Administrative Operations Manager(Front Office) - Rio de Janeiro

Apenas para membros registrados Rio de Janeiro, Brasil

há 2 horas

$55,000 - $65,000 (USD)

The Talent Acquisition department hires qualified candidates to fill positions which contribute to the overall strategic success of Howard University. · Hiring staff "for fit" makes significant contributions to Howard University's overall mission. · At Howard University, we prior ...

Descrição do trabalho

The Talent Acquisition department hires qualified candidates to fill positions which contribute to the overall strategic success of Howard University.

Hiring staff "for fit" makes significant contributions to Howard University's overall mission.

At Howard University, we prioritize well-being and professional growth.

Here Is What We Offer

Health & Wellness:
Comprehensive medical, dental, and vision insurance, plus mental health support

Work-Life Balance:
PTO, paid holidays, flexible work arrangements

Financial Wellness:
Competitive salary, 403(b) with company match

Professional Development:
Ongoing training, tuition reimbursement, and career advancement paths

Additional Perks:
Wellness programs, commuter benefits, and a vibrant company culture

Join Howard University and thrive with us

Job Purpose

The Administrative Operations Manager (Front Office) serves as the operational and administrative anchor of the Office of the Dean and is the primary front-facing representative for the College of Arts & Sciences.

Reporting to the Assistant Dean for Finance & Administration, this role is responsible for managing day-to-day administrative operations, front office services, facilities coordination, vendor and procurement activities, and student staff supervision to ensure a professional, efficient, and well-coordinated Dean's Office.

Supervisory Authority

Supervises front desk staff and work-study students assigned to the Office of the Dean
Responsible for scheduling, training, task assignment, and performance feedback for student and administrative support staff
Provides functional guidance to administrative staff supporting front office operations

Nature And Scope

The Administrative Operations Manager (Front Office) works closely with the Dean, Chief of Staff, Assistant Dean for Finance & Administration, associate deans, faculty, staff, students, visitors, vendors, and university service partners (e.g., Facilities, Procurement, IT).

This role exercises independent judgment in managing administrative operations, resolving day-to-day issues, and coordinating resources to support executive leadership and college-wide operations.

Principal Accountabilities

Front Office & Executive Operations

Serve as the primary front office presence for the Office of the Dean, ensuring a professional, welcoming, and well-managed environment
Manage front desk operations, visitor reception, and daily office readiness
Coordinate administrative logistics for meetings, events, and executive activities within the Dean's Office
Maintain consistent front office protocols and service standards

Administrative Operations & Workflow Management

Establish and maintain administrative procedures, workflows, and internal operating practices for the Office of the Dean
Manage document control, records management, and administrative filing systems
Draft, maintain, and update non-HR administrative standard operating procedures (SOPs)
Coordinate internal communications and administrative scheduling within the Dean's Office

Student & Administrative Support Oversight

Supervise work-study students and front desk staff, including scheduling, onboarding, task delegation, and time submission coordination
Ensure adequate front office coverage and operational continuity
Support administrative onboarding logistics for new staff (workspace readiness, access coordination, supplies), referring all HR-related actions to the HR Operations Coordinator

Facilities & Building Operations

Serve as the primary point of contact for facilities, maintenance, and building operations for the Office of the Dean
Coordinate building safety, space readiness, and maintenance requests
Monitor office infrastructure needs and escalate issues as appropriate to Facilities Management

Vendor, Procurement & Resource Management

Coordinate procurement of goods and services in accordance with university policies
Manage vendor relationships, service agreements, renewals, and pricing coordination
Track contracts, service timelines, and vendor deliverables (non-legal review)
Maintain inventory, office supplies, and resource allocation for the Dean's Office
Oversee procurement card (P-Card) activity, including transaction processing, reconciliation, and compliance with university procurement policies

Operational Partnership & Special Projects

Partner with the Chief of Staff on administrative initiatives, operational improvements, and special projects
Support the Assistant Dean for Finance & Administration with administrative coordination and operational reporting as needed
Identify opportunities to improve front office efficiency, service delivery, and administrative consistency
Coordinates domestic and international travel arrangements for the Dean, as needed, ensuring accuracy, timeliness and adherence to university travel guidelines

Core Competencies

Strong knowledge of administrative and office operations principles
Demonstrated ability to manage front office services in a complex academic environment
Excellent organizational, communication, and interpersonal skills
Ability to exercise discretion and maintain confidentiality
Strong vendor coordination and procurement management skills
Ability to supervise and develop student and administrative support staff
Proven ability to manage multiple priorities and operate independently
Working knowledge of enterprise resource planning (ERP) systems, including Workday.
Proficiency with office productivity tools (Word, Excel, Outlook) and administrative systems

Minimum Requirements

Bachelor's degree in business administration, public administration, or a related field
4–6 years of progressively responsible experience in administrative or operations management
Experience supporting executive offices or senior leadership preferred
Equivalent combination of education and experience may be considered

Compliance Salary Range Disclosure

$55,000-$65,000