Department Specific Job Description: Independently manage deferred maintenance project status for department. Additionally, relied upon to participate in resolution of complex problems. Provides support to the Associate Vice President for Facilities Management and Safety in delivering timely, high quality, and cohesive materials and assistance for the department and University executive leadership. Provide direct support, such as schedules meetings, maintains calendars, makes travel arrangements, completes expense reports, etc for the Director of Utilities, Director of Facilities, Director of Environmental Health & Safety, Associate Director of Facilities Management, Building Systems Integrator and 24 managers/Assistant Directors; Manager, Emergency Programs. Organize, coordinate, and execute events and committee meetings; include coordinating schedules with multiple campus leaders. On behalf of the Associate Vice President, often required to request from and compile critical information for internal (board of trustees, president, provost, and vice presidents), and external (city officials, vendors, state agencies, etc), members of the management and administrative staff. Required to make daily decisions concerning priorities and efficiencies. Required to handle confidential information. Performs other duties as assigned.
Department Specific Job Responsibilities: 1. Independently manages complex projects including developing and tracking deferred maintenance project status for the department from initiation of the project initiation form through capital construction. Oversees the process for FMS including creating procedures and processes to ensure prioritized project status report(s) are available to inform the multi-year capital improvement plan process. Autonomously, coordinate with appropriate staff to enable timely answers to deferred maintenance related requests and prioritization efforts. a. May supervise or oversee the work of Technical & Administrative Support staff and/or student employees. Resolves complex and unique problems that require an ability to interpret established policies and procedures.
2. Work closely with the Associate Vice President (AVP) and AVP's direct reports to prioritize commitments, goal development and attainment, and manage impacts to their calendars as well as their key subordinates. This includes prioritizing, coordinating and maneuvering calendar activities and requests associated with executive-level meetings; insure FMS leadership calendars reflect priority projects with adequate time devoted to preparation and review; manage key dates and project deliverables. Assist staff of the Facilities Management and Safety organization in the operation of the department through: clerical support, current knowledge of University, division, and departmental policies; positive customer service and public relations. Coordinate and schedule incident review meetings, pre-disciplinary hearings, grievance hearings with management, Union leadership, and other members of organization as appropriate. Maintains subject and building files for unit. Plans, coordinates and ensures the AVP’s schedule is followed and respected. Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the AVP's time and office. a. Manage office correspondence and support for specific department, division, and University-wide meetings, and other administrative business for the AVP's offices including position searches, policy development and coordination; creation, updating, and posting of department guidance documents; troubleshoot cross functional issues with internal and external stakeholders to ensure top notch customer service. Frequently the position must interpret policy and take a role in affecting and implementing changes on behalf of the AVP. This position is authorized to initiate and follow up on the assigned tasks and work of the department. Development and implementation of a centralized task tracking system for FMS is expected. b. Work for the AVP is often centered on large scale projects and initiatives of the University. This work can often have a substantial impact on business operations of the department, with broader implications for the university. c. The position operates as an assistant / advisor to the AVP and the AVP's direct reports and other department administrators. Associated inquiries are frequent for professional opinion or insight because of individuals experience, skills, and awareness of AVP's intent. d. Participate in the leadership team meetings for the department including goal development, and strategic prioritization e. Responsible for organizing and executing the annual department employee appreciation event and awards recognition program/associated event(s). f. Must be highly proficient in Outlook, Word, Excel, PowerPoint, Visio, and internet; working knowledge of other less frequently used tools include ORACLE EBiz, department CMMS (currently TMA) and related systems; ability to utilize these tools across a broad spectrum of technology including smart phones, laptops, desktop CPU, projectors, and other electronic devices as needed.
3. Independently draws on diverse variety of resources for the development and preparation of materials for board of trustees, Capital Finance and Planning Committee (CFPC), Facilities and Planning Leadership meeting, Facilities Partnership meeting, RC Strategy Group meeting and other internal and external ad hoc meetings involving the coordination of many individuals and offices who have varying degrees of familiarity with the process; must take into account different leadership styles and hierarchy challenges when dealing with materials coming from mid-managers to Deans/VPs, other university leadership, and functional experts; a. Materials must be consistently pulled together to ease the process of review; in some cases necessitating the use of templates. Limiting creativity in favor of standard presentations of reasonable length and appropriately sized pieces of pertinent information is expected in order to convey the concept of brevity to material preparers. b. Creates templates, works with material preparers, controls the time-sensitive process, receives initial submissions, and edits materials to conform to prescribed templates – unifies the materials to appear as 'from one preparer', manages review process and submits materials AVP for review and edits before finalizing. Prepared materials are expected to be accurate, complete, and self-explanatory.
4. When required, produce and generate direct payments and purchase orders in Bobcat Buy; obtain necessary documentation to enable entry of vendors into Bobcat Buy; track training in Oracle Ebiz.
The AVP is frequently away from the office requiring the individual holding this position to be highly motivated with the ability to work independently receiving minimal guidance from supervisor. Individual must also be able to demonstrate diplomacy and tact when dealing with highly sensitive situations involving employees of the unit or irate customers.
General Job Description: Supports the general administrative functions of a wide variety of academic or administrative units including answering phones, greeting/referring/assisting visitors, customers, staff, or others, preparing documents and reports, compiling records, scheduling meetings, organizing and maintaining information, coordinating calendars, analyzing data including budgetary expenditures, and providing high level administrative assistance to executives.
General Job Responsibilities
Typically supervises or oversees the work of student employees and other Technical & Administrative Support staff.
Typically reports to dean or vice president level. Represents executive and department to the public, employees, and students. Establishes priorities for inquiries; brings inquiries to resolution and/or delegates appropriately to ensure proper handling.
Oversees planning unit administrative processes and coordinates internal and external communications.
Coordinates multifaceted calendar of appointments including the determination of appropriate meeting length, location, and participants.
Coordinates or completes special projects. Represents executive in meetings and/or committees. Acts in the absence of administrator to perform high level administrative duties.
Researches and analyzes complex problems and provides recommendations for resolution.
Develops and monitors protocol for handing and maintaining confidential materials.
Prepares and monitors budget and other financial documents for a planning unit. Maintains accountability for budget expenditures.
Knowledge of technical and practical administrative concepts, processes, and methods typically obtained by a high school degree or GED or equivalent and a minimum of 5 years administrative support experience. An equivalent combination of education, training, and experience is acceptable.
Specific knowledge, certifications, and licensure will apply at the position level.
Associate’s degree, or vocational or technical school degree
Planning Unit: Vice President for Finance & Administration
Department: Facilities Management
Applicants may contact this person if they have questions about this position: Steve Wood
Ohio University is home to one of the nation’s friendliest and most picturesque campuses. But more importantly, it’s where you can become part of a two-century tradition of excellence and embark upon a rewarding career that will make a real difference. From teaching and research to admissions, facilities maintenance, and residence life, our faculty and staff propel Ohio University’s mission of hel...ping students become their best selves. OHIO offers competitive compensation and outstanding benefits. For a complete list of employment opportunities, please visit www.ohiouniversityjobs.com.
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