What are the responsibilities and job description for the Administrative Operations Manager(Front Office) position at Howard University and Careers?
The Talent Acquisition department hires qualified candidates to fill positions which contribute to the overall strategic success of Howard University. Hiring staff “for fit” makes significant contributions to Howard University’s overall mission.
At Howard University, we prioritize well-being and professional growth.
Here is what we offer:
- Health & Wellness: Comprehensive medical, dental, and vision insurance, plus mental health support
- Work-Life Balance: PTO, paid holidays, flexible work arrangements
- Financial Wellness: Competitive salary, 403(b) with company match
- Professional Development: Ongoing training, tuition reimbursement, and career advancement paths
- Additional Perks: Wellness programs, commuter benefits, and a vibrant company culture
Join Howard University and thrive with us!
https://hr.howard.edu/benefits-wellness
JOB PURPOSE:
The Administrative Operations Manager (Front Office) serves as the operational and administrative anchor of the Office of the Dean and is the primary front-facing representative for the College of Arts & Sciences. Reporting to the Assistant Dean for Finance & Administration, this role is responsible for managing day-to-day administrative operations, front office services, facilities coordination, vendor and procurement activities, and student staff supervision to ensure a professional, efficient, and well-coordinated Dean’s Office.
SUPERVISORY AUTHORITY:
- Supervises front desk staff and work-study students assigned to the Office of the Dean
- Responsible for scheduling, training, task assignment, and performance feedback for student and administrative support staff
- Provides functional guidance to administrative staff supporting front office operations
NATURE AND SCOPE:
The Administrative Operations Manager (Front Office) works closely with the Dean, Chief of Staff, Assistant Dean for Finance & Administration, associate deans, faculty, staff, students, visitors, vendors, and university service partners (e.g., Facilities, Procurement, IT).
This role exercises independent judgment in managing administrative operations, resolving day-to-day issues, and coordinating resources to support executive leadership and college-wide operations.
PRINCIPAL ACCOUNTABILITIES:
Front Office & Executive Operations
- Serve as the primary front office presence for the Office of the Dean, ensuring a professional, welcoming, and well-managed environment
- Manage front desk operations, visitor reception, and daily office readiness
- Coordinate administrative logistics for meetings, events, and executive activities within the Dean’s Office
- Maintain consistent front office protocols and service standards
Administrative Operations & Workflow Management
- Establish and maintain administrative procedures, workflows, and internal operating practices for the Office of the Dean
- Manage document control, records management, and administrative filing systems
- Draft, maintain, and update non-HR administrative standard operating procedures (SOPs)
- Coordinate internal communications and administrative scheduling within the Dean’s Office
Student & Administrative Support Oversight
- Supervise work-study students and front desk staff, including scheduling, onboarding, task delegation, and time submission coordination
- Ensure adequate front office coverage and operational continuity
- Support administrative onboarding logistics for new staff (workspace readiness, access coordination, supplies), referring all HR-related actions to the HR Operations Coordinator
Facilities & Building Operations
- Serve as the primary point of contact for facilities, maintenance, and building operations for the Office of the Dean
- Coordinate building safety, space readiness, and maintenance requests
- Monitor office infrastructure needs and escalate issues as appropriate to Facilities Management
Vendor, Procurement & Resource Management
- Coordinate procurement of goods and services in accordance with university policies
- Manage vendor relationships, service agreements, renewals, and pricing coordination
- Track contracts, service timelines, and vendor deliverables (non-legal review)
- Maintain inventory, office supplies, and resource allocation for the Dean’s Office
- Oversee procurement card (P-Card) activity, including transaction processing, reconciliation, and compliance with university procurement policies
Operational Partnership & Special Projects
- Partner with the Chief of Staff on administrative initiatives, operational improvements, and special projects
- Support the Assistant Dean for Finance & Administration with administrative coordination and operational reporting as needed
- Identify opportunities to improve front office efficiency, service delivery, and administrative consistency
- Coordinates domestic and international travel arrangements for the Dean, as needed, ensuring accuracy, timeliness and adherence to university travel guidelines
CORE COMPETENCIES:
- Strong knowledge of administrative and office operations principles
- Demonstrated ability to manage front office services in a complex academic environment
- Excellent organizational, communication, and interpersonal skills
- Ability to exercise discretion and maintain confidentiality
- Strong vendor coordination and procurement management skills
- Ability to supervise and develop student and administrative support staff
- Proven ability to manage multiple priorities and operate independently
- Working knowledge of enterprise resource planning (ERP) systems, including Workday.
- Proficiency with office productivity tools (Word, Excel, Outlook) and administrative systems
MINIMUM REQUIREMENTS:
- Bachelor’s degree in business administration, public administration, or a related field
- 4–6 years of progressively responsible experience in administrative or operations management
- Experience supporting executive offices or senior leadership preferred
- Equivalent combination of education and experience may be considered
Compliance Salary Range Disclosure
$55,000-$65,000
Salary : $55,000 - $65,000