Operations Manager – Pharmacy

Salary:                     Commensurate with experience
Benefits:                  The University offers generous benefits including paid time off (holidays, holy days and vacation), employer matching contributions to the retirement plan, and tuition benefits for employees and their eligible dependents. Learn more and explore benefits at www.duq.edu/benefits
Location:                  Office of the Dean, School of Pharmacy
Position Status:        Full-time                                             
Hours:                      8AM-4PM
 Position Number:    241261/10-1201                
FLSA Status:            Exempt

POSITION SUMMARY:

The Operations Manager (OM) for the School of Pharmacy reports directly to the Assistant Director of Finance and Administration and works closely with the Director of Business, Administration and Marketing, the Marketing and Communications Manager, faculty, staff, and university partners to support the day-to-day administrative and operational needs of the school.

This highly collaborative position serves as a central hub for operational excellence, managing projects, coordinating cross-functional processes, maintaining sensitive data and reporting systems, and supporting initiatives that enhance efficiency and organizational effectiveness. The Operations Manager works across multiple university departments and enterprise systems, including Banner, Interfolio, iContracts, Canvas, and Emburse, to support seamless execution of business processes, compliance requirements, accreditation activities, and financial operations.

The ideal candidate will be a highly organized, detail-oriented, and service-focused individual with the ability to manage multiple priorities, maintain confidential information, and build positive working relationships across a variety of constituencies. This position is for someone who enjoys creating order, supporting others, and contributing to a collaborative academic environment dedicated to excellence in pharmacy education, research, and service.

DUTIES AND RESPONSIBILITIES:

Vendor, Membership & Subscription Management – Coordinate financial transactions related to professional memberships, subscriptions, and service agreements while ensuring timely processing and compliance with University procedures.

Scholarship & Advancement Fund Administration – Monitor scholarship and advancement-related funds, review financial activity, and support accurate and timely distribution of resources to students and programs.

Budget Development & Financial Planning Support – Partner with the Assistant Director of Finance and Administration to develop, monitor, and reconcile budgets, including review of purchasing activity and resource utilization.

Expense Reporting & Financial Transparency – Generate and distribute financial reports that support budget reconciliation and expense monitoring.

Program, Endowment & Discretionary Fund Management – Monitor designated program accounts, discretionary funds, endowments, and other financial resources to ensure appropriate utilization and accountability.

Grant Administration & Financial Reporting – Support financial management of operational and grant-funded accounts by maintaining records, preparing reports, monitoring expenditures, and assisting with compliance and reporting requirements.

Academic Reporting & Compliance Coordination – Coordination of the School's annual catalog updates and reporting cycles, collaborating with faculty and administrators to ensure accurate, timely submissions and adherence to institutional deadlines.

Faculty Appointment & Compensation Administration – Manage the lifecycle of adjunct, guest speaker, and faculty overload appointments, coordinating contracts, stipends, and payments while ensuring compliance with university policies and procedures.

Faculty Affairs & Academic Personnel Support – Partner with Division Heads, the Registrar, and faculty leaders to support promotion and tenure processes, maintain faculty appointment data, and ensure the accuracy of institutional records.

Contract & Affiliate Relationship Management – Oversee contract administration through the university systems, monitor renewal schedules, and collaborate with Human Resources and academic partners to support field instructor compliance and engagement activities.

Internal Communications & Engagement – Coordinate and deliver regular communications that keep faculty and staff informed of key initiatives, deadlines, events, and operational updates.
Employee Experience & Professional Development – Support employee onboarding, transitions, professional development initiatives, and recognition programs that contribute to a positive and collaborative workplace culture.

Leadership Collaboration & Operational Support – Serve as a trusted operational partner to School leadership, contributing to special projects, strategic initiatives, and continuity of business operations across administrative functions.

Process Improvement & Workflow Management – Enhance and maintain operational procedures, electronic forms, workflow tools, and information resources that improve efficiency, consistency, and service delivery.

Facilities Coordination & Workplace Operations – Collaborate with Facilities Management and school leadership to address operational needs, coordinate space-related requests, and support an effective learning and working environment.

Financial Monitoring & Budget Reconciliation – Review monthly financial reports and identify discrepancies or trends, and collaborate with budget managers to support accurate forecasting.
Financial Partnerships & Affiliation Management – Coordinate financial activities related to affiliation agreements, ensuring accurate invoicing and timely payments. 

Technology Asset & Resource Planning – Maintain oversight of technology assets and inventory, supporting budgeting, lifecycle planning, equipment replacement strategies, and responsible resource allocation.

Vendor, Membership & Subscription Management – Coordinate financial transactions related to professional memberships, subscriptions, and service agreements while ensuring timely processing and compliance with university procedures.

Scholarship & Advancement Fund Administration – Monitor scholarship and advancement-related funds, review financial activity, and support accurate and timely distribution of resources to students and programs.

Budget Development & Financial Planning Support – Partner with the Assistant Director of Finance and Administration to develop, monitor, and reconcile budgets, including review of purchasing activity and resource utilization.

Expense Reporting & Financial Transparency – Generate and distribute financial reports that support budget reconciliation and expense monitoring.

Program, Endowment & Discretionary Fund Management – Monitor designated program accounts, discretionary funds, endowments, and other financial resources to ensure appropriate utilization and accountability.

Grant Administration & Financial Reporting – Support financial management of operational and grant-funded accounts by maintaining records, preparing reports, monitoring expenditures, and assisting with compliance and reporting requirements.

Completes other duties as assigned.

REQUIREMENTS:

Minimum qualifications:

Bachelor’s degree in a related field from an accredited educational institution.

3-5 years of relevant work experience.

Excellent interpersonal, organizational, and communication skills.

Ability to interact professionally and effectively with faculty, staff, students, and university departments.

Demonstrated attention to detail and ability to manage multiple responsibilities simultaneously.

Preferred qualifications:

Master’s degree from an accredited educational institution. 

Experience working in a higher education environment.

Experience working with enterprise information systems and administrative databases.

Alternately, the successful candidate may possess any equivalent combination of experience and training, which provides the knowledge, skills and abilities required to perform the essential job functions. This includes, but is not limited to, the following:

Strong organizational and time-management skills.

Ability to coordinate multiple projects while meeting deadlines.

Ability to maintain confidential records and exercise sound judgment.

Strong written and verbal communication skills.

Ability to work independently and as part of a collaborative team.

Ability to establish and maintain effective working relationships across the University community.
Proficiency with Microsoft Office applications, particularly Word, Excel, PowerPoint, and database systems.

Experience working with spreadsheets, electronic filing systems, and computerized administrative systems.

Strong attention to detail and commitment to accuracy.

Ability to learn new software applications and institutional processes.

Sensitivity to and respect for the dignity and diversity of all individuals.

Ability to establish and maintain effective working relationships with the University Community.

Ability and willingness to contribute actively to the mission of the University and to respect the Spiritan Catholic identity of Duquesne University.  The mission is implemented through a commitment to academic excellence, a spirit of service, moral and spiritual values, sensitivity to world concerns, and an ecumenical campus community.

APPLICATION INSTRUCTIONS:

Applicants are asked to submit a cover letter, resume, and contact information for three professional references.

Duquesne University was founded in 1878 by its sponsoring religious community, the Congregation of the Holy Spirit.  Duquesne University is Catholic in mission and ecumenical in spirit.  Motivated by its Catholic identity, Duquesne values equality of opportunity both as an educational institution and as an employer.