Assistant Director, Facilities Administrative

Georgia State University

University Housing

Assistant Director, Facilities Administrative Services

Atlanta Campus

These are exciting times at the Housing Department. We are growing and we are thrilled that you are interested in being a part of our team. We are surrounded by individuals empowered to use their expertise and talents to achieve our mission to pursue excellence.

Are you ready for us? Are you seeking an opportunity with purpose and direction? If you are, we have the perfect opportunity for you! We hire great people from a wide variety of educational, career, and personal backgrounds, not just because it is the right thing to do, but because it makes us a stronger team.

University Housing is seeking (1) Assistant Director, Facilities Administrative Services to join the already awesome team taking the department to the next level of excellence!

The administrative functions include budget monitoring and reporting, payroll maintenance for student staff, document review, supply ordering and inventory and preparation for various events such as move-in and move-out. The Assistant Director oversees the maintenance call center and makes recommendations toward continuous quality improvements in customer service serving approximately 5,200 residents in the University Housing communities.

WHAT MAKES The Housing Department A GREAT PLACE?

* A flexible work environment

* Generous benefits, including health, dental, vision, tuition assistance, retirement, etc.

* A knowledge-sharing organization that works collaboratively with diverse partners.

* Professional development opportunity and mentorship

* A rapidly growing center within an academic setting

HERE IS WHAT YOU WILL DO

Administrative and Operational Support

* Provide primary administrative support for facilities unit within University Housing.

* Oversee 24/7 maintenance service desk and help-line operations.

* Develops and maintains facilities organizational standard operating procedures, call center reference manual, and operational calendar outlining specific activities for each facet of the facilities unit.

* Conducts periodic reviews of department processes and standard operating procedures to ensure compliance with federal and state legal requirements and internal policies.

* Maintains organization of compliance and regulatory documentation.

* Prepares correspondence, spreadsheets, presentations, flyers, announcements, internal forms and documents, and other written materials for department management team and program use and/or distribution.

* Coordinates and collaborates with marketing and communications to ensure facilities information on the University Housing website and work request portal is accurate and current.

* Functions as a resource on issues such as escalated customer service problems and vendor concerns. Uses discretion to resolve issues and establish smooth operations and processes throughout the department.

* Responsible for managing, updating, and maintaining a comprehensive office filing system and tracking systems.

* Manages the facilities driver program, ensuring that all necessary staff are enrolled in the appropriate courses and follow campus guidelines.

* Coordinates communication among departmental units.

* Answers inquiries and provides consistent, appropriately researched answers to the public, students, and University personnel by phone, email, or in person.

Analysis and Planning

* Provides direct analytical support to improve operational planning, administrative processes/policy development and budget with a focus on better utilization of departmental resources (time, people, and money).

* Applies professional concepts to perform analysis of data and program to moderately complex projects, policies and/or processes and functions, including performing analytical studies on a variety of policies and issues within the program.

* Using appropriate research methodology, gathers and assembles analytical and factual data on assigned programs and issues to evaluate current and proposed services.

* Recommends potential solutions and approaches.

* Using subject matter knowledge, collects and prepares information in the most effective presentation format that synthesizes generally complex data and issues into easy to interpret.

Departmental Accounting/Purchasing

* In coordination with the Associate Director for Facilities Operations, develops and maintains facilities unit operational budget and administers day-to-day financial transactions.

* Prepares, researches, and processes all paperwork to establish vendors as needed.

* Coordinates purchases for facilities staff or unit projects.

* Anticipates purchasing cycles and needs; ensure complete and timely purchases.

* Tracks orders from initial purchase through receiving and payment of invoice, including service agreements, contracts, and standard low value orders.

* Follows-up on any problems related to orders, invoicing and/or reimbursements.

* Works closely with University Housing Business Affairs Coordinators to reconcile unit transactions, ensure accuracy in charges, and correctness in cost accounting.

* Maintains transaction documents and prepares financial reports for leadership review.

* Prepares travel vouchers and expense requests following University/departmental travel guidelines.

* Coordinates as well as book travel and lodging arrangements and prepare travel-related documents.

* Follows up with traveler and payroll to ensure timely processing of travel and entertainment reimbursements.

* Provides timely submission of all reimbursements and invoices.

* Provides support for facilities bulk purchasing activities including purchasing contracts for services and maintaining spreadsheets for major supply purchases such as: contract cleaning to include summer room cleaning, carpet cleaning, window washing, and trash chute cleaning, summer linen contracts for service and purchase of linen.

Human Resources

* Hires, trains, supervises and evaluations 24/7 maintenance service desk and help-line staff

* Provides guidance to supervisors and managers in developing job descriptions, facilitating benefits communications, and providing guidance on compensation programs, personnel policies, and procedures.

* Organizes, schedules, and provides administrative support for confidential recruitments and professional search processes.

* Serves as the custodian of facilities active directory documents.

* Distributes Human Resources and payroll documents/correspondence as directed in a timely and confidential manner.

Other

* Manages independent assignments (such as uniform expense tracking and handbook creation), special projects (such as coordinating training programs), and other relevant duties as assigned.

* Work periodically in all areas of facilities operations: maintenance, custodial, front desk operations, family housing, etc.

* Serve as back-up for Associate Director for Facilities Operations.

* Serve on departmental/university committees as required or requested

* Attend meetings as required or requested.

* Perform other duties as assigned

Minimum Hiring Qualifications:

Bachelor's degree and three years of supervisory/management experience in a related field; or a combination of education and related experience.

Preferred Hiring Qualifications:

1. Strong customer service skills to coordinate, troubleshoot, and respond to service requests from staff, contractors, outside consultants, and members of the campus community

2. Experience with inventory systems and databases including StarRez, TMA, C-Cure

3. Can quickly possess/develop a thorough understanding of University Housing and facilities administrative policies and procedures as well as a basic understanding of campus fiscal processes.

4.Knowledge of facilities maintenance, custodial operations, and construction terminology.

To be fully considered for this position all candidates must submit the following at the time of submission:

* A complete and accurate GSU application, Resume, Cover Letter (Recommended)

Final candidates must provide three professional references.

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