Building and Operations Manager, MHFC

University of Rochester•City of Rochester, NY

15d•$27 - $38•Onsite

About The Position

The Building and Operations Manager is responsible for managing the daily operations of the Mt. Hope Family Center, an award-winning, nationally and internationally respected center that combines scientific research, clinical services, and training. They are responsible for adhering to all university policies and ensure that appropriate safety measures are in place, and the building is maintained to university standards. Oversee a variety of operations and human resources activities, including building management, labor relations, on-boarding, and training. Monitors, reconciles, and prepares financial reports as it relates to building FAOs. Supervises a small staff of non-exempt employees. Mt. Hope Family Center is off-campus and resides in a non-university owned building. This, combined with their research and work with the Rochester community, requires additional facilities and safety measures other university departments do not routinely need to address and manage.

Requirements

Bachelor's degree and 3 years of experience in a business operation or administrative role required
Adept at learning new technologies to perform data entry, manage calendars, and creating reports required
Proficient in Microsoft Office (Excel and Word) applications required
Strong time-management and organizational skills required
Excellent written and verbal communication skills required

Nice To Haves

Prior experience working in an academic setting preferred
Must have UR Financials/Workday/P2P training and URHR/UKG training, or obtain these within the year (preferred)

Responsibilities

Responsible for building maintenance and security access for the Center.
Has close working relationship with the University’s Security department, and Fire and Safety Department, and is the primary emergency contact for the Center.
Initiate service requests, requisitions for building affairs, and represent the department in obtaining support service.
Communicates all repairs and coordinates entry to site and interfaces with contractors; works with facilities team.
Negotiate contract terms for service providers.
Monitor vendor performance to ensure contract compliance, quality of service, and cost effectiveness.
Requests and ensures payments to service providers.
Works with City Treasurer on all necessary permits for building (i.e., conveyances).
Maintains records on equipment such as chemical fume hood, freezers; maintains floor plans and maintains phone system.
Develops and oversees preventative maintenance schedules for building systems and operational equipment to ensure continued functionality and minimize service disruptions.
Works with staff and public safety to ensure security of building & parking lot.
Understands and communicates emergency plans for the safety of the building occupants; develops, maintains, and periodically reviews emergency preparedness and business continuity plans, coordinating drills and emergency response procedures as appropriate.
Works with Fire Marshal’s office to ensure safety & compliance with standards.
Supervise and manage Mt. Hope Family Center transportation and IT services, including, 1 customer technology specialist and 3 drivers.
Oversees recruitment, hiring, & training of drivers.
Ensure vehicle maintenance schedules, inspections, registrations, insurance documentation, and service records are maintained in accordance with university and regulatory requirements
Coordinate all transportation operations amongst MHFC’s various programming, including transportation calendar and requests.
Works with union representatives about all issues related to drivers, including any performance issues or disputes.
Manages and tracks budget for building operating accounts to ensure proper expenditure.
Analyzes all expenditures charged to building operating accounts to determine legitimacy & accuracy.
Explain all charges that appear on MHFC building operating account and investigate any variances.
Maintain required purchasing records.
Monitor operating expenditures throughout the fiscal year, recommending adjustments to ensure effective utilization of resources.
Analyze operational spending trends and identify opportunities for cost savings and process improvements.
Takes necessary actions in UR Financials and otherwise to secure payment of appropriate invoices.
Submits and tracks procurement and accounting tasks in Workday as it relates to MHFC building operating accounts and activities, including rent payments and other invoices for building operation and maintenance.
Ensure operational expenses such as copying charges and mail delivery costs are accurately allocated amongst MHFC FAOs.
Submit any Workday tasks needed to ensure accurate allocation.
Manages the staff on-boarding and off-boarding process for the Center.
Provide orientation for new staff, including maintenance of onboarding forms.
Oversee the coordination and distribution of building keys, alarm security codes, copy codes, etc.
Conducts exit interviews with staff to inform continuous improvement of Center functioning.
Administer the Center's Wegmans Business Account and purchasing card program, including maintaining and organizing supporting documentation, reviewing transactions for accuracy, and initiating and completing necessary UR Financials tasks to ensure expenses are accurately transferred and allocated to the appropriate FAOs.
Work closely with the Executive Director and Assistant Director on the implementation and coordination of the Center’s space plan and renovation projects.
Coordinates and facilitates planning efforts with Program Managers, based on program needs.
Maintain capital equipment inventory and tagging procedures for the Center.
Facilitate the University’s annual equipment and space inventory programs.
Manage all aspects of compliance with University policies and state regulations governing work with minors, including coordinating and monitoring required employee background checks, maintaining accurate and confidential records, ensuring timely completion of screening and clearance requirements, and serving as the primary liaison with Human Resources and other University stakeholders to facilitate employee screening, documentation, and regulatory compliance.
Other duties as assigned.

Benefits

Adherence to all university policies
Appropriate safety measures in place
Building maintained to university standards
Supervision of non-exempt employees
Collaboration with University’s Security department
Collaboration with Fire and Safety Department
Coordination with facilities team
Negotiation of contract terms for service providers
Monitoring vendor performance
Ensuring payments to service providers
Working with City Treasurer on necessary permits
Development and oversight of preventative maintenance schedules
Ensuring security of building & parking lot
Development and maintenance of emergency preparedness and business continuity plans
Coordination of drills and emergency response procedures
Working with Fire Marshal’s office for safety & compliance
Management of transportation and IT services
Oversight of recruitment, hiring, & training of drivers
Ensuring vehicle maintenance schedules, inspections, registrations, insurance documentation, and service records are maintained
Coordination of all transportation operations
Working with union representatives on driver-related issues
Management and tracking of budget for building operating accounts
Analysis of expenditures for legitimacy & accuracy
Explanation of charges and investigation of variances
Maintenance of required purchasing records
Monitoring operating expenditures and recommending adjustments
Analysis of operational spending trends
Securing payment of appropriate invoices
Submission and tracking of procurement and accounting tasks in Workday
Ensuring accurate allocation of operational expenses
Management of staff on-boarding and off-boarding process
Provision of orientation for new staff
Coordination and distribution of building keys, alarm security codes, copy codes, etc.
Conducting exit interviews
Administration of Wegmans Business Account and purchasing card program
Coordination of the Center’s space plan and renovation projects
Facilitation of planning efforts with Program Managers
Maintenance of capital equipment inventory and tagging procedures
Facilitation of the University’s annual equipment and space inventory programs
Management of compliance with University policies and state regulations governing work with minors
Coordination and monitoring of required employee background checks
Maintenance of accurate and confidential records
Ensuring timely completion of screening and clearance requirements
Serving as the primary liaison with Human Resources and other University stakeholders