Facilities Office Manager – 22916

FLSA EMPLOYMENT CATEGORY: Salaried; Exempt; Administrative, 12 months

DEPARTMENT: Facilities and Services Management

POSITION SUMMARY:

This position is an integral member of the Department of Facilities and Services Management (FSM). This individual maintains office services by organizing office operations and procedures, distributing work orders, managing motor pool reservations, preparing payroll, controlling correspondence, designing filing systems while upholding effective existing systems, reviewing and approving supply requisitions, providing procurement support for the Department of Facilities and Maintenance as well as other departments, and assigning and monitoring clerical functions.

ESSENTIAL FUNCTIONS:

· Perform general office duties to support sector office activities, including preparation of correspondence and presentation materials, copying documents, and maintaining accurate files, records, and office supplies.
· Oversee facilities administration p-card program and distributes purchase orders for coding accordingly.
· College representative for making travel (motor pool) arrangements.
· Respond to and assist with contractor payment inquiries.
· Develop process improvements and automated workflow processes.
· Understand, communicate, and enforce instructions regarding purchasing processes and procedures.
· Research and recommend vendors, supplies, and services available on local and national consortiums.
· Communicate with vendors, facilities staff, and buyers on product discrepancies, damage and missing products, resolve procurement related issues, change orders.
· Prepare contract documents for renewal, amendments and new contracts; communicate with departments and vendors to gather necessary information and signatures.
· Prepare information to support reports, presentations, and other documents for the department.
· Manage key inventories and assignments in partnership with Locksmith.
· Manage building stewardship lists and door access controls.
· Oversee motor pool car check out and billing.
· Support major events logistics where facilities department is involved.
· Support administration with maintaining fixed asset inventory for Alma College, tracking additions and disposals.
· Manage the campus FSM work order system (daily and scheduled PM’s); ensure all requests are properly documented and assigned; follow-up to ensure timely completion and customer satisfaction; train campus employees on proper usage of the system when needed.
· Receive facilities phone calls and distribute accordingly, provide follow up to students, staff, vendors, etc.
· Perform all other related duties as required per facilities administration.

REQUIRED QUALIFICATIONS:

· Administrative skills including ability to organize large amounts of paperwork and data.
· Demonstrated ability to manage small projects with minimal oversight.
· Ability to deal tactfully with internal and external customers.
· Computer proficiency (Microsoft Office programs including Word, PowerPoint, Excel).
· Ability to communicate effectively both verbally and in writing; to establish positive public relations for the department and to interact effectively with a wide variety of individuals from diverse backgrounds including socioeconomic status, sexual orientation, religion, veterans, race and ethnicity, including those with different levels of academic preparation and varying physical and learning abilities.
· Strong work ethic, detail-oriented, excellent organizational skills, takes initiative, proactive and accustomed to meeting deadlines, managing competing demands and dealing with frequent change, delays or unexpected events.
· Effective listening, relationship building and collaboration skills including the ability to remain open to others’ ideas and exhibits willingness to try new things.
· Ability to work independently and the ability to work in a team setting.

PREFERRED QUALIFICATIONS:

· Two years of work experience in a higher education setting.
· Bachelor’s degree preferred.
· Experience working with facilities related systems.
• Experience working with underrepresented, first-generation, Pell-eligible, and diverse populations.

PHYSICAL REQUIREMENTS:

Must be able to perform computer-related work for several hours each day and to communicate effectively in person, electronically, and by telephone with students, faculty, administrators, vendors, and the general public.

Sitting, walking, and lifting up to 20 pounds.

APPLICATION PROCESS:

Interested candidates need to submit an Alma College employment application, a cover letter, and a résumé, via email to careers@alma.edu. Applications will be accepted until May 31, 2024.

Alma College is classified as a selective Baccalaureate College: Diverse Fields by the Carnegie Foundation for the Advancement of Teaching. Committed to academic excellence and development of responsible leaders, Alma’s students thrive on challenging academic programs in a supportive, small-college environment emphasizing active, collaborative learning and close student-faculty interaction. Alma is a private Phi Beta Kappa institution located in the center of Michigan’s Lower Peninsula.

Alma College is an Equal Opportunity Employer, and is committed to recruiting and retaining a diverse faculty, staff and student body.

Alma College recognizes that we are all transformed when we celebrate and value the varied identities backgrounds, experiences, and perspectives in our campus community. We are committed to recognizing and removing barriers to success and providing equitable access to opportunities through education and advocacy. In our increasingly diverse campus and world, we pledge to create a climate where everyone is safe and free to grow intellectually, spiritually, and emotionally.