Penn Medicine Academy Operations Manager

Penn Medicine Academy Operations Manager

Corporate Services

1500 Market Street

Job Summary

Manages the day-to-day operations of the Penn Medicine Academy, including facility operations, financial operations, budget analysis, vendor relations, and program operations and delivery. Supervises the PMA administrative coordinator.

Accountabilities

Budget Oversight:

• Serve as an approver for all PMA accounts. Oversee all department payments and transactions including Check Requests and purchase orders. Track request to budget line and projects. Identify appropriate accounts and projects to budget requests.
• Function as primary contact between UPHS Finance and PMA. Provides needed information to Finance as required/requested including a monthly call to discuss spending, variances and trends for PMA, HSP and VP budgets.
• Provide monthly update on spending and variances with PMA Leadership. Provide analysis as needed and impact on projected spending. Ensure that PMA programs stay within budget.
• Prepare the annual budget request for review.
• Attend the annual budget meeting with Executive VP & CAO of Corp, VP of Learning and Organizational Development, and Director of Corporate Service Accounting and Budgeting to discuss new asks.
• Assist PMA leadership team with budgetary alignment to strategic objectives.
• Oversee the capital requests submissions and project plan associated.
• Run cost analysis on vendors to ensure cost effectiveness of funds.
• Schedule bi-annual maintenance of department included but not limited to, painting, carpet, and chair steaming, buffing of floors, upgrade of equipment.
• Track reimbursement costs for Articulate Seats purchased by Learning Solutions team.

• Serve as point person for all facility needs for 1500 Market (security, maintenance, housekeeping, etc.).
• Problem-solve related issues with building and vendor management to ensure a seamless experience for guests and staff.
• Conduct weekly building rounding.
• Prepare emergency plans as required and communicates plans to staff and others as appropriate.
• Organize scheduled safety drills to ensure team is prepared and informed.
• Manage A/V issues that require outside vendor support.

Project Management:

• Coordinate and manage special projects for PMA.
• Develop work plans and milestones that utilize resources and techniques available to ensure projects are on scope.
• Recognize issues raised by vendors and adjust approach to accommodate/address them.
• Update project stakeholders of project status in a timely manner.
• Ensure spending costs are on target with designed budget.

Contract Management:

• Manage contracts for all PMA vendors and coaches in the Executive Leadership Coaching Program.
• Develop a master consulting agreement in coordination with the Office of General Council to standardize the work between coaches and employees.
• Coordinate with coaches/consultants to ensure a smooth experience throughout the process.
• Ensure forms are current and PennTract reflects the up-to-date information.
• Track coaches, contracts, projects and payments.
• Ensure invoices are processed in a timely manner.

• Supervise direct reports as well as on-site vendors and any PMA interns.
• Supervise the concierge on delivery of classroom coffee and food service, invoicing, and customer experience.
• Supervise the PMA Coordinator in creating class rosters, registering guests, production of class completion certificates, monitoring PMA class waiting lists, and processing of professional development requests.
• Direct the PMA Coordinator in the management of class listings in the LMS, waiting lists, and executive faculty for Focus courses.
• Manage facility usage, coordinates planning and week-ahead meetings. Adjusts classroom allocation based upon projected class attendance from Knowledge Link.
• Supervise the AV team to ensure coverage is provided and specific needs are met for both on-site and virtual events.
• Produce quarterly and yearly reports on PMA room utilization.
• Address any escalation issues with Professional Development submissions.

Administrative:

• Approve VP’s direct reports timecards bi-weekly.
• Oversee onboarding/offboarding for team members, in accordance with direct manager ensuring equipment is available and/or ordered, forms and completed, scans and saved for recordkeeping.
• Coordinate with admin to order needed equipment - building badges, cell phones, etc. and update distribution lists, recurring meeting invites, MS Teams and Org charts reflecting changes.
• Create agenda for VP weekly Direct Reports meetings.

Required Education and Experience:

• Bachelor's Degree in Business Administration, Finance, Accounting or related field is required.
• 3+ years of experience in managing an operations budget, including vendor and contract management and budget forecasting is required.
• Experience supervising others is required.

Required Skills and Abilities:

• Ability to use Microsoft Office (Excel, Power Point, Word).
• Ability to work in a fast-paced environment with changing priorities.
• Ability to multi-task.
• Must be attentive to detail
• Demonstrated organizational skills.
• Demonstrated interpersonal/verbal communication skills.
• Must utilize sound judgment.
• Exhibit a high level of professionalism.