Job Description

Job Description

Job Description

Oversee Facilities Management customer service, internal employee support management, some internal departmental accounts payable, work order information systems and applications, and other general operational areas of Facilities Management, including student workers. Support and provide high-level administrative services to the department’s management team. Perform additional duties as assigned

Responsibilities

Oversee Facilities Management customer service, internal employee support management, some internal departmental accounts payable, work order information systems and applications, and other general operational areas of Facilities Management

• Serve as a central information resource for the department, collaborating with other offices and campus constituents to ensure questions are addressed accurately and in a timely manner.
• Compose and distribute building project notifications.
• Manage the Departmental Customer Service Desk (CSD) and its functions, including hiring, supervising, scheduling, training, monitoring, and taking corrective action with customer service staff and student workers.
• Responsibilities include all aspects of work order intake/input, customer relations, emergency dispatch, and management of the Facilities General Mailbox.
• Ensure adequate staffing at the Customer Service Desk and provide coverage as needed.
• Oversee payroll, labor, and work order data entry, reporting, and accounts payable activities. Ensure timely and accurate processing of paperwork, bills, purchase orders, vendor contracts, and related documentation.
• Review vendor contracts and verify completion of work with supervisors as needed. Conduct ongoing audits of payroll and labor records and take corrective action to maintain reconciliation.
• Advise and train staff on departmental and university policies and procedures; respond to questions and ensure compliance.
• Oversee information systems and applications to ensure efficient operations, including student and technician computers.
• Provide training and support for functional users as needed.
• Evaluate workflow and internal controls and provide recommendations to improve efficiency. Collaborate with the Vice President to establish departmental procedures and communication guidelines.
• Support the Assistant Director of Department Business as needed with annual fiscal year budget tasks, periodic production printing and processing, new employee on boarding, office supply procurement and receiving, electronic document control initiatives, weekly review and action on pending online key/card access requests, annual departmental reporting requirements, and work order backlog reduction.

Oversee departmental administrative operations.

• Provide support to area supervisors on operational matters, including questions related to tools, equipment, new hires, pay, job descriptions, performance evaluations, and employee relations issues.
• Manage all aspects of the staff uniform program, including contract negotiations, vendor coordination, resolving billing and inventory discrepancies, and reordering as needed.
• Oversee the departmental cart and truck fleet, including monitoring expenses, authorizing payments, ensuring insurance coverage, maintaining up-to-date registrations, scheduling repairs, coordinating with vendors, and managing contract negotiations.
• Oversee procurement and management of Chapman-owned cell phones and accessories for the department.
• Coordinate elevator repairs with contracted vendors.
• Coordinate pest control services with vendors.
• Ensure administrative support projects are completed accurately and on schedule. · Ensure that department-wide notifications, including holiday schedules and payroll updates, are sent to all Facilities Management staff.
• Develop, write, and maintain current Facilities Management procedures.

Provide high-level administrative support to the   department’s management team.

• Assist in preparing confidential and sensitive documents.
• Coordinate human-resources–related paperwork with the Human Resources Office.
• Participate in management meetings, including action-item assignment, tracking, follow-up, and related tasks.

Required Qualifications

• Minimum of five years of progressively higher-level administrative support experience to management and managing daily operations of a busy office, with a bachelor’s degree, or an equivalent combination of education and experience.
• Demonstrated supervisory skills, including hiring, scheduling, training, monitoring, and taking corrective action with multiple direct reports.
• Working knowledge of contracts, timekeeping, and accounts payable processes, including relevant State and Federal regulations and Chapman University policies.
• Bookkeeping skills with the ability to monitor and reconcile expenses accurately.
• Proven ability to assess situations and concerns, troubleshoot and resolve issues, and manage tasks from initiation to completion.
• Strong interpersonal and leadership skills to foster collaboration and cooperation with staff, vendors, and other diverse stakeholders.
• Demonstrated ability to manage multiple assignments with changing priorities and deadlines successfully.
• Strong technical proficiency to learn and utilize information systems and applications relevant to the position, including (but not limited to) MS Word, MS Excel, MS Office, MS PowerPoint, and TMA.
• Ability to maintain confidentiality and exercise tact and diplomacy in all interactions.

Company Description

Chapman University is a nationally ranked institution offering traditional undergraduate and graduate programs in the heart of Orange County, one of Southern California’s most diverse and vibrant regions. The university achieved R2 status in the Carnegie Classification of Institutions of Higher Education, a distinction held by just 10 percent of all U.S. universities.

Chapman University does not discriminate on the basis of race, color, gender, religion, national or ethnic origin, disability, age, marital status or sexual orientation in the administration of its education policies or any other policies or programs administered by the university.

Company Description

Chapman University is a nationally ranked institution offering traditional undergraduate and graduate programs in the heart of Orange County, one of Southern California’s most diverse and vibrant regions. The university achieved R2 status in the Carnegie Classification of Institutions of Higher Education, a distinction held by just 10 percent of all U.S. universities. \r\n\r\nChapman University does not discriminate on the basis of race, color, gender, religion, national or ethnic origin, disability, age, marital status or sexual orientation in the administration of its education policies or any other policies or programs administered by the university.

Job Tags

Contract work, Work at office,

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