The Senior Administrator, Business Operations at Emerson Los Angeles plays a key role in the organization, handling a broad spectrum of complex, confidential administrative, financial, and operational tasks essential for the day-to-day efficiency and strategic success of the LA Campus. Reporting directly to the Associate Vice President and COO, this role demands proactive collaboration and leadership in identifying business needs, conducting analyses, and driving improvements across all facets o... more details
Join our community and experience Emerson College!
The Senior Administrator, Business Operations at Emerson Los Angeles plays a key role in the organization, handling a broad spectrum of complex, confidential administrative, financial, and operational tasks essential for the day-to-day efficiency and strategic success of the LA Campus. Reporting directly to the Associate Vice President and COO, this role demands proactive collaboration and leadership in identifying business needs, conducting analyses, and driving improvements across all facets of business operations. The position is instrumental in managing and maintaining building operations in close cooperation with the Associate Director of Facilities. With a strong emphasis on effective communication, policy adherence, and organizational system management, the Senior Administrator ensures smooth operational flows, from budget management and procurement to HR processes and administrative support.
ESSENTIAL JOB DUTIES
- Oversees and optimizes administrative operations for the LA campus, encompassing budgeting, operations and program management. This role actively contributes to financial analysis, strategic planning, and the effective management of budget controls in collaboration with senior management.
- Coordinate and supervise vendor management, procurement, and contract administration across Facilities and other departments as assigned. This includes overseeing contractors, student workers, and temporary staff.
- Evaluates and enhances the LA Campus' operational efficiency by reviewing existing internal controls and approval processes, recommending improvements, and implementing strategic policy and procedural changes.
- Communicate and enforce operational policies and procedures of the LA Campus, ensuring staff accountability.
- Provide regular updates on LA Campus' operating budget, comparing planned performance against actual figures. Generate regular budget reports and utilize Workday for tracking, processing budget transactions, reclassifications, and reconciliations.
- Serve as a liaison with Finance, Business Services, HR, and all LA Campus departments, managing tasks ranging from financial transactions and HR processes to facilities management and improvement initiatives. Including, but not limited to:
- Procurement: Manage requisitions, oversee expense management, support supplier onboarding and relations, ensure annual compliance to reduce risk, draft and review contracts, assist with RFPs and contract administration, and collaborate with the Procurement team on projects, including travel programs and participation in the Travel Committee.
- Accounts Payable/Receivable (AP/AR): Handle AP and AR processing, resolve discrepancies, issue customer invoices, and monitor receivables.
- Accounting: Conduct bank deposits, manage petty cash, ensure transactions comply with College policies, and handle other assigned finance-related tasks.
- Human Resources (HR): Facilitate onboarding and offboarding processes for LA Campus staff, including orientations, and training on Workday, PCard reconciliation, and other essential business processes.
- Facilities: Assess areas for improvement, hire specialized contractors, and work closely with the Associate Director of Facilities to coordinate daily reviews of upcoming projects and work orders for the LA Campus.
- Coordinate executive schedules, including organizing meetings, arranging travel and accommodations, and managing logistics for events and sponsored programs. Additionally, devise and apply policies and procedures for administrative tasks such as records maintenance, document preparation, mail distribution, reception, and other internal operations.
QUALIFICATIONS – Qualifications are deemed required or preferred and represent what is needed to effectively perform job.
- Bachelor’s degree in Business, Finance or a related field or equivalent experience required.
- Minimum of 5 years of relevant professional experience with progressively increasing responsibilities in administrative, budget management and business functions, ideally within an academic environment.
- Experience in project management, specifically in selecting, hiring, and managing contractors for maintenance or renovation projects and contract negotiation, highly desired.
- Demonstrated competency and proficiency in Workday, Google Suite (Gmail, Google Calendar, Doc, Drive, Sheet), Microsoft Office Suite (specifically MS Word and Excel), and related computer software applications and electronic communications tools.
KNOWLEDGE, SKILLS, AND ABILITIES – May be representative, but not all-inclusive, of those knowledge, skills, and abilities commonly associated with the job.
- Proven interpersonal skills and experience providing complex administrative support in a high-profile environment with tact and diplomacy.
- Ability to work across teams and multi-task with a variety of deadlines, projects, and diverse constituencies while maintaining a positive attitude.
- Demonstrated communication skills, both verbally and written.
- Must be self-motivated and able to work independently.
- Strong planning, organizational, time management, and problem-solving skills.
- Excellent skills in all aspects of planning, collaboration, analytical capabilities, and high level of attention to detail and proactive awareness.
PHYSICAL ABILITIES – Activities commonly associated with the performance of the functions of this job. The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
- Requires long periods of mental concentration
- Requires constant coordination of mental and visual attention
- Requires ability to stand and/or sit for long periods of time
- Requires ability to lift and move objects that are 10 lbs
- Requires ability to lift and move material frequently
- Rarely requires working in difficult physical positions and bodily contortions
WORK ENVIRONMENT – Environmental or atmospheric conditions commonly associated with the performance of the functions of this job.
- In person, in office
- Usual office conditions
Disclaimer: This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees may be required to follow other job-related instructions and to perform other job-related duties as requested, subject to all applicable state and federal laws. Certain job duties described herein may be subject to possible modification in accordance with applicable state and federal laws.
COMPENSATION
Compensation for this position will be between $66,560 - $76,700 annually, commensurate with experience.
Grade of Position: 23-08E
Scheduled Weekly Hours: 36.25
Division of Emerson Los Angeles
In addition to a competitive salary, Emerson College is committed to the health and well-being of our employees and family members. We offer a generous benefits package to regular staff scheduled to work 20+ hours per week.
Benefits include outstanding health plans with limited out-of-pocket expenses, dental plans, generous time-off programs, and a 403(b) retirement benefit with a 9% employer contribution once eligible. Additional benefits such as life and disability coverage as well as commuter offerings are available.
Please refer to our benefits website for a full list of benefits and eligibility requirements.