Operations Support and Artificial Intelligence Manager

Administrative Leadership: Lead, guide, and supervise the directors office senior administrative associate, student associates, and indirectly supervise three operational senior administrative associates. Provide oversight for the departments administrative team, including training. Facilitate regular administrative meetings to ensure smooth business operations and excellent customer service for a department serving 800 staff and stakeholders. Act as a backup to the administrative staff, assisting with calendaring and visitor coordination.Artificial Intelligence Leadership: Serve as the department's subject matter expert in Artificial Intelligence (AI) with a deep understanding of AI technologies and proven experience in implementation. Leverage knowledge of department operations to identify opportunities for AI-driven efficiencies and process improvements. Lead the strategy, adoption, and integration of AI tools, including automation, predictive analytics, and data-driven decision-making. Collaborate with leadership, cross-functional teams, and external vendors to implement AI solutions that align with departmental goals and university policies. Support staff education on AI technologies and foster a culture of innovation, monitor emerging trends, and ensure measurable impacts through regular reporting.Continuous Improvement: Develop and implement short and long-range strategies for improved operational efficiencies and process improvement. Partner with the Facilities Service Support team to formulate, introduce and implement internal departmental policies and practices with authority from the Executive Director and Division leaders. Continuously seek opportunities for process improvement, incorporating best practices and lessons learned into future projects.Financial: Handle procurement needs, including purchase orders, contracts, software orders, UT Market orders, and ProCard management for the directors office and Facilities Services Support division. Monitor expenditures and collaborate with key stakeholders to ensure financial resources are allocated effectively to support departmental goals. Collaborate with the Financial Team to execute processes and provide them with information and reports as needed.FS Leadership: Consistently make impactful contributions as an active participant within the FS Senior Leadership Team. Utilize strategic insight and visionary thinking to play a pivotal role in helping the department succeed.Lead the uniform program for all operational units, serving as the main point of contact for the vendor. Coordinate all uniform activities with division administrative staff and the vendor. Manage the departments mobile device account, working with BFS to ensure billing accuracy with the account. Oversee the departments computer replacement fund, working with the Financial Team and the five divisions to ensure proper use of the fund.Project Management: Lead and manage operational projects and collaborate with and support the Strategic Program Support team on department initiatives as assigned. Work closely with project team members, stakeholders, and cross-functional teams to encourage open communication, collaboration, and synergy. Keep accurate and up-to-date project documentation, including project plans, reports, meeting minutes, and relevant correspondence. Strategic Planning: Participate in strategic planning discussions, contributing an elevated administrative perspective to support the department's growth and operational objectives. Produce administrative reports, draft correspondence, and collect information as requested by department leadership.Recruiting Leadership: Supervise and lead the recruiter and all department recruitment efforts, including training, process improvement, and professional development. Oversee the operational aspects of the recruiting process, working with HR partners to initiate, review, and approve personnel requests. Manage relationships with recruiting vendors, o ersee contracts and POs, and support recruitment-related administrative processes. Attend vendor meetings as needed.Relationship Management: Act as the subject matter expert for all administrative functions for the department. Serve as the Department Unit Contact (DUC) for DocuSign, open records coordinator, and collaborate regularly with the Universitys Office of Records and Information Management Services. Serve as the departmental liaison with support units such as HRSS, TRECS, BFS, Travel Management Services, sister departments, and outside vendors. Collaborate with staff in other departments to test, pilot, and help implement new programs to improve workflow and processes across various units on campus. Develop long-term relationships built on trust and added value, delivering individually customized solutions to key decision-makers.