Facilities Office Manager

Facilities Office Manager
Facilities

Description

JOB SUMMARY: The Office Manager provides administrative support to the Facilities Department and acts as a catalyst between the departments and its customers and staff to ensure continued and quality customer service.

Employment Type: Full-time (1.0 FTE), Benefits-Eligible, Exempt (Salaried)

Salary Range: $48,000-$55,000

DUTIES AND RESPONSIBILITIES:

• Provide high level administrative support to the Director of Facilities, including calendar management, expense reports preparation, budgeting, and assisting with meeting management.
• Provide administrative support for the Facilities management teams, which includes: Grounds, Custodial and Support Services, and Maintenance.
• Receive all incoming calls and requests for service, maintenance, with responsibility for preparing work orders and dispatching to appropriate departments.
• Interact with and maintain administrative contact with outside contractors, consultants, and vendors.
• Maintain records, reports, and other material related to utilities, energy use and recycling programs.
• Conduct bi-weekly payroll entry duties for Facilities staff, which includes student employees and seasonal/summer staff.
• Process invoices, requests for payment, purchase orders, and other related items. Reconcile department credit card transactions.
• Assist with the preparation of various department budgets within Facilities.
• Responsible for organizing time off (PTO) requests and maintaining record.
• Participate in campus-wide weekly event planning meetings and assist in coordinating major work projects on campus in collaboration with the Facilities Project Manager.
• Assist the Director of Facilities in furniture and equipment inventory management.
• Responsible for ordering Campus signage, name badges and other related items.
• Extensive data management, data entry, and reporting requiring advanced Microsoft Office skills and the ability to learn and manage internal software programs and databases.
• Maintain department accounting records by posting transactions and invoices and reconciling errors manually and in the accounting system. Audit invoices for processing payments by verifying there are no duplications, ensuring accuracy and obtaining approvals.
• Manage the student employment and seasonal hiring process for Facilities.
• This position has been designated as weather- or emergency-essential. In the event of a closure of the College, it is vital that you report to work if scheduled. In addition, as a member of the Essential Weather Employee Team, you may be asked to work beyond your normal hours to ensure coverage within your department/office.
• All other duties as assigned.

Prerequisites

MINIMUM QUALIFICATIONS:

• High school diploma
• 7 years of administrative office experience with accounting related responsibilities
• Strong proficiency with Microsoft Suite Products (word and excel) and Google products (gmail, sheets, etc.)
• Detail oriented, ability to work independently, excellent communication and organizational skills and ability to maintain confidentiality
• Ability to work effectively and efficiently under pressure with frequently changing priorities

PREFERRED QUALIFICATIONS:

• Bachelor's degree
• Proficient in the use of specialized software such as TMA, Access, and Reserve.

How to apply: Visit https://gustavus.edu/jobs/ and complete the online application and submit a resume.

Gustavus Adolphus College does not discriminate on the basis of race, color, national origin, ancestry, sex, disability, religion, age, sexual orientation, gender identity, or veteran status in its education or employment programs or activities.

Gustavus offers competitive and comprehensive benefits which include:

• Medical insurance (which includes access to Nice Healthcare) as well as dental, vision, and life insurance
• Workplace accommodations for physical or mental health concerns
• Onsite health services
• Free parking, exercise classes, and use of library and athletic facilities
• Paid parental leave
• Employer contribution to retirement savings plan (after one year of employment)
• Tuition scholarships for dependents
• Tuition benefit plan for employees and spouse
• 13 paid Holidays generous PTO plan

Gustavus Adolphus College is one of the nation's leading private liberal arts colleges serving approximately 2,000 students. The College aspires to be a community of persons from diverse backgrounds who respect and affirm the dignity of all people. Known for its strong science, writing, music, athletics, study-away, and service-learning programs, Gustavus is located on a scenic 340-acre hill in St. Peter, Minnesota only one hour southwest of the Twin Cities.

Contact

Travis Jordan | tjordan@gustavus.edu | 507-933-7574

Posted: Tue Mar 4, 2025

To apply, visit https://gustavus.edu/employment/job/2283

jeid-3e4697b87a9bcd409f4dc1d4ee3d9f57