Facilities Office Manager

Claremont, CA

Job Posting Title:

Job Description:

PRIMARY PURPOSE/GENERAL DESCRIPTION:  

Reporting to the Executive Director of Facilities Management & Auxiliary Operations, the Facilities Office Manager is responsible for organizing and supervising various administrative activities within the Facilities Department.

DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

ESSENTIAL FUNCTIONS:

This information is intended to be a descriptive of the key responsibilities of the position.  The list of essential functions below does not identify all duties performed by any single incumbent in this position. Perform other duties as assigned.

• Supervises administrative staff and responsible for oversight of administrative operations of the department.
• Oversees access management, including key distribution and keyless entry system
• Manages various facilities and mailroom related software including FAMIS 360, Transact, Genea, Workday, CFS work order system, key management software, Quadient, SC Logic, and more.
• Responsible for oversight of mailroom operations of the department.
• Maintains department-wide digital and paper archive, including construction documents, financial records, contracts, etc.
• In coordination with the Facilities & Fleet Coordinator, manages departmental inventory, including parts procurement, orders and campus fleet, including campus owned vehicles and third party transportation coordination.
• Liaises with campus community, including faculty, students, and staff, and provides a high level of service to the community.
• Ensures regulatory compliance and assists in the formulation and administration of new and amended rules, regulations, policies, and procedures for the department.
• Reviews and processes construction related RFI's, ASI's, RPI’s, cost proposals, change orders, invoices, and other related project documents. Assists in the preparation of bid documents for procurement of construction services.
• Monitors department budgets; control expenditures within established budget guidelines for the department, in coordination with the Fiscal Officer.
• Oversees the administration of the online work order system.
• Responsible for organizing and supervising administrative activities for the Executive Director of Facilities Management and Auxiliary Operations.
• Maintains knowledge of college policies and procedures.
• Actively supports the College’s Principles of Community and Principles of Diversity in the performance of job duties.

REQUIRED KNOWLEDGE, SKILLS, ABILITIES:

Individual must possess knowledge, skills and ability to be able to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities.

• Ability to plan, organize staff, direct and control tasks to meet a specific goal.
• Ability to be dependable, responsible, and trustworthy.
• Ability to act and take steps to resolve issues.
• Ability to form sound opinions or make decisions by evaluating available information.
• Ability to effectively manage projects, multitask, and meet deadlines.
• Proficient with a variety of computer software having the ability to maneuver in various applications and programs such as word processing, spreadsheets, database, graphics, mail merging, and website maintenance. Excellent word processing skills.
• Excellent oral and written communication skills, including but not limited to telephone etiquette, grammar, business letter writing, editing and proofreading skills.
• Ability to do research and produce reports and budgets.
• Ability to supervise and direct work of other staff members performing clerical or secretarial assignments.
• Ability to interact well in a culturally diverse work environment.

QUALIFICATION STANDARDS:

EDUCATION & EXPERIENCE: 

Bachelor's degree in a relevant field or any combination of education, training or experience that provides the required knowledge, skills and ability.

Four years’ experience of administrative experience is preferred, with some supervisory experience.

Demonstrated skills in program management, supervision, desktop publishing, website maintenance, and budget administration is preferred.

LICENSES / CERTIFICATES: 

This position must have the ability to safely drive as needed; the candidate’s DMV record must meet the College automobile liability insurance company's requirements.

OTHER:

HOURS & CLASSIFICATION AND STATUS:   

This is a regular status, full-time, benefits-eligible, exempt position.

The regular hours of this position are Monday-Friday 8:00 am-5:00 pm. Hours may vary due to the needs of the College or department.

Salary rate range: $68,640-72,000 annualized. The salary rate of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty, and training. 

SUPERVISORY RESPONSIBILITY: 

Supervises the administrative staff of the Facilities Department and Mailroom.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is quiet to moderate. 

Physical and Mental Requirements

Ability to maintain good concentration level while dealing with interruptions; attention to details with emphasis on accuracy; capable of giving, receiving, and analyzing information, formulating work plans, and articulating goals and action plans. 

Sitting in a normal seated position for extended periods of time. Reaching and extending hand(s) or arm(s) in any direction. Finger dexterity required to manipulate objects with fingers rather than the whole hand(s), or arm(s), for example, using a keyboard.  Communication skills using the spoken word. Ability to see within normal parameters.  Ability to hear within normal parameters. Ability to bend and stoop, for example, to file.  Ability to move about. Ability to lift and carry short distances up to 20 lbs, for example to lift or move office supplies, files, books and packages

At-Will Employment

Regular employment at the College is for no specified period of time; conditions and status of employment (hours, pay, title, duties, etc.) are subject to change at any time.  Scripps College is an At-Will employer. Employees, and likewise the College, are free to end the employment relationship at any time, for any reason, with or without notice or cause, unless otherwise prohibited by law.