Medical Center Operations Manager

Department: Medical Center
Reports to: VP, Medical Development
FLSA Status: Exempt
 
The anticipated salary for this position starts at $82,500. The final pay will be determined based on several factors, including qualifications, experience, education, and years within the job or industry, with a strong emphasis on maintaining internal equity.
 
Who we are and what we’re about:
KU Endowment is an independent, nonprofit organization and the official fundraising foundation for the University of Kansas.  We partner with donors in providing philanthropic support to build a greater KU.

As an employee of KU Endowment, you’ll witness firsthand the power of our donors’ generosity.  You will join a talented and fun group of people who are inspired to help KU through the support of loyal alumni and friends.  This support fuels excellence, enabling students and faculty to develop innovative programs and research that distinguish the university.  We connect the philanthropic passions of donors with the needs of students, faculty and programs – and everyone benefits.

People are engaged. Purpose is ignited.  Lives are changed.
 
What we are looking for:
This position acts as primary contact for campus partners and development staff on budget, accounting, and fund use inquiries. Recommends, plans and leads execution of new administrative processes for grateful patient and facilitated access programs. Reviews requests for payments to ensure compliance with IRS regulations and proper tax reporting.  Responsible for day-to-day building operations and maintenance of The Kansas University Endowment Association’s physical building – a free-standing entity located at 4125 Rainbow Blvd, Kansas City, Kansas – including responding to tenant requests. Supervises Receptionist/Operations Coordinator.
 
The individual in this position is expected to embrace KU Endowment’s stated core values – collaboration, curiosity, empowerment, and excellence – and demonstrate support for them through professional interactions and activities. 
 
What’s a typical day look like?

• Fund Administration
  • Identify, schedule and deliver initial and ongoing training of accounting system to campus and development staff.
  • Investigate and resolve inquiries concerning fund use for academic medical center funds. 
  • Provide assistance and information to campus and development staff concerning fund administration.   Communicate Endowment policies.
  • Review new requests for payment and deposits to ensure that requests meet KU Endowment and IRS guidelines.
  • Periodically verify and update fund account representative status.
  • Verify new fund and fund administration change documentation.
  • Review unspent funds and recommend transfers.
  • Share information and communicate through regular staff meetings and interactions. 

• Property Management
  • Working with the Senior Vice President for Property Management and the Facilities Manager based in Lawrence, Kansas, oversee contracted maintenance, repairs and modifications to our building.
  • Serve as a point of contact for tenants and outside service contractors, including custodial service, window cleaning services and part-time laborers.
  • Identify outside contractors when required and make decisions concerning appropriate action to be taken, including during emergency situations which arise outside of normal working hours.
  • Communicate to office tenants and staff about arranged service visits on equipment including heating, ventilation and air conditioning equipment, plumbing, lighting, and public utilities.
  • Responsible for liaising with campus contacts for the operation and maintenance of building security, fire alarm and other safety equipment.
  • Monitor building and premises at sufficiently frequent intervals to ensure security and to anticipate and resolve problems which might result from storms, vandalism or equipment failures.
  • Serves as an on-call person to be notified by police and fire departments in case of emergency for the Kansas City office.
  • Oversee care and maintenance of grounds including parking lots and gated trash receptacle.
  • Includes guidance of lawn maintenance, spraying, pruning of trees and shrubs, irrigation, and snow removal.

• Performs projects as required or directed including drafting and submitting the annual medical development budget.
• Monitor expenditures during the year, keeping the Vice President for Medical Development updated. Submit spending requests and transfers for the Ruth Bohan Foundation and run regular reports for members of affiliated organizations including Reach Out & Read and the JayDoc Clinic.
• Meet monthly with IS/IT to schedule onsite assistance, ensure technology issues are resolved or solutions sought for staff; communicate IS/IT updates regularly.
• Working with medical development and health system teams, support the implementation of a grateful giving and facilitated access program at the academic medical center.
• Assist by helping to develop training and recognition for staff and health care professionals and schedule and manage event details.
• Supervise the Receptionist/Operations Coordinator who will provide direct administrative support for tracking outreach and reporting on impact.
• Supervise the Receptionist/Operations Coordinator who provides first-line contact with visitors, both in person and via the telephone.
• Establish staff performance goals, objectives and priorities.
• Assess performance and provide mentorship and ongoing training for career growth and satisfaction.
• Oversee the operation of materials stockroom, including all mailing and the courier bag.
• Oversee the ordering of office and cleaning supplies to serve staff and facility needs.
• Recommend procedure or system improvements.
• Serves as the main backup for the receptionist.
• Regular and reliable attendance is essential for this position.
• Performs other duties as may be assigned.

• Bachelor’s degree in accounting or other relevant degrees and 5-7 years of experience.
• Master’s degree in accounting or other relevant degrees and 3-5 years of experience.
• A minimum of 3 years supervisory experience preferred.
• Experience working in a team environment providing support for executive-level operations and/or non-profit management preferred.

• Considerable knowledge of modern office practices and procedures required.
• Ability to supervise staff and workflow, establish and maintain effective working relationships with academic medical center and KU Endowment staff at all levels, creating a highly positive and professional image for KU Endowment.
• Ability to exercise good judgment in making decisions concerning the building and office in general, fund account matters in particular, and seek administrative approval when necessary.
• Ability to independently initiate, organize and follow through with tasks and meet multiple deadlines.
• Possess proficient writing and organizational skills to produce complex correspondence and documents. 
• Ability to establish and maintain professional and effective working relationships inside and outside KU Endowment.
• Ability to adapt to new procedures and technology.

• A valid driver’s license.
• Must have access to reliable transportation to travel between multiple locations for occasional training, events and/or work-related activities.
• Must be able to respond quickly and effectively to directions and safety hazards.

• This job operates in a professional office environment. This role routinely uses standard office productivity machinery such as computers, keyboards and a mouse, laptops, phones, photocopiers, filing cabinets and fax machines.
• This is largely a sedentary role; however, some filing is required. This would require the ability to move files, open filing cabinets and bend or stand as necessary.

• The ability to observe details at close range (within a few feet of the observer).

• The person in this position frequently communicates with donors, colleagues, students, and general public. Must be able to communicate with others effectively.

• Physical effort/lifting, such as food and drinks for events, tables and chairs for room setup, and office files (up to 50 pounds)

• (Occasionally) Travel requirements can include the following: evenings, weekends, and out of town overnights as an occasional part of the job.

• 100% employer-paid pension plan
• Health, dental, and vision insurance
• 401(k) and Roth 401(k) matching program
• Section 125 flexible benefits
• Generous paid leave including holidays, personal and sick leave
• Volunteer and community engagement opportunities
• Paid Parental Leave
• Life, AD&D, short- and long-term disability insurance
• Legal & ID Theft protection
• Critical Illness
• Accident and Hospital Indemnity insurance
• KU education assistance
• Free parking