Operations associate Jobs in Pasadena, CA

Operations Associate

The Operations Associate will support the Associate Dean of Operations and Administration in managing the daily operations within the School of Film & Television. This role is essential in facilitating communication and collaboration across departments, streamlining workflows, and ensuring effective resource management. The Operations Associate will contribute to the overall productivity and success of SFTV by assisting in areas related to administrative and operational processes including budget and purchasing, building access, facilities and space management, technology, onboarding and training, and general project management across various areas of the School of Film and Television.

Position Specific Responsibilities and Accountabilities

General Duties:

• Assist the Associate Dean of Operations in overseeing various operational and administrative functions and as directed by the Dean.
• Manage, maintain, and oversee day-to-day operational systems and processes.
• Encourage and model cross-collaboration efforts with internal SFTV staff departments to streamline processes.
• Collaborate closely with SFTV staff departments including but not limited to the Dean's Office, Events, Industry Relations, Marcomm, Faculty Services, Student Services, Scheduling, and Production staff.
• Act as a liaison between the Associate Dean and SFTV staff, fostering open communication and collaboration.
• Prepare reports for the Associate Dean, highlighting key insights and recommendations.
• Create and maintain Year-at-a-Glance SFTV operations calendar that captures relevant deadlines, events, compliance requirements, projects, and submissions.
• Assist with creation of project timelines, checklists, agendas and take meeting minutes as needed.
• Train and supervise future administrative assistant or similar role, in addition to hiring, onboarding and supervision of student-workers.

Policy, Procedures, and Workflows:

• Create and maintain a centralized library of documents, guides, org charts, policies, and manuals to reflect internal SFTV processes, procedures and workflows. Centralized documents will be shared across multiple departments.
• Maintain accuracy and attention to detail through various drafts and iterations.
• Manage SFTV faculty and staff directories. Collaborate closely with the Dean's office and Faculty Services staff to ensure accuracy.
• Prepare reports, presentations, and templates in alignment with university and SFTV branding guidelines, ensuring consistency and clarity.
• Onboard and train new staff members on centralized workflows and processes.
• Maintain a strong commitment to routing inquiries, requests, and communications through appropriate channels, aligned with internal reporting structures and approval processes.

Technology and Facilities:

• Manage and process daily, semester-based and long-term building access requests based on internal guidelines.
• Manage and maintain the SFTV software, room and amenities list(s) which includes all spaces assigned to SFTV including but not limited to instructional spaces, labs, suites, stages, theaters, offices, conference rooms, storage, closets, cages etc. Resource shared across staff and leadership. Accuracy is essential.
• Collaborate closely with DPS and FM personnel to troubleshoot and resolve access related concerns.
• Submit batch requests prior to the start of each semester and summer sessions, ensuring appropriate access across SFTV faculty, staff and students.
• Submit requests to adjust building schedules as needed for theaters, classrooms, labs and specialized spaces across both campuses. Consult Scheduling Analysts on course schedules and programming.
• Collaborate closely with the ITS department to resolve staff related issues, escalating to supervisor as appropriate. Refer non-RMP faculty inquiries to faculty services staff.
• Serve as the RMP Coordinator for SFTV. In close collaboration with the Information Technology Services department (ITS), ensure faculty and staff have necessary computers and laptops and ensuring replacements are processed in accordance with university and SFTV policies.
• Track and support ITS project case requests. Highlight approaching deadlines and in preparation of submission dates. Tracked pre-planning and submission dates on the operations calendar.
• Conduct inventory of assets including but not limited to computers, laptops, printers, copiers, office and classroom furniture. Consistently maintain accurate records.
• Prepare reports for the Associate Dean, highlighting key insights and recommendations.
• As directed by Associate Dean, assist with Academic Equipment Requests process including meeting invites, agenda, minutes, information gathering, and submission
• Collaborate closely with university Facilities Management to resolve general tickets, maintenance, and repairs.
• Maintain a log of SFTV facilities requests, flagging recurring or outstanding issues. Continuous follow-up on outstanding tickets through resolution. Prioritizing health, safety, and time-sensitive related items. Escalate to Facilities Management and Associate Dean as necessary.
• Assist in the scheduling and maintenance of SFTV-controlled spaces across both campuses taking into account various users, impacts, and conflicts.
• Track and support FM project case requests. Highlight approaching deadlines and in preparation of submission dates. Tracked pre-planning and submission dates on the operations calendar.
• Provide support related to capital projects as directed by the Associate Dean.

Staff & Faculty Support:

• Serving as a central point-of-contact for various staff needs, resolve and routing daily inquiries and requests. Provide support and accurate guidance.
• As directed, assist in the onboarding and off-boarding processes for SFTV staff, ensuring a smooth transition and adherence to best practices and internal SFTV criteria.
• Serve as the Resource Management Plan Coordinator (RMP) managing all RMP and non-RMP device and hardware requests. Collaborate closely with Information Technology Services staff (ITS) and SFTV Faculty Services staff to support as needed.

Budget, Expenses, and Purchasing Support:

• Maintain knowledge of finance and budget related functions and processes within Workday. Process transactions and/or submit forms with accuracy.
• Maintain knowledge of university finance purchasing policies and align with practices.
• Support and assist staff with troubleshooting and processing of invoices, requisitions, purchase orders, expense reports, reimbursements and/or reconciliation of university issued p-cards via Workday.
• Maintain advanced knowledge of SFTV policies, and approval processes for funding, travel & professional development, software, equipment and/or furniture purchases.
• Communicate and provide guidance to faculty and staff as applicable.

Additional Duties:

• Assist with event related coordination in support of SFTV events and collaborate with the SFTV Event Producer and university event staff as applicable.
• Assist with special projects and perform other duties as assigned by the Associate Dean of Operations and Administration to support the mission and goals of SFTV.

Loyola Marymount University Expectations:

Exhibit behavior that supports the mission, vision, and values of the university. Communicate and employ interpersonal actions that model high standards of professional, responsible, accountable, and ethical conduct. Demonstrate a commitment to outstanding customer service.

Requisite Qualifications:

• Typically a bachelor's degree in Business Administration, Operations Management, or related field or equivalent experience.
• Minimum of 5 years of experience in a administrative, operations, and/or facilities coordination, or technical role. Preferably in university setting.
• High level of proficiency in office software applications (e.g., Microsoft Office Suite, Teams, Zoom etc.) and ability to learn and adapt to internal systems quickly.
• Demonstrated knowledge of basic budget principles, processes, and systems; experience with Workday strongly preferred.
• Understanding of and ability to follow organizational structure and defined processes
• Excellent organizational and decision-making abilities with meticulous attention to detail and consistent follow-through.
• Ability to prioritize and manage multiple projects simultaneously with accuracy and efficiency.
• Strong interpersonal communication skills and ability to interact professionally with faculty, staff, and university leadership.
• Experience in a university setting desirable.
• Excellent written and verbal communication skills.
• Commitment to supporting a diverse and inclusive work environment.
• Proven ability to exercise a high level of discretion, handling confidential matters with sound judgment.
• High degree of emotional intelligence.
• Proven ability to work calmly and efficiently in a high-pace, high-volume environment.
• Ability to work independently, collaboratively, and follow direction.
• Proven track record in managing staff effectively.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to