Administrative Operations Manager

Essential Duties and Responsibilities, but not limited to:

Administrative Management and Supervision:

· Provide leadership to and supervise administrative staff at all locations ("Administrative Team”) throughout the Carpenters and Joiners Apprenticeship and Journeymen Training Trust Fund ("Training Fund”)

· Coordinate, manage, and train the Administrative Team and make sure they are up to date on all processes, procedures, and required training topics

· Assist Human Resources with the hiring of Administrative Team members

· Develop, evaluate, and manage administrative processes to ensure efficient workflow

· Assist in developing and maintaining standard operating procedures for Administrative Team

· Communicate, encourage, and enforce Training Fund policies to Administrative Team

· Hold regular meetings to keep Administrative Team informed of upcoming events, changes in procedures, and new initiatives

· Assist with annual campus scheduling as needed

· Prepare and review operational reports and schedules to track progress, ensure accuracy, and promote efficiency

· Assist with creating and managing the administrative budget

· Assess performance and workload of Administrative Team

· Partner with Human Resources to establish staff development programs to ensure teams are achieving goal

· Work with Human Resources to provide recommendations for disciplinary actions through the progressive disciplinary policy for Administrative Team members as required

· Delegate administrative duties to Administrative Team as appropriate

· Manage Administrative Team workflow and assist where needed

· Conduct and complete performance reviews for Administrative Team

· Oversee the maintenance of training records, Registration Agency records, and any other compliance documents

· Assist with contract management, including negotiating with vendors and service providers for office supplies and services

· Complete a minimum of one week per quarter of travel to various training campuses

· Audit the administrative area and verify all duties meet expectations

· Review and approve time off requests for Administrative Team

o Reconcile vacation accrual and usage

· Review and approve overtime hours for Administrative Team

· Verify, approve, and edit time clock and payroll reports for Administrative Team

· Manage projects provided to Administrative Team

· Maintain an understanding of area standards and policies

· Assistant with compliance reviews and verify accuracy of same

Operations Management:

· Assist in scheduling and planning events, meetings, and travel

· Develop, compile, and review reports as required

o Training reports, budget reports, and special project reports

· Attend meetings as required to provide input and assist with reporting

· Assist in developing systems to maintain compliance with all program requirements

· Develop and implement data filing and storage programs for all areas

· File confidential information while maintaining the confidentiality of the information.

o Create and maintain personnel files for Administrative Team

· Manage and oversee budget for Administrative Team, including preparing draft budget annually

· Procure and oversee vendors where necessary

· Oversee and manage audit process, including auditing all campuses administrative offices

· Assist with document retention and destruction

Other Duties:

· Take additional training as requested

· Other duties as assigned

Compensation:

· Salary $76,520.08 and annual benefits $42,744

o Two weeks paid vacation annually with PTO to accrue per employee handbook

Education and/or Work Experience Requirements:

· High School diploma or GED required

· Associates or Bachelor degree in a related field preferred

· Excellent verbal and written communication skills, including ability to effectively communicate with internal and external customers

· Knowledge of supervisory practices

· Proven office management skills

· Knowledge of business and management principles

· Strong organization and planning skills

· Attention to detail and problem-solving skills

· Computer proficiency (MS Office – Word, Excel and Outlook)

· Ability to follow verbal and written instructions

· Ability to communicate clearly and concisely in writing and verbally

· Ability to establish and maintain effective working relationships with all Training personnel in addition to but not limited to council employees, contractors, and vendors

Physical Requirements:

· Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA and other federal, state and local standards, including meeting qualitative and/or quantitative productivity standards

· Ability to maintain regular, punctual attendance consistent with the ADA, FMLA and other federal, state and local standards

· Must be able to complete work duties as assigned

· Must have a valid driver’s license

· Physical ability to stand for periods of time, sitting, climbing, reaching, lifting, bend, stoop, kneel, work from ladders, and perform in inclement weather. Able to see, hear and speak

· Ability to sit and/or stand for up to 8-hour periods of time

· Ability to look at a computer monitor, utilize a keyboard and/or mouse for up to 8 hours a day

Equal Opportunity Pledge: The Carpenters Training Institute pledges that the program will not discriminate against employees, applicants, and apprentices based upon race, color, religion, national origin, sex (including pregnancy and gender identity), sexual orientation, genetic information, or because they are an individual with a disability or a person forty (40) years or older.