Operations Manager

Operations Manager

Rutgers UK seeks an Operations Manager to oversee the set up and smooth running of key operational services in a small, dynamic environment. This full-time role offers an excellent opportunity to manage and facilitate a variety of business functions, including human resources, finance, procurement, auditing, space management, health and safety, and other general projects.

The ideal candidate thrives in complex and evolving settings, bringing a proactive and adaptable approach. Confident in both the hands-on detail of operations and the bigger strategic picture, balancing compliance, employee engagement, and process implementation.

The position delivers business operations services, administrative functions, and managerial support to ensure efficient and cost-effective operational execution. It plays a vital role working with colleagues in, and aligned to, Rutgers UK, ensuring that appropriate contracts are entered into.

Essential functions

Provide hands-on operational support; this is not a purely strategic role and requires involvement in day-to-day activities, such as services, systems, and policy, including employee benefits, payroll, and expenses.

Operational Support & Procurement

• Establish and manage the operational structure for Rutgers UK to ensure efficiency and productivity by streamlining workflows, solving problems, and driving continuous improvement. Assess internal expertise in functional areas, such as accounting, human resources, and workspace resources, and where needed, source and implement service delivery through managed service arrangements, including negotiating contracts with vendors and working with internal colleagues to ensure that the contracts managed are right for the current and projected size and requirements of Rutgers UK.

• Build, manage, and segment data within organizational structures and in compliance with regional laws.

• Provide leadership and oversight in the development or revision of Rutgers UK operation regulations and guidelines and ensure that objectives and operations meet the needs (or align with the policies) of Rutgers University and Rutgers Foundation.

• Manage, maintain, and ensure that Rutgers UK policies on health and safety and safeguarding are adhered to.

Human Resources

• Fulfil recruitment and selection, onboarding, grading and remuneration, and advise managers on-and deal with general issues relating to-employment law and immigration regulations.

• Work with the Rutgers UK Board and Leadership to foster a positive working environment and implement a values-based organizational culture that promotes employee engagement, equality, diversity, belonging, and inclusion.

• Create and deliver appropriate strategies that value staff and enable their development, performance, and collaboration.

Finance, Policy Development & Audit

• Collaborate with strategic partners, such as external providers, institutions, and other relevant stakeholders in Rutgers University and Rutgers Foundation. Specifically, work closely with the Rutgers University Office of General Counsel and University Treasury to assess, implement, and manage appropriate systems and policies for effective business and financial operation.

• Coordinate budgetary and financial processes for successful budget management and financial reporting, including tracking expenditures and reporting variances.

• Establish appropriate and up-to-date policies and procedures for Rutgers UK, which ensure compliance with UK legal and regulatory requirements, and affirm staff compliance with those policies, including incident reporting processes and provision of appropriate training.

• Evaluate Rutgers UK operations and activities, including preparing various reports on financial and business operations and activities; recommend improvements in workflow, procedures, and the use of facilities, equipment, and other resources.

Administrative

• Coordinate resources to support organizational objectives and oversee the day-to-day administrative requirements for Rutgers UK.

• Manage and maintain working documentation, including progress reports and risk assessments and ensure robust record-keeping and documentation to support compliance and reporting requirements.

• Facilitate meetings, events, and presentations, and prepare materials and logistics with other unit leaders, as required, including with external partners, in furtherance of the role.

• Participate in activities that enhance Rutgers' presence and brand reputation/brand awareness.

Perform other duties as assigned that support the overall objective of the position and Rutgers UK.

Qualities, Skills, and Abilities

• Deliver excellent office administration and operational services with flexibility and strong attention to detail.

• Demonstrate strong numeracy and data analysis skills.

• Demonstrate a proactive, problem-solving mindset, with the ability to work autonomously in a lean team to implement and improve processes.

• Apply strong project management skills and set clear directions for projects.

• Leverage communication and interpersonal skills to build and maintain relationships with diverse stakeholders.

Education/ Qualifications

Bachelor's degree and/or 8+ years of professional experience in HR, operations, non-profit organizations, higher education, or related fields.

Mental Demands

Clarity of focus while juggling complex projects, processes, or deadlines.

Workplace Arrangements

This is classified as an in-office position, five days a week.

Working Conditions

This position requires little physical effort. Will work evenings, weekends, or odd hours to meet resource-raising commitments. Typical working conditions with an absence of disagreeable elements. This position requires some early mornings and late evenings to accommodate meetings, events, and external constituent's schedules.

Rutgers UK serves as a facilitator and connector for public benefit, supporting educational institutions and bringing Rutgers resources to the region. Rutgers UK supports the educational mission of Rutgers, one of America's oldest and leading national research universities, ranked among the top 100 universities worldwide. Established in 2024, Rutgers UK is based in London with the goal of encouraging long-term alumni engagement and supporting student and program activities in collaboration with Rutgers University and Rutgers Foundation.

The aim of Rutgers UK is to serve as a builder of connections and community partnerships both in the UK and overseas. Rutgers UK aims to create enriching community experiences and transformative environments that empower students, alumni, and the wider community to thrive in diverse global settings.