<p>50% District Operations:</p><ul><li>Manages the FM District administrative office operations by directing and facilitating the day-to-day functions of the office to ensure smooth operation.</li><li>Participates as an active member of the FM wide District administrative team.</li><li>Develops District administrative procedures through analysis and in collaboration with other District Administrative Managers to ensure consistency and efficient operations.</li><li>Serves as the district liaison for vendors, employees and University departments by utilizing knowledge of organizational and operational policies and practices for facilities related needs.</li><li>Triage and manage district requests, escalate to District Leader as appropriate and disperse majority to FM management.</li><li>Compiles District data, reporting requirements, and processes, including monthly and annual departmental reports. Manages the collection and compilation of business data including metrics and budgetary details.</li><li>Contributes in establishing departmental goals, objectives, systems and processes that help capture opportunities for increased service delivery and efficiencies by acting as a member of the District management team.</li><li>Analyzes current business processes and makes recommendations to improve systems, methods and practices. Implements standard operating procedures for office administration; develops manuals to document established procedures, protocols and timelines.</li><li>Manages District-wide space utilization and procurement ? approves and facilitates requests.</li><li>Develops and manages processes to ensure needs for administrative support services for 2nd and 3rd shifts supervisors and managers are delivered.</li><li>Manages District-wide calendar and plans/organizes District meetings and events.</li></ul><p>15% Financial Duties:</p><ul><li>Manages District administrative budget through data collection, expense reconciliation, review and monitoring.</li><li>Establishes annual purchase orders and authorizes billings for office equipment, chiller operations, fire extinguisher contracts and other District services.</li><li>Works directly with vendors to reconcile billing and negotiates adjustments as necessary.</li><li>Serves as District purchasing card coordinator; facilitates and manage payment reports for District cardholders.</li><li>Responds to inquiries regarding billing, invoicing, purchasing, and cost allocations.</li></ul><p>10% Human Resources Duties:</p><ul><li>Provides District orientation information and resources to assist in on-boarding of new staff.</li><li>Manages district wide requirements for employee handbooks signatures and critical employee notifications. Works with FM supervisory staff,</li></ul><p>25% Operational Duties:</p><ul><li>Manages District vehicle fleet including contract administration, cost allocation, maintenance, and required driver's training; coordinates with Fleet Services to address contractual or service questions/issues.</li><li>Oversees contracts with Parking Services and tracks usage of Official Vehicle, Loading Dock, Vendor/Visitor and other authorized parking access hangtags.</li><li>Establishes and explains policies and procedures related to processing work orders, requesting work to be completed, obtaining building permits, and initiating projects.</li><li>Utilizes computer software including Microsoft Office suite (Word & Excel) and management reporting systems (i.e. COMPASS, FCA) to maintain data and generate reports.</li><li>Addresses customer inquiries regarding facilities and operations, work orders and projects.</li><li>Serves as contributing member to special projects and team initiatives.</li><li>Manages key access for district personnel </li></ul><p><br />This position provides business, operational and administrative management in support of a Facilities Management geographic district. Develops and coordinates activities and projects related to the needs of the district in order to meet business objectives.<br /><br />Essential Functions of Position:</p><ul><li>Management of District office. Overseeing the development and maintenance of hard-copy and electronic data management.</li><li>Compiling and analyzing information.</li><li>Developing and generating management reports.</li><li>Responding to and managing customer inquiries from internal and external customers.</li><li>Negotiating and managing vendor and service contracts.</li></ul>
<p>Minimum Qualifications:</p><ul><li>Bachelor's degree in business administration or related area and two year of professional level administrative experience, or a combination of education and professional level administrative experience to total six years.</li></ul><p><br />Preferred:</p><ul><li>Experience preferably in a facilities or property management environment.</li><li>One year of supervisory experience is preferred.</li><li>Demonstrated knowledge, Skills and Abilities:</li></ul><p> </p><ul><li>Ability to work both independently and as a team player in a fast-paced, deadline driven environment</li><li>Self-starter comfortable with high degree of independent judgment who takes initiative to obtain results</li><li>Skill in interpreting and analyzing application of policies, rules, and contract provisions</li><li>Skill in developing business or operational reports that convey financial, personnel or performance data</li><li>Ability to maintain confidentiality and deal with sensitive information</li><li>Demonstrated ability to serve a broad, diverse customer and employee base</li><li>Customer service orientation with well-developed oral skills and strong written aptitude</li><li>Strong computer proficiency with spreadsheet, word processing and database software</li><li>Office administration and supervisory experience.</li><li>Knowledge of facilities management/operations environment. </li></ul>
Internal Number: 322033
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.