Assistant to Director Facilities and Operations
Assistant to Director Facilities and Operations
Employer Active
Job Alert
You will be updated with latest job alerts via email
Share
Job Alert
You will be updated with latest job alerts via email
Not Disclosed
Salary Not Disclosed
1 Vacancy
Job Description
People are drawn to Guilford College for a number of reasons including the CollegesCore Valuesof community diversity equality excellence integrity justice and stewardship.
Working at Guilford provides you with a rewarding opportunity to impact the developing lives ofstudents from a range of diverse backgrounds. Guilford attracts those who areseeking a professional challenge and career advancement. It also attracts those whowant to enjoy a beautiful campus and location in the dynamic city ofGreensboro North Carolina.
Guilford College offers a wide range of benefits for full-time regular employees including 13 paid holidays tuition remission health insurance telemedicine life insurance short-term and long-term disability a retirement plan and optional dental and vision insurance. In addition employment at the College provides employees with access to numerous discounts for products services and attractions.
Position Summary
Basic Function: The principal function of this position is to assist the Director of Facilities and Campus Services in the planning organizing managing and controlling of the business affairs in the Facilities and Campus Services departments.
Duties and Responsibilities: The responsibilities of this position include quantitative and organizational analysis to ensure that the business functions of the department are appropriately managed and controlled. Must effectively write reports as well as position and policy statements.
Specific responsibilities include:
Oversee facilities accounting functions including purchasing billing and special project requests.
Develops and disperses directives guidance and information to each director/supervisor to assist in division budget preparation. Provides technical assistance to each director in individual budget preparation and makes budget recommendations.
Collects and reviews all division budget data to maintain consistency with departmental budget requirements. Formulates overall yearly departmental budget to be approved and submitted by the Director of Facilities and Campus Services. Advises Director of shortcomings and needed adjustments to ensure proper operation of department. Collects and analyzes financial information throughout the year for possible mid-year adjustment and guidance in upcoming years budget.
Develops ongoing budget performance reports and analysis providing financial guidance and recommendations to the Directors and Director of Facilities and Campus Services as appropriate.
Three-year budget should be updated monthly and finalized by December 31 of each year.
Vacation leave forms completed by employees should be reviewed on an as needed basis.
Oversee the mailroom operation on days the manager is absent.
Management:
Assist in developing defending and maintaining the annual budget.
Developing charge back allocations to auxiliary enterprises.
Developing and maintaining a 3-year budget plan reflecting requests for safety environmental replacement preventative maintenance and new projects.
Responsible for Facilities Department Personnel Administration and related activities. Excellent communication skills and accurate file maintenance are of prime importance in this area.
Provide all other services as requested by the Director of Facilities and Campus Services including acting on internal matters during times of absence.
Business Affairs:
Complete and submit grants that apply and support the facilities division
Develops safety training program that meets OSHA requirements for the facilities division and members of the community who wish to participate.
Supports the locksmith with the key process and allocation.
Business policy leadership long range planning and management especially in asset control and resource utilization for the Facilities Department. This includes analyzing problem areas and reviewing functional areas as requested by the Director of Facilities and Campus Services
The development of cost estimates and cost avoidance alternatives as needed.
Overseeing the procurement function. Sourcing of specialty or costly items: cost justification qualify vendors and follow up on problems.
Complete yearly space utilization report
Maintains rental house spreadsheet refunding deposits keeping contracts current with tenants coordinating move in preparations and close out inspections.
Systems:
Assign and process School Dude work orders for the campus. Provide critical communication to facilities staff and end users. Prepare and analyze a variety of reports such as work order turnover rates productivity and outstanding requests. Conduct operations and facilities survey to community and analyze data making recommendations to improve service to the Directors.
Process and coordinate conferences and events reservations requests on campus for all meetings and events utilizing the EMS System. Communicate with requestors in all steps of the reservation process to ensure events are carried out to their liking.
Experience:
Bachelors degree and least 5 years of higher education experience preferred. Outstanding interpersonal skills excellent oral and written communication skills and a demonstrated strength in budget management and proven leadership abilities are preferred. Requires a working knowledge of computerized systems/software appropriate to physical plant operations or comparable experience. Accounting experience and the ability to prepare professional reports. Ability to provide leadership and encouragement to the front office and management staff that promote a team atmosphere. Establishment and maintenance of good communications with in staff peers and outside contacts. Must possess strong analytical skills ability to be flexible and objective. Ability to react to demands with difficult time constraints. Must consistently provide timely accurate accounting budgeting and personnel data within the acceptable policies and procedures. Familiarity with Workday is a plus.
Guilford College does not discriminate on the basis of sex/gender race color creed religion national origin sexual orientation gender identity disability genetic information military status veteran status or any other protected category under applicable local state or federal law ordinance or regulation. See ourfull Statement of Non-Discrimination.
Required Experience:
Director
Employment Type
Full-Time
