Operations Administrator

Ferrum College • Ferrum, VA

4d • Onsite

About The Position

Reporting to the Senior Director of Operations, the Operations Administrator provides administrative leadership and operational oversight for the college's Physical Plant Division. The position is responsible for coordinating daily operations, supporting facilities and grounds personnel, managing departmental systems and records, overseeing administrative processes, and ensuring the efficient delivery of maintenance, grounds, housekeeping, transportation, and related campus services. The successful candidate will be a self-starter and problem solver who fosters a culture of professionalism, accountability, teamwork, customer service, and continuous improvement. This individual will proactively develop systems, establish written procedures, maintain operational records, strengthen departmental effectiveness, and build team capability while exercising sound fiscal stewardship and supporting the mission of the college.

Requirements

• Bachelor’s degree required.
• Three to five years of progressively responsible administrative, facilities, operations, project management, or related experience.
• Demonstrated ability to organize and manage multiple priorities simultaneously.
• Strong problem-solving and decision-making skills.
• Excellent written, verbal, and interpersonal communication skills.
• Strong organizational and recordkeeping abilities.
• Proficiency with Microsoft Office applications and computerized management systems.
• Ability to work effectively with faculty, staff, students, contractors, vendors, and external partners.
• Demonstrated commitment to professionalism, accountability, customer service, and continuous improvement.

Nice To Haves

• Experience in higher education, facilities management, operations administration, or physical plant operations.
• Experience with work order management systems, purchasing processes, budgeting, payroll administration, inventory management, or contractor coordination.
• Knowledge of regulatory compliance, safety practices, and facilities operations.

Responsibilities

• Provide day-to-day administrative leadership for the Physical Plant Department.
• Coordinate and support managers and supervisors responsible for facilities, maintenance, grounds, transportation, and related operational areas.
• Manage and oversee daily departmental workflow and operational priorities.
• Establish and maintain a positive working environment that promotes professionalism, accountability, teamwork, and customer service.
• Develop departmental structure, continuity, and operational effectiveness through clear expectations and documented procedures.
• Build team capability through effective communication, organization, and support.
• Proactively identify opportunities for operational improvement and implement solutions in a cost-conscious manner.
• Establish and maintain written policies, procedures, workflows, and operational manuals to ensure continuity and knowledge transfer.
• Serve as the primary administrative point of contact for the Physical Plant Department.
• Manage departmental communications, including the Physical Plant email account and other correspondence.
• Maintain records and information in formats that can be readily shared with campus stakeholders.
• Manage and oversee the College's work order management system to ensure timely response and completion of requests.
• Coordinate campus visits involving vendors, contractors, consultants, and service providers.
• Coordinate operational activities with contracted housekeeping services.
• Manage apartment rental assignments and related records.
• Oversee the College van fleet, including scheduling, utilization records, maintenance coordination, and compliance requirements.
• Manage departmental inventory, equipment records, and supply tracking.
• Initiate and approve purchase orders in accordance with College policies and budgetary guidelines.
• Review and approve invoices for payment.
• Maintain financial records necessary for budgeting, forecasting, reporting, and reconciliation.
• Assist with preparation and monitoring of departmental budgets.
• Work collaboratively with the Business Office to ensure accurate financial reporting and fiscal accountability.
• Promote cost-effective operations and responsible stewardship of College resources.
• Oversee employee timecards and payroll documentation.
• Manage records related to employee vacation requests, personal leave, and sick leave.
• Coordinate student employment assignments and related administrative processes.
• Assist supervisors in maintaining staffing schedules and operational coverage.
• Ensure personnel records are maintained in accordance with College policies and applicable regulations.
• Maintain records related to safety training, certifications, inspections, regulatory compliance, and operational requirements.
• Support departmental compliance with all applicable federal, state, local, and institutional regulations.
• Promote and reinforce safe work practices throughout the department.
• Attend safety meetings and other campus meetings as required to facilitate communication and implementation of operational initiatives.
• Assist in coordinating emergency response activities and after-hours operational support.
• Support campus energy management initiatives and operational efficiency efforts.
• Assist with monitoring facility performance and identifying opportunities for improvement.
• Coordinate with internal and external stakeholders to ensure the effective operation and maintenance of campus facilities and infrastructure.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level