Facilities Office Manager

On a foundation of faith, wisdom and trust in Divine Providence, Our Lady of the Lake University (OLLU) empowers graduates to transform their communities, families, and professions. Founded in 1895 by the Sisters of Divine Providence, OLLU stands as San Antonio's oldest regionally accredited institution of higher learning. A private, Catholic university, it currently enrolls approximately 1,800 students across undergraduate and graduate programs.

With its main residential campus in San Antonio and additional locations in Houston and the Rio Grande Valley (La Feria), and online programs, OLLU extends its mission across Texas, the border region, and the nation.
Academic Programs
OLLU offers a rich academic portfolio of more than 30 undergraduate majors and minors, 14 master's programs and three doctoral programs. Courses are delivered through diverse formats to support traditional and non-traditional students alike.

Provide clerical and administrative responsibilities to support for Our Lady of the Lake University Facilities Department. Provide strong customer service response to Facilities Department customers, internal and external. Duties include office management, communications planning, vendor relations, and fiscal tracking. With the guidance of Facilities leadership, this position is responsible for tracking, monitoring, and processing all fiscal payments and vendor contracts for the department.

Ability to effectively communicate with customers to help navigate the Facilities and Maintenance help desk support process and effectively coordinate with other departments is essential. Position requires strong organization and multitasking skills.

Performance Metrics:

• Average 3.5 rating on Customer Satisfaction rating on Sys Aid Customer Survey
• No more than 15% ticket reworks every month
• Percentage of tickets are reviewed and assigned within departmental SLA and as listed in performance review goals

Essential Functions:

1. Assist with all facility department projects including logistics, scheduling, outreach, and marketing.

2. Strong customer service skills and responsiveness to manage incoming telephone calls from current and prospective vendors and university personnel.

3. Assigns when necessary then monitors and tracks service tickets for facilities, housekeeping and Maintenance working through the appropriate area supervisor and maintains electronic dashboards tracking metrics and completion rates

4. Files and maintains all records, contracts, and monthly billing requisitions for Facility products both within the department and those purchased by other campus departments.

5. Works with department heads to ensure all invoices are paid by due dates and assists with vendor communication with issues arise.

6. Oversee the invoicing and inventory of all university inventory, and software license or maintenance renewals.

7. Working with Department heads, ensures maintenance and support agreements are monitored and renewed/canceled as needed tosupport university users. Oversees procurement, invoicing, and payment of Facility products for all areas assigned

8. Supports the Director of Facilities and Department Heads as needed in scheduling appointments to meet with internal and external customers, prospective vendors, and other parties seeking an audience with Facilities and Maintenance services

9. Produces purchase orders for outstanding bills and maintains close supervision of status.

10. Under direction of the director, oversees the department's equipment Service Development Lifecycle program and interfaces withthesupporting vendors order and procurement systems.

11. Assists the Director with monthly review of operating budgets to ensure accuracy of accounts.

12. Distributes and collects Divisional mail.

13. Maintains inventory of office supplies, vendor materials, and Department equipment. Reorder and replenish to assure operation is maintained efficiently and effectively.

14. Oversee onboarding and scheduling of Student Employees, working with Student employment services.

15. Maintains reservation calendar updated through university EMS software to ensure internal and external customers, and visitor shave access to facility.

16. Other duties assigned by the Director.

Additional Responsibilities:

• Other duties assigned by the Director
• Tier 0-1 help desk support and basic facilities support

Knowledge, Skills, and Abilities:

1. Ability to acquire and maintain an active understanding of the university purchase order and…