Supervisor, Facilities Operations (FT),MFRE34052FOM

College of DuPage

17d•Onsite

About The Position

The Supervisor, Facilities Operations serves as a high-level operational, procedural, and analytical partner to department directors, managers, and operational units. Under limited administrative direction, the position works independently on significant administrative matters, workflow design, and resource allocation. The role evaluates complex operational challenges, develops and implements department-level procedures, manages budgets, and handles sensitive personnel, financial, and confidential information. In the absence of the Director or Assistant Director, the supervisor may maintain departmental workflow and operational continuity as assigned. The position oversees support staff and administrative processes, assists with budget administration, and manages the Facilities Call Center and web-based facility maintenance program. It acts as the department’s primary administrative liaison, supporting senior leaders and Board of Trustees processes through research, reporting, document preparation, and coordination. The role also supports process mapping, data analysis, compliance reporting, scheduling, procurement-related administration, and other analytical and administrative functions. The position is based in a standard professional office environment and may require travel to on- and off-campus locations. A background check and drug screen are required. Applicants must be legally authorized to work in the United States without restriction; visa sponsorship is not offered.

Requirements

Associate’s degree in Office Technology, Business Administration, Management, Public Administration, or a related field; an equivalent combination of relevant education, coursework, certifications, and directly related work experience may substitute for the degree requirement.
At least four years of high-level administrative, operational, or analytical office experience.
Demonstrated expertise in complex departmental budget administration, accounts payable, fund accounting, and data processing systems, including educational and web-based platforms.
Ability to work autonomously with broad independence and minimal supervision while managing multiple complex projects, construction coordination initiatives, and simultaneous deadlines in high-pressure environments.
Exceptional written and verbal communication skills in English, including advanced cross-functional coordination, executive liaison, and stakeholder management abilities.
Advanced proficiency with Microsoft Office, including advanced Excel, Outlook, PowerPoint, and Word; Adobe Acrobat; and operational web platforms, with adaptability to learn new enterprise software.
Ability to learn other software programs as needed.
Proficiency in written and spoken English.
Demonstrated leadership experience in high-level administrative, operational, analytical office work, or a related function.
Valid Illinois Driver’s License and ability to travel to on- and off-campus locations as needed.
Successful completion of required background check and drug screen.
Legal authorization to work in the United States without restriction; the employer does not offer visa sponsorship.

Nice To Haves

Bachelor’s degree in Office Technology, Business Administration, Management, Public Administration, or a related field.
More than three years of experience involving independent project management, procedural design, and operational workflow oversight.
Prior experience directly supervising staff.
General knowledge of construction project coordination and/or facilities operations.

Responsibilities

Assist with developing and implementing departmental procedures, workflows, and administrative processes under the direction of the Director or Assistant Director.
Coordinate departmental projects and initiatives according to established objectives, timelines, and priorities.
Assist with budget administration, including expenditure monitoring, purchase orders, invoices, records, and routine financial reports.
Coordinate, hire, supervise, and assign work to support staff, including administrative assistants and student workers, and conduct annual evaluations.
Supervise and monitor service-related calls and emails to the Facilities Call Center; administer the web-based facility maintenance program and create work order reports.
Process sensitive personnel evaluations, HR requisitions, notices of change, internal investigations, and draft policies; handle confidential matters and coordinate contracts with College legal counsel.
Serve as the department’s primary administrative liaison and research or gather information and documents requested by directors, managers, the Board of Trustees, the President, and for Freedom of Information requests.
Coordinate preparation of monthly Board package information, including recommendation letters for contract awards and change orders; draft reports, white papers, policy briefs, and executive communications.
Coordinate process-mapping initiatives across departmental workflows, evaluate compliance standards, and support continuous quality improvement.
Aggregate, analyze, and synthesize institutional and departmental data, including educational data processing systems, to provide actionable insights and compliance reports for senior leadership.
Schedule meetings and appointments, maintain calendars, arrange conferences and travel, prepare travel reports and RFQs/RFPs, maintain inventory, order office supplies, and conduct customer follow-up.
Perform other high-level analytical and administrative duties as assigned to support institutional operations.
Maintain departmental workflow and continuity of operations as assigned during the Director’s and Assistant Director’s absences.