Supervisor, Facilities Operations (FT),MFRE34052FOM

College of DuPage•Glen Ellyn, IL

10d

About The Position

The Supervisor, Facilities Operations serves as a high-level operational, procedural, and analytical partner to department Directors, Managers, or multiple operational units. Under limited administrative direction, the role operates with broad independence and exercises discretion and independent judgment on significant administrative matters, workflow design, and resource allocation. The position evaluates complex operational challenges, develops and implements department-level procedures, manages budgets, and handles sensitive personnel, financial, and confidential information. When the Director and Assistant Director are absent, the Supervisor helps maintain departmental workflow and continuity of operations as assigned. The role supports departmental operations through project coordination, budget administration, staff supervision, facilities service-call oversight, confidential personnel and contract processing, executive and Board liaison work, process mapping, data analysis, reporting, scheduling, procurement preparation, travel coordination, inventory, and customer follow-up. The position works in a standard professional office environment and may travel to on- and off-campus locations for meetings, operations, and project coordination.

Requirements

Associate’s degree in Office Technology, Business Administration, Management, Public Administration, or a related field, or an equivalent combination of relevant education, coursework, certifications, and directly related work experience.
At least four years of high-level administrative, operational, or analytical office experience.
Expertise in complex departmental budget administration, accounts payable functions, fund accounting, and data processing systems, including educational and web-based platforms.
Ability to work autonomously with broad independence and minimal supervision, managing multiple complex projects, construction coordination initiatives, and simultaneous deadlines in high-pressure environments.
Exceptional written and verbal communication skills in English, including capability in cross-functional coordination, executive liaison duties, and stakeholder management.
Advanced proficiency with modern office productivity and database software, including Microsoft Office (advanced Excel, Outlook, PowerPoint, and Word), Adobe Acrobat, and operational web platforms; ability to learn other software as needed.
Leadership experience in high-level administrative, operational, analytical office work, or a related function.
Proficiency in written and spoken English.
Valid Illinois Driver’s License and ability to travel to on- and off-campus locations as needed.
Must complete a background check and drug screen.
Must be legally authorized to work in the United States without restriction; visa sponsorship is not offered.

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 assigned departmental projects and initiatives according to established objectives, timelines, and priorities.
Assist with departmental budget administration, including monitoring expenditures, processing purchase orders and invoices, maintaining records, and preparing routine financial reports.
Coordinate, hire, supervise, and assign work to support staff, including administrative assistants and student workers, and conduct annual evaluations of support staff.
Supervise and monitor service-related calls and emails to the Facilities Call Center (4440); administer the web-based facility maintenance program and create work-order reports.
Process and manage sensitive personnel evaluations, HR requisitions, notice of change forms, internal investigations, and draft policies, exercising discretion on confidential matters.
Coordinate and transmit contracts with College legal counsel.
Serve as the department’s primary administrative liaison; research, obtain documents, and gather information requested by Directors and Managers, the Board of Trustees, the President, and for Freedom of Information requests.
Coordinate with Directors, Managers, Administrative Affairs, and the Board Secretary to prepare monthly Board package materials, including recommendation letters for contract awards and change orders.
Draft complex reports, white papers, policy briefs, and executive communications.
Coordinate process-mapping initiatives across departmental workflows, evaluate compliance standards, and drive continuous quality improvement.
Aggregate, analyze, and synthesize institutional and departmental data, including data from educational data processing systems, to produce actionable insights and compliance reports for senior leadership.
Schedule appointments and meetings and maintain calendars for Directors and Managers; arrange conferences and travel, prepare travel reports, prepare RFQs and RFPs, maintain inventory, order office supplies, and conduct customer follow-up.
Assume responsibility for departmental workflow and continuity of operations as assigned during the Director and Assistant Director’s absences.
Perform other high-level analytical and administrative duties as assigned to support institutional operations.