Facilities Operations Assistant Manager

Job Posting Title

Facilities Operations Assistant Manager

Title of Job:
Facilities Operations Assistant Manager

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.

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…