Business Operations Manager
Louisiana State University
0100 Planning, Design and Construction
Full-Time
Competitive
OfficeManager
Job Description:
This position is responsible for procurement of medium to large Title 39 purchase of goods and services, professional services and design contracts and Title 38 construction including reviewing documents for compliance with LSU and state procurement laws, drafting contracts and amendments, entering requisitions and reviewing and processing invoices. This position assists with construction project management software including developing workflow processes, creating custom reports, monitoring data for accuracy and completion and creating training for users. Responsible for project management including Project Initiation Form and assisting project managers, responds to inquiries from internal and external stakeholders. Creates and issues critical/emergency communications to designers and contractors. Completes yearly inventory. Responsible for software renewals, purchases, license maintenance and assignments.
Job Responsibilities:
20%- Procurement for medium to large Title 39 purchases: Serves as procurement specialist for Title 39 purchases for office furnishings for departments across LSU campus coordinated through PDC interior design staff, including LSU and state contract purchases, bid purchases and furniture purchases for capital outlay projects. Responsible for submitting furniture, fixture and equipment lists for capital outlay projects to FPC for approval; submits purchase orders and invoices to FPC for payment. Reviews bids/quotes to ensure compliance with LSU and state procurement laws. Submits requisitions in University procurement system, reviews invoices and processes for payment. Prepares change orders as needed.
20%- Construction project management software: Assists with system administration and management of construction project management software. Develops workflow processes used in software: manages user licenses. Responsible for creation of training materials and training sessions for all users. Monitors data for accuracy and completion. Configures reports including creating code for various reports to be used by users, executive staff, deans and departments. Analyzes data related to reports and workflow processes to evaluate project management: suggests improvements to create efficiencies in project management. Report technical issues to software technical support. Responsible for yearly software renewal.
20%- Project Management: Responsible for maintaining and updating Project Initiation Form including troubleshooting and assisting departments with completion of form; monitors form approvals in Box, submits form in construction management software process. Assists project managers with procurement questions/issues. Responds to inquiries about project status from internal and external stakeholders. For projects delegated to LSU by the State Office of Facility Planning & Control (FPC), prepares required concurrence forms and backup documentation, assists with submittal and tracking of requests and forms, reviews processes in construction management software, enters requisitions, amendments and change order in University's procurement system.
15%- Procurement for Title 38 Construction: serves as backup for procurement of Title 38 construction purchases including reviewing documents for compliance with LSU and state procurement laws, entering requisitions and change orders, issuing notice to proceed. Process invoices in Workday for medium to large construction contracts. For solicited bid projects - assist with sending out Invitation to Bid in construction management bid module, submit bidder questions to project manager; issue addenda in bid module; tab bids and submit process to project manager for review.
15%- Procurement for professional services and design contracts: Assist with procurement process including reviewing proposals, drafting contracts, entering requisitions, preparing amendments as needed; review and route invoices to project managers for review and approval; enter invoices in Workday, PO closeout. Assist project managers and suppliers with completion of required procurement documentation and approvals.
10%- Business Operations: Create and issue all critical/emergency communications to vendors including emergency broadcast emails; maintain current list of designers/contractors including contact information. Responsible for completion of annual inventory of items and equipment for PDC. Ensures accurate tagging and accountability for items. Responsible for yearly software renewals and purchase of additional software licenses; serves as administrator for assigning software licenses. Maintains list of laptops and desktop PCs. Procures laptops, monitors, keyboards, etc as needed. Provides technical assistance for AV in PDC conference room. Assists Executive Director of PDC & Assistant Director of Business Operations with other tasks as assigned.
Minimum Qualifications:
LSU values skills, experience, and expertise. Candidates who have relevant experience in key job responsibilities are encouraged to apply- a degree is not required as long as the candidate meets the required years of experience specified in the job description.
Special or Physical Qualifications:
This position is considered operational essential and may be asked to work during an official closure but is otherwise not required to report to the physical campus during a closure and whose absence does not present a risk to the safety, resources, and well-being of the campus per FASOP HR-01.
This position regularly engages in financial matters including handling credit cards, cash, grant funds, or other university funds, and must undergo a credit check per FASOP HR-04.
Skills Needed:
Active Listening, Communication, Customer Service, Database Management, Decision Making, Detail-Oriented, Following Protocols, LeadershipPreferred Skills:
Background Check - An offer of employment is contingent on a satisfactory pre-employment background check.
Benefits - LSU offers outstanding benefits to eligible employees and their dependents including health, life, dental, and vision insurance; flexible spending accounts; retirement options; various leave options; paid holidays; wellness benefits; tuition exemption for qualified positions; training and development opportunities; employee discounts; and more!
Positions approved to work outside the State of Louisiana shall be employed through Louisiana State University’s partner, nextSource Workforce Solutions, for Employer of Record Services including but not limited to employment, benefits, payroll, and tax compliance. Positions employed through Employer of Record Services will be offered benefits and retirement as applicable through their provider and will not be eligible for State of Louisiana benefits and retirement.
All candidates must have valid U.S. work authorization at the time of hire and maintain that valid work authorization throughout employment. Changes in laws, regulations, or government policies may impact the university’s ability to employ individuals in certain positions.
For questions or concerns related to updating your application with attachments (e.g., resumes, RS:17 documents), date of birth, or reactivating applications, please contact the LSU Human Resources Management Office at 225-578-8200 or email HR@lsu.edu. For questions or concerns regarding the status of your application or salary ranges, please contact the department using the information provided in the Special Instructions section of this job posting.