workforce needs and establishes personnel requirements. Requisitions and selects qualified employees necessary to meet established requirements and organizational goals. Assigns employees to jobs and establishes standards and training for the proper performance of work and familiarizes staff with company rules, procedures, and policies. Maintains discipline of employees under supervision in accordance with established policies. Assumes responsibility for the proper application of established human resource administration policies, safety and health regulations, and local, state, and federal regulations.
• Initiates action and approves or recommends approval of hires, disciplinary actions, leaves of absence, promotions, reductions-in-force, performance evaluation, salary increases, terminations of employment for cause, separations, transfers, and other personnel actions. Approves or disapproves leave requests, timecards, and work schedules. Approves employee travel and reimbursement.

• Meeting Support Services:
  • Works closely with Peer Review program project managers to review and ensure all hotel meeting facility purchase requisitions comply with defined procurement requirements and supporting documentation (meeting spec sheet, clear requirements, etc.) are appropriately completed and ready for submission to Procurement & Partnerships (P&P).
  • Works closely with Peer Review program project managers to coordinate catering efforts in support of meetings.
  • Provides oversight and monitors progress of all Peer Review program iProcurement Requisition(s). This includes requisitions for in-person meeting procurements such as hotel meeting facility contracts, CART/ASL translation services, audio visual, furniture rental, poster board rental, transportation, lab travel, software license renewals, etc.
  • Responsible for preparing hotel deposit payment requests and processing all hotel meeting facility (HMF) invoice packages to include compiling required supporting documentation, completing reconciliation/invoice breakdown, obtaining project manager and financial analyst review and approval, and submitting for payment processing.

• Quality Assurance:
  • Using collaborative measures, assesses work processes to identify and correct inefficiencies for improved quality and performance.
  • Makes recommendations for process improvements, to include revision of existing processes, adoption of new processes, and incorporation of new tools into work procedures.
  • Contributes and updates Peer Review procedures.
  • Conducts regular internal assessments and archiving of project files.
  • Helps assure ISO 9001 and Quality Management System requirements are being followed.
  • Prepares implementation and training plans for integration of new or revised processes and tools.

• Communications:
  • Maintains close communications and works collaboratively with managers, staff, and support organizations, including internal customers and internal organizational support organizations such as P&P, Financial Operations, and ITS.

Bachelor's degree in business, scientific, technical, education or related field and 3-5 years of job related experience. An equivalent combination of education and experience requiring similar knowledge, skills, abilities, and performing duties as described may be substituted for the minimum requirements.

• Must have demonstrated experience in analyzing processes, guidance, and procedures; evaluating alternatives; and making recommendations for improvements.
• Experience justifying and implementing new processes and techniques is required.
• Advanced computer and software skills are needed to efficiently use Microsoft Office products such as Word, Excel, PowerPoint, and SharePoint.
• Ability to quickly learn internal systems such as PeerNet or other administrative systems (travel system; honoraria payment system) and databases (Oracle financial applications).
• Must be successful in managing situations using strong decision-making and critical thinking skills.
• Ability to coordinate staff workflow and work assignments.
• Experience and understanding of hotel meeting facility contracting requirements is a plus.
• Must possess critical thinking skills to be able to effectively identify those processes and procedures where new process interventions will result in improved efficiency, improved quality, or cost savings.
• Must have advanced communication skills to clearly articulate newly gained knowledge to disseminate the new and/or revised processes or procedures to all levels within the organization.
• Must be able to communicate current and proposed processes in a variety of formats such as written job aids or illustrated presentations.
• Must be resourceful and take initiative to seek answers and provide alternatives to a team of managers and multiple customers, each with their own needs and preferences.
• Must have the desire and capacity to actively seek and understand new and evolving technologies and how they can or should be applied to promote efficiency or provide solutions.
• Must be able to perform duties to meet deadlines, prioritize work and manage sometimes competing assignments, and work independently and in team environments.
• Must be able to understand and apply all applicable ORAU, ORISE, and Peer Review program policies and procedures to their daily activities and adhere to all workplace requirements.

*The candidate's starting salary will be determined upon hire and ORAU will use salary survey data, internal comparators, and the candidate's qualifications to determine salary.

TOTAL REWARDS

ORAU has a strategic approach to providing total rewards to employees through a fair, equitable, and competitive total compensation package. The goal of our total rewards system is to integrate compensation, benefits, work-life balance, performance, recognition, development, and career opportunities to attract, engage, and retain the talent required to achieve ORAU's business objectives. The benefit component of our total rewards program supports business goals by offering the following benefits based on employee eligibility:

• Legally required benefits
• Group Health insurance including: Medical, Prescription, Dental, and Vision
• Retirement plan contribution matching
• Disability insurance
• Group life insurance
• Travel Accident Insurance
• Section 125 reimbursement accounts
• Other voluntary employee paid benefit and insurance offerings

The ORAU total reward package also promotes work-life balance. Mindful of the need for employees to care for themselves and their families, ORAU offers the following additional work-life benefits based on employee eligibility:

• Telework
• Paid Time Off (PTO)
• Paid Holidays
• Flexible work schedules or compressed work weeks
• Occupational Health and Wellness Programs
• Employee Assistance Program