Facilities Operations Assistant Manager

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Job Posting Title:

Facilities Operations Assistant Manager

Job Description:

Title of Job: Facilities Operations Assistant Manager

 

POSITION SUMMARY:

The Facilities Operations Assistant Manager performs a broad range of highly skilled work providing management assistance to the Assistant Vice President for Facilities and Maintenance in all aspects of the day-to-day general operational and administrative duties of the Facilities Operations that vary in complexity and support department business operations and services provided to campus constituencies. Responsibilities include oversight and processing of the department’s invoice process; front office supplies budget and control of expenditures related to facilities operations. The position requires strong organization skills, attention to detail, and initiative. The successful candidate must have the technological ability and aptitude to work with the department's systems, the capacity to manage multiple priorities, and work well in a diverse and fast-paced environment.

 

DUTIES AND RESPONSIBILITIES:

Business Operations

• Manage front office supplies budget and control expenditures within established budget guidelines, including oversight of orders, receiving, distribution, and inventory of front office supplies. Process all departmental invoices, verify information, assign correct account numbers and process “Request for Check” for payment. Process all department staff expense reports for purchases made with a P-card.

• Maintain inventory and oversee management of department office equipment such as computers, printers, telephones, two-way radios, and other appropriate related operations related equipment.

• Assist with preparing materials for Board of Trustee committee meetings and related preparations, if necessary (e.g., room arrangement and conference call equipment).

• Research, gather, organize, and maintain various documents related to the operations of the department.

• Manage and maintain oversight of collection, sorting, opening, distribution, and prioritizing mail that needs immediate attention.

• Serve as back-up when requested to assist staff in plant operations in processing work orders received by the department. This includes receiving and analyzing the work requested and assigning it to the appropriate manager for completion, as well as closing work order upon completion.

• Serve as back-up for access control systems

• Prepare and submit filings for various regulatory agencies.

• Maintain and control confidential files, records and correspondence related to the daily operations of the department.

• Attend department meetings, assist with arranging meeting logistics and prepare meeting notes or minutes.

• Coordinate and have oversight of annual and periodic department training, appreciation and community engagement events related to the Facilities and Maintenance Department.

• Manage front office display monitor including content and operation.

 

Service

• Primary responsibility for managing monthly billing of HMC motor pool use.

• Assist with document control duties as assigned.

• Maintain knowledge of procedures and protocols for student summer housing, student summer storage, key card, and combo lock access.

• Serve as backup to Facilities and Maintenance Administrative and Access Coordinator in times of need or absence.

• Participate in the development, implementation, administration and evaluation of systems, projects, policies, and procedures pertaining to access and student summer housing and storage. Participate and provide support in improvements and changes as needed.

• Use Coordinator and Facilities Administrative and Access Coordinator duties in times of need or absence.

• Maintain knowledge of guidelines for room capacities and setup applications for each area. 

• Periodically, deliver and/or pick up mail between college and TCCS and process special mailings as needed. May occasionally pick up paychecks for monthly, hourly, students and interim checks.

• Coordinate and have oversight of annual and periodic department appreciation and community engagement events related to the Facilities and Maintenance Department.

• May publicize Facilities and Maintenance related events, including layout and printing of flyers and bulletins via campus e-mail and other means.

• In the absence of the facilities directors, ensure that requests for action or information are directed to the appropriate staff member(s); interpret requests and help implement action; follow-up to ensure that information is furnished in a timely manner; determine if a matter is of an important or urgent nature requiring immediate action. Communicate with faculty, staff, students, outside agencies, and other individuals as needed.

• Assist with other special projects, initiatives, and duties as assigned.

• Assist with and initiate communications between Facilities and other constituents in writing (including electronic communication), in person and over the phone. Prepare special reports, summaries and/or replies.

• Occasionally provide relief or backup for all clerical and administrative positions during periods of heavy workload or team member absence.

• Serve as the primary point of contact for various vendors.

 

Safety and Work Habits

• Maintain a functional awareness of the typical hazards of the workplace, as well as the special hazards that may be encountered at HMC such as biohazards, radiation, chemicals, etc.

• Follow established procedures for dealing with such potential hazards.

• Promptly reports accidents on the job, preparing and submitting accident reports.

• Participate in safety, emergency preparedness and emergency response training and drills.

 

Other

• Assist with other special projects, initiatives, and duties as assigned.

• Interact and develop effective working partnerships with other departments and team members to attain department goals, objectives and enhance services.

• Respond independently to inquiries requiring knowledge of systems, policies, procedures, and guidelines.

 

REQUIRED QUALIFICATIONS

 

Education and Experience: 

• Education: Bachelors degree in a related field, or any combination of education and experience equivalent to graduation from college in a related field, and training or experience that provides the required knowledge, skills, and ability.

• Experience: Three to five years of increasingly responsible administrative and/or operational experience.

 

Knowledge, Skills, and Abilities:

• Individuals must possess knowledge, skills, and ability to be able to successfully perform the essential functions of the position.

• Must have the ability to work independently exercising discretion and judgment in the performance of job responsibilities as well as work collaboratively with team members.

• Knowledge and understanding of state and federal regulations as they relate to essential functions.

• Proficiency in using various software and spreadsheets (e.g., Microsoft Office software) and can adapt to and learn new software and electronic processes.

• Excellent oral, written, and interpersonal communication skills, and demonstrated ability to write clearly using proper formats, grammar and punctuation, and ability to edit, proofread and ensure accuracy and high quality of work. Ability to maintain open channels of communication with students, faculty, staff, and off campus constituents.

• Effectively perform in a service environment.

• Personal integrity and ability to interact respectfully and tactfully with various constituencies (trustees, faculty, administration, and staff) as well as individuals with varying abilities, backgrounds, interests, and beliefs; ability to represent the Office with discretion and professionalism.

• Ability to manage a wide variety of tasks simultaneously while focusing on detail and maintaining calm under pressure.

• Demonstrated self-starter with excellent judgment; follow-up, problem-solving skills, and organizational skills; ability to assess tasks, set priorities, and complete tasks on time.

• Demonstrated commitment to quality customer service. Ability to gather information from and coordinate activities with various on and off campus groups and individuals.

• Ability to maintain files (including confidential documents) and appropriate documentation; ability to research, analyze content, create reports and work with budgets.

• Ability to maintain multiple general ledger accounts, monitor purchase agreements, service contracts and other matters for the department/office.

• Ability to work effectively in a service-oriented environment subject to frequently changing priorities.

• Knowledge of and the ability to observe and practice safe working habits.

• Willingness and ability to work select weekends and evenings, as required (e.g., Commencement and Alumni Weekend).

 

Preferred Qualifications:

• Experience with Workday.

• Experience in higher education or a non-profit organization.

• Experience with Lenel Security Systems

 

Remote Work Eligibility:

 

Category A:

All staff positions, regardless of remote work eligibility, require an initial 30-calendar-day on-campus work period. Based on an evaluation by the supervisor and area Vice President, this position is classified as Category A as defined in the College’s Remote Work Policy, with occasional ad-hoc remote work flexibility. Your position is essential to on-campus operations and requires you to work exclusively on campus 

 

Your standard working hours will generally be from 8:00 a.m. to 5:00 p.m., Monday through Friday, though these hours may vary depending on departmental and College needs, 

All remote work arrangements, including ad-hoc remote work, must be approved by the direct supervisor, area Cabinet member, and Human Resources, and are subject to periodic review based on institutional needs. These arrangements are neither guaranteed nor considered entitlements and may change due to factors such as employee performance, evolving business needs, or changes to the position.

 

 

Physical Requirements: 

While performing the duties of this job, the staff member is regularly required to sit; stand, use hands and fingers and talk or hear. The employee is occasionally required to reach with hands and arms. The individual must regularly lift and/or carry up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

 

Hours:

Regular office hours are 8:00 a.m. to 5:00 p.m. However, days and hours may vary due to the needs of the department or the College.

 

Classification: 

This is an exempt, full-time, regular, benefits eligible, position. 

 

Salary: 

$77,00-$82,000 per year. 

 

Reports To: 

This position reports to the Assistant Vice President for Facilities and Maintenance
 

Additional Information: 

This job description defines the essential job duties of the position. Harvey Mudd College expects that employees hired for this position can perform the essential functions of the job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act. 

Harvey Mudd College is an Equal Opportunity Employer. Qualified applicants will be given consideration for employment without regard to age, race, gender, national origin, sexual orientation, protected veteran’s status, disability, or any other characteristics protected by applicable law.

Please note that in order to be considered an applicant for any staff position at Harvey Mudd College you must apply for each position for which you believe you are qualified.