Administrative Manager of Facilities Management

What We Are Looking For

The Administrative Manager of Facilities Management assists the Associate Vice President (AVP) for Facilities and Operations and other team members in the Facilities Management Department in the accomplishment of tasks related to the preservation and enhancement of the facilities and infrastructure of Baylor University.

An Associate’s degree and two years of relevant work experience are required. A Bachelor’s degree and four years of relevant work experience is preferred. 

A combination of education and experience will be considered in lieu of the degree requirement. 

*All applicants must be currently authorized to work in the United States on a full-time basis. 

The ideal candidate will possess the following knowledge/skills/abilities:

• Excellent oral and written communication skills and demonstrated track record of professional e-mail and telephone skills, interpersonal and organizational skills
• Ability to organize work to meet timelines and deadlines 
• Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint, etc...) 
• Attention to detail to ensure accuracy and consistency is critical 
• Ability to work effectively with internal staff, to include working with the AVP on institutional high visibility topics with short timelines 
• Experience working at Baylor, as an executive assistant or as an office manager 

What You Will Do

• Work with the AVP and other leaders in the department to set agendas
• Prepare and consolidate documents and presentations for meetings, such as construction project updates, space allocation floorplans and depictions, and conceptual and schematic renderings 
• Record and publish meeting minutes in coordination with the AVP  
• Assist the AVP and other leaders in the department in the development of Board of Regent updates and presentations for major capital construction projects 
• Coordinate and maintains calendars for the AVP and other leaders in the Department as designated by the AVP; schedule internal University and external meetings with architectural and engineer firms, and other 3rd party consultants or guests 
• Gather details, status, and context when issues arise on construction projects and work orders for the AVP 
• Submit work orders to the service provider for campus wide facility, utility, and infrastructure deficiencies; partner with the service provider to ensure submitted work orders are satisfactorily completed in a timely manner 
• As requested by the AVP, provide oversight to the service provider for issues with high visibility to University leaders 
• Partner with FM team members and the service providers as needed to ensure scheduled facility and utility outages/disruptions are approved and notifications are sent out in a timely manner to impacted stakeholders 
• Serve as the Department’s face to University stakeholders as a reference for interpretation or clarification of facilities management related University policies, standards, procedures, and processes
• Develop and maintain working knowledge of applicable University tools and systems, including but not limited to Ignite 
• Organize and manage all aspects of customer service functions for the Department by focusing on customer needs and satisfaction; includes monitoring of the departmental e-mail account and voicemail, and keeping the Department website up to date 
• Contribute to the overall success of the Facilities Management Department and performs all other duties and responsibilities as assigned by the AVP, such as, but not limited to: 
• Manage special projects and initiatives 
• Manage and oversee records and files for the Department, and maintains confidentiality of records and other pertinent information as necessary  
• Develop and implement office policies and procedures  
• Collaborate with Department staff on management and planning of internal and external facing events
• Assist with Department communications and correspondence  
• Make travel arrangements for official trips for Department team members 
• Maintain follow up system on pending projects, reports, and other tasks to ensure deadlines are met 
• Identify and recommend improvements for office wide procedures, processes, and overall performance 
• Track and order technology (i.e., computers, monitors, phones, tablets, etc…) replenishments 
• Oversee initial onboarding of new staff 
• Oversee the administrative requirements of the departmental vehicle fleet including ATVs and golf carts 
• Perform all other duties as assigned to support Baylor’s mission
• Ability to comply with university policies
• Maintain regular and punctual attendance

What You Can Expect

As part of the Baylor family, eligible employees receive a comprehensive benefits package that includes medical, dental, and vision insurance, generous time off, tuition remission, and outstanding automatic retirement contributions. Baylor has a comprehensive benefits plan that supports you and your family’s wellbeing and allows you to be a part of the life of a vibrant and active college campus.  To learn more, go to Baylor Benefits & Advantages.

Explore & Engage

Learn more about Baylor and our strategic vision, Baylor in Deeds.  Also, explore our great hometown of Waco and the many opportunities to engage locally.  If you are new to Central Texas, This is Waco!