Facilities Services Administrative Manager

Whitman College • Walla Walla, WA

23h • Onsite

About The Position

The Facilities Services Administrative Manager (FSAM) is responsible for managing the day-to-day administrative operations and the financial, business activities for the department and participates in departmental long-range strategic planning, while fostering an inclusive and equitable environment. The FSAM provides high-level support to the AVP for Facilities Services (FS) with a high degree of confidentiality and responds to inquiries from college departments, the community, and/or external agencies, contractors, consultants and supervises, as required, administrative, technical/support staff and student assistants.

Requirements

• Knowledge of supervisory principles.
• Strong organizational skills and the ability to prioritize and manage multiple tasks while considering the varied needs of a diverse community.
• High degree of accuracy and attention to detail including spelling, proofreading, composition of correspondence and accurate reports with minimum guidance and direction; communicate effectively in English (proper usage, spelling, vocabulary, and grammar).
• Excellent communication skills, both verbal and written, are necessary to diplomatically relate to students, families, other campus departments, overseers, trustees and external constituencies.
• Ability to work in an open office setting with frequent interruptions from telephone calls and walk-in visitors.
• Financial & budgeting principles and practices.
• Applicable federal, state, and local laws, rules, regulations, and ordinances.
• Non-profit/college fund accounting systems and principles.
• Advanced internal control practices.
• Advanced financial analysis principles and methods.
• Research methods and techniques.
• Automated financial systems.
• Perform mathematical calculations with accuracy; develop and maintain statistical records; Perform difficult, complex and specialized administrative work with accuracy and speed; type or keyboard with accuracy and efficiency from clear copy or handwritten notes; take and transcribe minutes/memos with speed and accuracy.
• Ability to perform effectively in a fast-paced environment with competing priorities.
• Ability to positively and actively contribute to the College’s core values of diversity, equity, inclusion, antiracism and access.
• Ability to maintain confidentiality and professionalism.
• Ability to take initiative on new projects and use problem solving skills to find creative solutions.
• Willingness to work as part of a diverse team, and to take on responsibilities which will help the team reach FS’ goals and uphold the College’s commitment to DEIA.
• Associate’s degree and 5+ years of experience supporting financial and administrative operations in a complex organization, including responsibility for budget tracking, financial transactions or operational coordination.
• Demonstrated strong computer skills including proficiency with Microsoft Office Suite (Word, Excel and PowerPoint), familiarity with Google Workspace applications (Google Drive, Google Calendar, Gmail, etc.), and ability to learn new software (e.g., financial, CMMS) programs quickly.

Nice To Haves

• Bachelor’s Degree AND 5+ years of experience.
• Experience in higher education.
• Experience in a Facilities Services environment.
• Other relevant subject matter expertise, education, training or professional certifications in addition to the above-referenced degree.

Responsibilities

• Administrative Support (35%) Support the AVP by managing their work calendar, scheduling and coordinating internal and external (community) meetings and events for the AVP, preparing and distributing agendas and sending other communications. May make travel arrangements and prepare and submit travel, credit card and expense claims.
• Participate in departmental strategic planning related to capital budget planning and development, with a focus on equitable resource allocation that supports the diverse needs of the College.
• Serve as liaison when assigned to departments within the College, the public, and/or outside agencies, contractors and vendors to respond to inquiries and provide information on available resources and services.
• Participate in/on a variety of meetings, committees, and/or other related groups to communicate information regarding FS’ programs, information resources, services, and/or other pertinent information as appropriate.
• Cultivate and manage relationships with key stakeholders.
• Develop, monitor, evaluate, and recommend improvement to operational processes, procedures, workflow, and/or standards, ensuring alignment with the College’s mission, values, goals and objectives and local, state, and federal laws and regulations and reducing costs.
• Finance Support (30%) Manage and administer the budget accounting and complex statistical data; review financial statements, manage financial operations and allocate resources following budget approval.
• Analyze, interpret and forecast financial costs and provide information to the AVP.
• Manage and process all financial transactions, such as account payables, credit cards etc. for all FS departments.
• Support Services (15%) Plan, organize, monitor and manage the day-to-day processes and operations of a variety of warehousing, logistics, receiving, distribution to campus departments, property administration, and online office supply ordering.
• Manage and coordinate the implementation, installation, configuration, troubleshooting, maintenance and repair of applicable technologies and associated hardware.
• Support the preventive maintenance, replacement and coordination to maintain compliance for FS’ communication devices.
• Lead data gathering activities for benchmarking surveys; review results and make recommendations and implement improvements based on survey findings.
• Support the management and implementation, installation, configuration, troubleshooting, maintenance and repair of Facilities Services’ computer maintenance management system (CMMS) technologies and associated hardware.
• Program Support (20%) Lead the coordination of the College’s Rental Fleet Program.
• Manage the Fleet software program for scheduling use of fleet vehicles, preparing paperwork, billing departments for usage, keeping vehicle insurance list current, and maintaining van-certified drivers list.
• Work closely with the Grounds-Automotive Department, ensuring vehicles are clean and in safe operating conditions.
• Work closely with the EHS Department, ensuring all College vehicle operators have completed an MVR and Driver’s Safety training.
• Update and provide the AVP with recommendations on policy changes as appropriate and as updates are needed.
• This position may have to work after hours and perform other related duties as assigned management responsibilities.

Benefits

• Medical/Dental/Vision Insurances.
• Basic life , accidental death and dismemberment and long term disability insurances with the capability to elect additional voluntary coverage.
• 403(b) Defined Contribution Retirement Plan with a 10% matching contribution after eligibility requirements ar e met.
• Paid Time Off: 20 accrued vacation days , 12 accrued sick days , 13 paid holidays .
• Tuition Remission – Dependent Children Employee tuition waiver for two Whitman courses per semester.
• Employee Assistance Program
• Relocation assistance for eligible employees.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: Associate degree