Facilities Operations Assistant Manager

Facilities Operations Assistant Manager

Position Summary

The Facilities Operations Assistant Manager provides administrative and operational support to the Assistant Vice President for Facilities and Maintenance. The position supports the day-to-day business operations of the Facilities and Maintenance Department, including financial administration, purchasing, vendor coordination, work orders, access control, documentation, compliance, communications, events, and special projects.

The role requires excellent organization, attention to detail, initiative, sound judgment, technological proficiency, and the ability to manage multiple priorities in a diverse, fast-paced, service-oriented environment.

Key Responsibilities

Business Operations

• Manage the front office supplies budget, purchasing, receiving, distribution, inventory, and expenditure controls.
• Process departmental invoices, verify information, assign account numbers, prepare payment requests, and process staff P-card expense reports.
• Maintain inventories and oversee department equipment, including computers, printers, telephones, radios, and related operational equipment.
• Assist with Board of Trustee committee meetings, including materials, room arrangements, and conference-call technology.
• Research, organize, maintain, and control departmental documents, confidential files, records, and correspondence.
• Manage incoming mail and prioritize items requiring immediate attention.
• Provide backup support for Facilities work-order processing, including reviewing requests, assigning work to appropriate managers, and closing completed work orders.
• Provide backup support for access-control systems.
• Prepare and submit required regulatory filings.
• Attend department meetings, coordinate logistics, and prepare notes or minutes.
• Coordinate department training, appreciation activities, community-engagement events, and related communications.
• Manage the department’s front-office display monitor and content.

Service and Administrative Support

• Manage monthly billing for the HMC motor pool.
• Assist with document-control responsibilities.
• Maintain knowledge of student summer housing, storage, key-card, and combination-lock procedures.
• Provide backup coverage for Facilities administrative and access-control functions.
• Support the development, implementation, administration, and evaluation of systems, projects, policies, and procedures related to access, housing, and storage.
• Maintain knowledge of room capacities and room setup requirements.
• Coordinate special mailings and occasional delivery/pickup of mail and checks.
• Publicize Facilities-related events through campus email, flyers, bulletins, and other communications.
• In the absence of Facilities directors, receive, interpret, prioritize, and route requests for information or action to appropriate staff and follow up to ensure timely resolution.
• Communicate professionally with faculty, staff, students, vendors, outside agencies, and other constituents by phone, email, in person, and in writing.
• Prepare reports, summaries, correspondence, and responses.
• Provide administrative backup during periods of heavy workload or staff absence.
• Serve as a primary point of contact for various vendors.
• Assist with special projects, initiatives, and other departmental duties.

Safety and Compliance

• Maintain awareness of workplace hazards, including biohazards, radiation, chemicals, and other hazards associated with campus operations.
• Follow established safety procedures and report workplace accidents.
• Participate in safety, emergency preparedness, and emergency response training and drills.

Required Qualifications

Education and Experience

• Bachelor’s degree in a related field, or equivalent combination of education and experience.
• Three to five years of progressively responsible administrative and/or operational experience.

Knowledge, Skills, and Abilities

• Ability to work independently using discretion, judgment, initiative, and problem-solving skills while also working collaboratively.
• Knowledge of applicable state and federal regulations.
• Proficiency with Microsoft Office, spreadsheets, and other administrative software, with the ability to quickly learn new systems and electronic processes.
• Excellent written, verbal, interpersonal, organizational, and customer-service skills.
• Ability to communicate effectively with administrators, trus…