OFFICIAL JOB TITLE: Facilities Operations Manager
DIVISION: Administration & Facilities
DEPARTMENT: Facilities & Physical Plant
BARGAINING UNIT STATUS: ESU, Cat. 15
EEO STATUS: 3.7
JOB CODE: 043
FLSA STATUS: EXEMPT
SALARY: $68,565 to $101,000-Commensurate with experience/education.
REPORTS TO: Reports to Associate Vice Chancellor of Facilities Management.
SUPERVISES: Departmental Clerical Staff and student workers assigned to Facilities Management.
SUMMARY PURPOSE OF POSITION: The Facilities Operations Manager manages and oversees the day-to-day operations of the Facilities Management Office providing a wide range of organizational, administrative, and professional support to ensure efficient operations of department initiative. The incumbent provides administrative support to the Associate Vice Chancellor of Facilities Management. The Facilities Operations Manager participates in and has access to all items that are presented to the office of the AVC, including matters pertaining to the financial status of the university, policies and procedures, and issues related to collective bargaining and labor relations. The incumbent is expected to maintain confidential files and policy determinations; may be asked to take minutes at confidential meetings, including those relative to collective bargaining, grievances, and lawsuits existing with the University. The incumbent will compile, review, and analyze information, statistics and other data; prepare reports; and coordinate, organize and prioritize communications for the AVC and Facilities Management. The Facilities Operations Manager assists the Director and/or Assistant Director(s) on special projects, staffing issues, compliance issues, etc. The Facilities Operations Manager promotes and trains staff to deliver excellent customer service.
Follow the University’s best practices to build and/or support student academic success and retention, and assist in meeting strategic objectives for persistence and timely graduation of all the student population.
EXAMPLES OF PRIMARY DUTIES AND RESPONSIBILITIES:
Examples of Duties (Essential Functions):
- Manage and oversee the day-to-day operations of the Facilities Management Office providing a wide range of organizational, administrative, and professional support to ensure efficient operations of department initiatives.
- Prepares reports and information for the office of the AVC on matters pertaining to the Finance and Budget Division, government agencies and officials, policies and procedures, and collective bargaining
- Exercises independent judgment by prioritizing issues as they are presented to the office
- Coordinates, organizes, and prioritizes communications for the AVC including drafting, editing and proofreading correspondence; this responsibility involves access to highly sensitive communications and University business and requires the highest levels of confidentiality
- Manages the budget and finance program/initiatives and presentations, including support to staff of the Facilities Management
- Assists the Department by facilitating management actions in critical areas and ensures the effective flow of reviews, approvals, and communications regarding the Department’s priorities, messages and directives
- Manages and prepares the budget and finance periodic planning processes regarding operational priorities and strategic initiatives; assists with the on-going monitoring of the progress of priorities for the AVC and the Office staff
- Researches and assists with reports using campus systems such as Summit, Buyways, PeopleSoft and HR Direct
- Responsible for creating requisitions, purchase requests, payrolls, contracts, etc. to determine the reasonableness of costs, availability of funds and/or compliance with agency rules, regulations, specifications, standards and/or procedures to make appropriate recommendations
- Manages contracts and works with vendors on the scope of work and with filing extensions of contracts. Works with state agencies to acquire prevailing wage rates
- Provides administrative support for special projects including research, follow-up, and delivery of finished projects
- Oversees the general business activities of the Facilities Management Office to ensure compliance with governing laws, rules, regulations, policies and procedures. Performs administrative duties for the department to maintain an operation level of high quality and efficiency in the office
- Provides support to supervisors & staff in Capital Planning, Environmental Health & Safety and Sustainability Office by running reports, reviewing the budget and financial amounts, and contracts
- Supervises and manages clerical staff by assigning daily tasks, approving time, and maintaining time off schedule to ensure proper office coverage; approves time submitted by two student workers during the semester and ten to fifteen during the summer session
- Responsible for the Facilities Work Order System IWMS – supporting, training, implementation/upgrade, business process workflow analysis, data migration and cleanup
- Perform other job-related duties and responsibilities that may be assigned and/or the job description changed periodically to reflect changing organization needs
- Bachelor’s Degree or equivalent combination of education, training or experience to successfully perform the essential functions of the position
- Significant (over seven years) of full-time or equivalent part-time, experience in facilities management or facilities administration
- Significant (over seven years) of Facilities Work Order System
- Valid driver’s license required
- Off-campus travel as needed
KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:
- Knowledge and understanding of timekeeping records and payroll policies
- Ability to work successfully with clients, students, staff, faculty, other departments and other agencies
- Excellent customer service skills; ability to deliver seamless services to students, faculty & staff
- Knowledge of sustainability principles and practices
- Demonstrated ability to work with external vendors and contractors
- Ability to supervise and train staff
- Strong planning and organizational skills
- Ability to manage programs/projects
- Proficient in the use of office software and work management systems
- Proficiency in a Facilities Work Order System (i.e. IWMS, TRIRIGA, FAMIS, Brightly Solutions)
- Strong knowledge of UPST Procurement Policies, Rules & Regulations (M.G.L. c.149 and M.G.L. c.30&39M)
- Familiarity with Key Request System (SimpleK)
- Proficiency in software systems (BuyWays, PeopleSoft, Summit, HR Direct)
- Excellent oral and written communication skills
- Requires decision-making and knowledge of the policies and procedures of the University
- Exceptionally high degrees of confidentiality, discretion and customer service are required of this position
- Ability to work independently, take initiative and exercise sound judgment
- Ability to exercise discretion in handling confidential matters
- Demonstrated ability to understand, interpret, and explain complex documents such as policy and procedure manuals, federal and state laws, collective bargaining agreements, etc.
- Demonstrated ability to plan, organize and supervise the work of students and/or interns performing a variety of functions
- Demonstrated ability to establish harmonious relationships with other employees, students, and the public
- Excellent written and oral communication skills
- Proficiency using the full Microsoft Office suite (Word, PPT, Excel)
- Eagerness to learn new software and campus reporting systems
- Substantial knowledge of general office practices, procedures, technologies
- Demonstrated ability to master and implement documented management policies
- Willingness to suggest changes to senior management and support recommendations
- Excellent interpersonal, organizational, and problem-solving skills
- Strong leadership skills, customer service focused, student centered, an appreciation of diversity, strong work ethic, interpersonal skills, experienced in a unionized working environment
UMass Dartmouth offers exciting benefits such as:
75% Employer-Paid Health Insurance
Flexible Spending Accounts
Long Term Disability
State Pension Retirement Plan
Optional Retirement Savings Plans
Tuition Credit (Employee, Spouse, & Dependents)
Twelve (12) paid holidays
Paid personal, vacation, and sick time
Benefits for ESU Union: ESU
Applicants must be authorized for employment in the U.S. on a full time basis. Employment-based visa sponsorship not available.
To apply please submit a letter of interest, current resume and the contact information for three professional references.
The deadline for internal applicants is June 5, 2023.
The review of applications will begin June 6, 2023 and will be ongoing.