Operations Manager, Facilities Management

Job Posting Date(s)

Start Date

03/26/2025

Description

SUMMARY

Under the direction of the Vice President for Facilities Development & Management, the Operations Manager ("Operations Manager") will serve as primary daily support to the Vice President. The Operations Manager is responsible for facilitating the efficient functioning of the Facilities Management Office in a wide range of administrative, clerical, and financial tasks. This position also provides back-up and support to the front desk and the Service Center.

Essential Job Functions

• Provide assistance and provides oversight on various operations and facilities special projects.
• Responsible for management, maintenance and upgrading of Facilities Management databases/systems.
• Supervises employees in the front office, the service center, and student workers.
• Manages shuttle personnel and scheduling for the off-campus cubicles and workspaces.
• Coordinates on-boarding with new Facilities Management & campus safety hires, including arranging pre-employment physicals.
• Provide back up to Accounting Specialist, including coding and processing material requisitions, invoices, check requests, purchase orders, specialized forms, referrals and information related to facilities and construction projects.
• Assist VP and/or Risk Management Administrator to further develop and maintain a Campus Safety/Risk Management/Emergency Management section on the CalArts website that complies with the various regulatory agency associated with Higher Education (Clery, Dept. of Education, and Title lX).
• Coordinates emergency management policies with our insurance brokers; including Emergency Operations Plan documents.
• Works closely with our Risk Manager regarding fleet management, van driver awareness class management, DMV pull notice management.
• Assist VP with insurance requests, certification and claims management.
• Critical participation regarding the creation of internal Policies and Protocols; maintaining and updating documents.
• Works closely with VP, AVP and Project Manager on preparing facilities planning materials (RFQ, RFP, timelines, etc.) and serve as administrative point-person on construction projects with architects, general contractors, and construction firms.
• Manages files/documents and arranges all Buildings Grounds & Technology Committee meetings; takes notes and writes minutes.
• Manages files/documents (in coordination with our accounting specialist) for the various contractors and vendors involved with campus projects.
• Oversees (in coordination with our accounting specialist) maintenance and project management for the Tournament Rd Medical Building..
• Assist with pre/post CSSSA Program with Facilities Management.
• Schedules appointments and keeps a calendar of daily events and performs other miscellaneous tasks for the Facilities Management Administration.
• Other duties assigned. Some weekend work required to accommodate special event or project needs.
  
  

Skills/Abilities

• Excellent interpersonal skills
• Strong organizational and prioritization skills
• Strong communication skills and the ability to work under pressure.
• Strong management skills and basic understanding of human resources procedures.
• Proficient in: Microsoft Office, including Excel and PowerPoint; Gmail suite including, but not limited to, Google Sheets, Slides, Docs and management via Google Drive; Adobe PDF.
• General office skills
• Ability to maintain confidentiality and be diplomatic.
• Ability to operate and troubleshoot problems with general office equipment.
• Ability to analyze situations and solve problems independently.
• Ability to interact with diverse group of constituents.
• Outstanding attention to detail.
• Ability to handle emergency calls for service in a professional manner and maintain composure during stressful situations.
• Ability to troubleshoot and find solutions to customer problems.
  
  

Qualifications

EDUCATION:

• Associate’s Degree and 2 years college course in business, accounting or related field and/or 3 years operations manager/accounting related experience.
  
  

Experience

• Minimum 5 years office experience.
• Minimum 5 years customer service and data entry experience.
• Experience working in a Facilities Management office desired.
• Experience with Social Media.
• Experience working with mobile devices.
• Experience working in an educational environment preferred.