Associate Manager Operations Support

As Peer Review (PR) Associate Manager Operations Support, takes responsibility for all aspects of managing the Centralized Meeting Support Team (CMST) and technology support team including planning, organizing, cost control, time schedules, quality assurance, communications with internal customers, and staff coordination. Responsible for ensuring staff understand and follow procedures, policies, and regulations.

As programmatic quality assurance lead assesses and monitors business processes to ensure they are appropriately followed. Oversees small projects or phases of larger projects. Coordinates activities of a project team, identifies appropriate resources needed, and develops schedules or iterative delivery plans to ensure timely completion of the project.

Responsibilities

• Personnel Coordination of Centralized Meeting Support Team (CMST) and Technology Support team, which provides a variety of administrative, technical, and meeting-related support to all Peer Review teams.
  • Plans, organizes, directs, and schedules the work of employees, equipment, and material within budgetary and quality standards. Defines organizational goals and implements strategies for addressing these goals, consistent with maximizing organizational efficiency and performance. Recommends and institutes measures to improve operations and increase efficiency. Proposes, monitors, and complies with project budgets. Examines work for exactness and conformance to policies and procedures.
  • Analyzes workforce needs and establishes personnel requirements. Requisitions and selects qualified employees necessary to meet established requirements and organizational goals. Assigns employees to jobs and establishes standards and training for the proper performance of work and familiarizes staff with company rules, procedures, and policies. Maintains discipline of employees under supervision in accordance with established policies. Assumes responsibility for the proper application of established human resource administration policies, safety and health regulations, and local, state, and federal regulations.
  • Initiates action and approves or recommends approval of hires, disciplinary actions, leaves of absence, promotions, reductions-in-force, performance evaluation, salary increases, terminations of employment for cause, separations, transfers, and other personnel actions. Approves or disapproves leave requests, timecards, and work schedules. Approves employee travel and reimbursement.

• Meeting Support Services:
  • Works closely with Peer Review program project managers to review and ensure all hotel meeting facility purchase requisitions comply with defined procurement requirements and supporting documentation (meeting spec sheet, clear requirements, etc.) are appropriately completed and ready for submission to Procurement & Partnerships (P&P).
  • Works closely with Peer Review program project managers to coordinate catering efforts in support of meetings.
  • Provides oversight and monitors progress of all Peer Review program iProcurement Requisition(s). This includes requisitions for in-person meeting procurements such as hotel meeting facility contracts, CART/ASL translation services, audio visual, furniture rental, poster board rental, transportation, lab travel, software license renewals, etc.
  • Responsible for preparing hotel deposit payment requests and processing all hotel meeting facility (HMF) invoice packages to include compiling required supporting documentation, completing reconciliation/invoice breakdown, obtaining project manager and financial analyst review and approval, and submitting for payment processing.

• Quality Assurance:
  • Using collaborative measures, assesses work processes to identify and correct inefficiencies for improved quality and performance.
  • Makes recommendations for process improvements, to include revision of existing processes, adoption of new processes, and incorporation of new tools into work procedures.
  • Contributes and updates Peer Review procedures.
  • Conducts regular internal assessments and archiving of project files.
  • Helps assure ISO 9001 and Quality Management System requirements are being followed.
  • Prepares implementation and training plans for integration of new or revised processes and tools.

• Communications:
  • Maintains close communications and works collaboratively with managers, staff, and support organizations, including internal customers and internal organizational support organizations such as P&P, Financial Operations, and ITS.