District Administrative Manager

This position provides business, operational and administrative management in support of a Facilities Management geographic district. Develops and coordinates activities and projects related to the needs of the district in order to meet business objectives. Essential Functions of Position:

• Management of District office.
• Overseeing the development and maintenance of hard-copy and electronic data management.
• Compiling and analyzing information.
• Developing and generating management reports.
• Responding to and managing customer inquiries from internal and external customers.
• Negotiating and managing vendor and service contracts.

Responsibilities:
60% District Operations:

• Manages the FM District administrative office operations by directing and facilitating the day-to-day functions of the office to ensure smooth operation. §Participates as an active member of the FM wide District administrative team.
• Develops District administrative procedures through analysis and in collaboration with other District Administrative Managers to ensure consistency and efficient operations.
• Serves as the district liaison for vendors, employees and University departments by utilizing knowledge of organizational and operational policies and practices for facilities related needs.
• Triage and manage district requests, escalate to District Leader as appropriate and disperse majority to FM management.
• Compiles District data, reporting requirements, and processes, including monthly and annual departmental reports. Manages the collection and compilation of business data including metrics and budgetary details.
• Contributes in establishing departmental goals, objectives, systems and processes that help capture opportunities for increased service delivery and efficiencies by acting as a member of the District management team. Analyzes current business processes and makes recommendations to improve systems, methods and practices. Implements standard operating procedures for office administration; develops manuals to document established procedures, protocols and timelines.
• Manages District-wide space utilization and procurement. Approves and facilitates requests.
• Develops and manages processes to ensure needs for administrative support services for 2nd and 3rd shifts supervisors and managers are delivered.
• Manages District-wide calendar and plans/organizes District meetings and events.
• Provides District orientation information and resources to assist in on-boarding of new staff.
• Manages district wide requirements for employee handbooks signatures and critical employee notifications. Works with FM supervisory staff.

15% Financial Duties:

• Manages District administrative budget through data collection, expense reconciliation, review and monitoring.
• Establishes annual purchase orders and authorizes billings for office equipment, chiller operations, fire extinguisher contracts and other District services.
• Works directly with vendors to reconcile billing and negotiates adjustments as necessary.
• Serves as District purchasing card coordinator; facilitates and manage payment reports for District cardholders.
• Responds to inquiries regarding billing, invoicing, purchasing, and cost allocations.

25% Operational Duties:

• Manages District vehicle fleet including contract administration, cost allocation, maintenance, and required driver's training; coordinates with Fleet Services to address contractual or service questions/issues.
• Oversees contracts with Parking Services and tracks usage of Official Vehicle, Loading Dock, Vendor/Visitor and other authorized parking access hangtags.
• Establishes and explains policies and procedures related to processing work orders, requesting work to be completed, obtaining building permits, and initiating projects.
• Utilizes computer software including Microsoft Office suite (Word & Excel) and management reporting systems (i.e. Kronos) to maintain data and generate reports.
• Addresses customer inquiries regarding facilities and operations, work orders and projects.
• Serves as contributing member to special projects and team initiatives.
• Manages key access for district personnel

This job may be designated as essential.
The employer retains the right to change or assign other duties to this position.

Minimum Qualifications:

• Bachelor's degree in business administration or related area and two years of professional level administrative experience, or a combination of education and professional level administrative experience to total six years.
• Experience utilizing financial system software (i.e. PeopleSoft, Chrome River)
• Experience with Google Suite software including Mail, Calendar, Docs, Sheets, Drive
• Previous office administration and supervisory experience
• Minimum of 1 year of customer service work and experience building and utilizing excel spreadsheets

Essential Qualification:

• Regular attendance is an essential qualification for this position.

Preferred Qualifications:

• Experience preferably in a facilities or property management environment.
• One year of supervisory experience is preferred.
• Familiarity with computerized maintenance management systems (CMMS)

Demonstrated knowledge, Skills and Abilities:

• Ability to work both independently and as a team player in a fast-paced, deadline driven environment
• Self-starter comfortable with high degree of independent judgment who takes initiative to obtain results
• Skill in interpreting and analyzing application of policies, rules, and contract provisions
• Skill in developing business or operational reports that convey financial, personnel or performance data
• Ability to maintain confidentiality and deal with sensitive information
• Demonstrated ability to serve a broad, diverse customer and employee base
• Customer service orientation with well-developed oral skills and strong written aptitude
• Strong computer proficiency with spreadsheet, word processing and database software
• Office administration and supervisory experience.
• Knowledge of facilities management/operations environment.