Manager of Administration Services

Pacific University • Forest Grove, OR

58d

About The Position

Under the general supervision of the Director of Facilities Management & CPS, this position is responsible for supervision of administration front office staff as well as performing all financial practices for Facilities Management and all departments under Facilities Management. Duties include invoice processing, bookkeeping, account reconciliation, budget analysis, reporting of relevant data and special project management. This description is not intended to be all-inclusive and will have additional responsibilities as required and/or assigned.

Requirements

• High school education or equivalent, some business and bookkeeping courses required.
• Previous financial office experience required. Demonstrated knowledge of bookkeeping and accounting principles and practices.
• Knowledge of current office procedures and equipment.
• Demonstrated knowledge with PC computers and software (MS Word, Excel, Outlook, FileMaker, Datatel UI - Colleague) required.
• Communicates with students, faculty, staff and the public appropriate to the age of the individual served.
• Builds on basic learning and carries it from one situation to another.
• Demonstrates critical thinking skills in problem solving and decision-making.
• Asks questions and seeks assistance.
• Takes responsibility to eliminate the source of problems.
• Demonstrates confidentiality regarding information pertaining to all students, faculty and staff.
• Maintains proper appearance and personal conduct for the employee's particular job.
• Uses effective communication skills taking into consideration body language, filters, listening, paraphrasing, and questions with all customers
• Demonstrates ability to work in a team environment.

Nice To Haves

• Bi-lingual preffered

Responsibilities

• Hire and supervise Facilities Management Administration front office staff.
• Prepare and submit Annual Performance Reviews for all front office staff in Facilities Management.
• Prepare, maintain records and route all Position Requisitions for Facilities Departments.
• Prepare, maintain records and route all Personnel Action Forms for Facilities Departments.
• Prepare and / or maintain electronic copies of all Job Descriptions for the department.
• Responsible for final reconciliation approval and electronic delivery of Time Cards for the Facilities Management office staff to appropriate Human Resource staff as required by set deadlines.
• Order Name Badges as requested by all Facilities Management & Campus Public Safety staff.
• Order Business Cards as requested by all Facilities Management & Campus Public Safety staff.
• Compile, process and maintain budget documents for Facilities Administration, Facilities Engineering, Landscaping, Custodial, CPS, Motor Pool, Mail Services and Service Center as well as specifically Deffered Maintenance, Lincoln Park Athletic Complex, Forest Grove Shopping Center, HPC1 and HPC2, TPP, ITF, HPC4, Occ. & Environmental Safety, among others.
• Responsible for invoices and budgets of all utilities at Forest Grove and Hillsboro campuses, as well as smaller individual properties.
• Process purchase requisitions, invoices and check requests for all Facilities Departments.
• Maintain VISA for Facilities Administration. Process and reconcile monthly statements.
• Make journal entries and budget revisions and track encumbrances
• Maintain financial templates, as required.
• Management of special projects, supervised by the Director of Facilities Management & CPS, to include: Submitting Project Request forms to appropriate personnel or departments for approval process; Work closely with Business Office to define and develop budgets for special projects; Preparing checks request for and tracking of all City and County permits; Process all P.O.s and invoices through completion of project.
• Attend Facilities Management & CPS staff meetings and reports on recent office activities and/or issues.
• Provide monthly financial status reports to the Director of Facilities Management & CPS and all Facilities Supervisors/Managers that oversee budgets.
• Process utility billings monthly and maintain compiled data for assessment purposes.
• Maintain budget for student workers for Facilities Administration, Facilities Engineering, Motor Pool, Mail Services, Service Center and CPS
• Regularly review payroll reports.
• Maintain confidentiality in regards to payroll and other financial matters.
• Make deposit transmittals.
• Maintain petty cash for Facilities Department and process all receipts for reimbursement.
• Back-up on telephone and other general office duties.

Benefits

• Generous paid time off (for vacation, holidays-including winter break-and sick leave)
• Medical coverage with alternative care options (with in-network services covered at 100% after payroll deduction)
• Comprehensive dental and vision plans
• Annual 9% retirement contribution after one year of service with no match required
• Free mental health appointments
• Tuition remission for employees and their dependent child(ren) who meet eligibility requirements
• Employer-paid life, short-term disability, and long-term disability insurance
• On-campus benefits, including free access to our sports facility and library
• Discounts on campus food, bookstore purchases, clinic services, and outdoor program gear rentals (including kayaks, snowshoes, and bikes)

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Industry: Social Assistance
• Education Level: High school or GED