What are the responsibilities and job description for the Facilities Services Administration Manager position at Whitman College?

Job Description

Salary : $55,000 - $57,000 annually

WHITMAN COLLEGE

Located in the historic community ofWalla Walla, Whitmans vibrant and beautiful tree-lined campus is home to an intellectually diverse, dynamic, welcoming and supportive community of some 500 staff and faculty serving approximately 1,500 students from the local region and across the globe. With exceptional students, accomplished faculty and staff, and a fiercely loyal and growing number of engaged alumni, Whitman College continues to build on its national reputation for academic excellence as one of the top liberal arts colleges in the country.

Whitman Collegeis cultivating a community built on inclusion and belonging. We recognize the value of those who can offer historically underrepresented perspectives and encourage applications from those whose background, knowledge, and insights from lived experience can add to the colleges working and learning environment. Whitman College is an Equal Employment Opportunity employer (EEO).

POSITION PURPOSE

Under general direction of the AVP for Facilities Services (AVP), the Facilities Services Administration Manager (FSM) is responsible for managing the day-to-day administrative operations and managing the financial, business activities for the department and participates in departmental long-range strategic planning, while fostering an inclusive and equitable environment. In addition to providing high-level support to the AVP with a high degree of confidentiality, the FSM responds to inquiries from College departments, the community, and / or external agencies, contractors, consultants and supervises facilities administrative, technical / support staff and student assistants as required.

PRINCIPAL ACCOUNTABILITIES

Support the AVP by managing their work calendar, scheduling and coordinating internal and external (community) meetings and events for the AVP, preparing and distributing agendas and sending other communications. May make travel arrangements and prepare and submit travel, credit card and expense claims.
Manage and administer the budget accounting and complex statistical data; review financial statements, manage financial operations and allocate resources following budget approval. Analyze, interpret and forecast financial costs and provide information to the AVP.
Actively participate in departmental strategic planning related to capital budget planning and development.
Manage and coordinate with WCTS the implementation, installation, configuration, troubleshooting, maintenance and repair of applicable technologies and associated hardware.
Oversee and is responsible for the preventive maintenance, replacement and coordination to maintain compliance for FS - Facilities Services communication devices.
Develop, monitor, evaluate, and recommend improvement to operational processes, procedures, workflow, and / or standards, ensuring alignment with the Colleges mission, values, goals and objectives and local, state, and federal laws and regulations and to reduce costs.
Participate in / on a variety of meetings, committees, and / or other related groups to communicate information regarding FS programs, information resources, services, and / or other pertinent information as appropriate. Cultivate and manage relationships with key stakeholders.
Lead data gathering activities for benchmarking surveys; review results and make recommendations and implement improvements based on survey findings.
Serve as a liaison to departments within the College, the general public, and / or outside agencies, contractors and vendors to respond to inquiries and provide information on available resources and services.
Plan, organize, monitor and manage the day-to-day processes and operations of a variety of warehousing, logistics, receiving, distribution to campus departments, property administration, and online office supply ordering.
Lead and manage the implementation, installation, configuration, troubleshooting, maintenance and repair of Facilities Services computer maintenance management system (CMMS) technologies and associated hardware.
Lead the coordination of the Colleges Rental Fleet Program.
Manage the Fleet software program for scheduling use of fleet vehicles, preparing paperwork, billing departments for usage, keeping vehicle insurance list current, and maintaining van-certified drivers list.
Work closely with the Grounds-Automotive Department, ensuring vehicles are clean and in safe operating conditions.
Work closely with the EHS Department, ensuring all College vehicle operators have completed an MVR and Drivers Safety training.
Update and provide the AVP with recommendations on policy changes as appropriate and updates are needed.
This position may have to work after hours and perform other related duties as assigned management responsibilities.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES

Must be able to explain and / or demonstrate possession of the knowledge, skills, and abilities to safely perform the essential functions of the job, with or without reasonable accommodation.Specifically,

Ability to supervise and provide guidance to both direct and indirect reports.

Strong organizational skills and the ability to prioritize and manage multiple tasks while considering the varied needs of a diverse community.

High degree of accuracy and attention to detail including spelling, proofreading, composition of correspondence and accurate reports with minimum guidance and direction.

Ability to communicate effectively in English (proper usage, spelling, vocabulary, and grammar) is necessary to diplomatically relate to students, families, other campus departments, overseers, trustees and external constituencies; and ability to follow and give verbal and written directions.

Ability to work in an open office setting with frequent interruptions from telephone calls and walk-in visitors.

Understanding of financial and budgeting practices, including managing and monitoring budgets.

Knowledge of applicable federal, state, and local laws, rules, regulations, and ordinances.

Ability to learn non-profit / college fund accounting systems and principles.

Knowledge of internal controls, financial analysis and automated financial systems.

Familiarity with research methods, including data collection, analysis, evaluation and application.

Ability to perform mathematical calculations with accuracy; develop and maintain statistical records.

Perform difficult, complex and specialized administrative work with accuracy and speed; type or keyboard with accuracy and efficiency from clear copy or handwritten notes; take and transcribe minutes / memos with speed and accuracy.

Ability to perform effectively under pressure in a fast-paced environment.

Ability to positively and actively contribute to the Colleges core values of diversity, equity, inclusion and antiracism.

Ability to maintain confidentiality and professionalism.

Ability to take initiative on new projects and use problem solving skills to find creative solutions.

Willingness to work as part of a diverse team, and to take on responsibilities which will help the team reach Facilities Services goals.

MINIMUM QUALIFICATIONS

Bachelors degree AND 5 years of comparable administrative experience.

Demonstrated strong computer skills including proficiency with Microsoft Office Suite (Word, Excel and PowerPoint), familiarity with Google Workspace applications (Google Drive, Google Calendar, Gmail, etc.).

Ability to learn new software (e.g., financial, CMMS) programs quickly.

Must possess a valid WA drivers license and be able to pass a motor vehicle report, pass a background check and pre-employment physical.

PREFERRED QUALIFICATIONS

Graduate degree AND 5 years of experience.

Experience in higher education.

Experience in a facilities services environment.

Other relevant subject matter expertise, education, training or professional certifications in addition to the above-referenced degree.

Please note that while the description details both required and preferred qualifications, we want applicants to be aware that they do not need to have all of the preferred qualifications to be considered for this position. If you meet the minimum qualifications and have passion for the work, you are encouraged to apply.

WORK ENVIRONMENT & PHYSICAL REQUIREMENTS

Work is generally performed in an office environment and periodically in an outdoor environment, with frequent interruptions and irregularities in the work schedule. Walking, standing, climbing, lifting, stooping, bending and moving of materials may be required up to 25 pounds.

BENEFITS

Whitman College offers a competitive benefits program that is designed to attract qualified candidates and retain talented employees. Full-time employees enjoy the following benefits :

Medical / Dental / VisionInsurances.

Basiclife,accidental death and dismembermentandlong term disabilityinsurances with the capability to elect additional voluntary coverage.

403(b) Defined Contribution Retirement Planwith a 10% matching contribution aftereligibility requirementsare met.

Paid Time Off : 20 accrued vacation days,12 accrued sick days,13 paid holidays.

Tuition Remission Dependent Children

Employeetuition waiver for two Whitman courses per semester.

Employee Assistance Program

Relocation benefit for eligible employees.

Learn more about benefits eligibilityhere.

DISABILITY ACCOMMODATION FOR JOB CANDIDATES

Contact Human Resources regarding requests for disability accommodation in the employment application process.

APPLICATION REVIEW

Application review will begin on January 21, 2025 and continue until the position is filled.

START DATE

March 2025

Salary : $55,000 - $57,000

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