Widener University is currently seeking a Director of Facilities Administrative Operations in the Facilities Management Department.
The Director of Facilities Administrative Operations provides a wide range of operational and administrative support to the Facilities Management Department and colleagues throughout the University. This role is primarily responsible for broad range of activities, both highly strategic and tactical, that address multi-campus, cross-university projects, daily operations and special requests. The Director will manage all external negotiations with vendors, consult with internal and external constituents and direct administrative services as a representative of the Executive Director. This position is the primary internal and external point of contact related to customer-service and is responsible for leading efforts to resolve customer service and facilities-related operational issues.
Additionally, the Director is responsible for creating, maintaining, and monitoring the Facilities Department’s administrative functions and developing plans and processes for continuous improvement to improve quality, efficiency and customer experience.
About the Department:
Facilities Management staff are responsible to provide safe and beautiful facilities that support the academic mission and campus operations. The Facilities Management Mission is to continuously improve the services we provide and make the experience of students, faculty, staff, and visitors the best it can possibly be. Every staff member may be assigned duties within their capacity aside from duties that are their technical expertise, and every staff member is empowered to perform tasks within their capacity to achieve this Mission.
DUTIES AND RESPONSIBILITIES (including, but not limited to):
Customer Service
- Serve as the primary contact for special requests from other departments, students, parents and neighbors.
- Serve as liaison between Facilities Management and Human Resources for the rollout and implementation of University related policies and procedures.
- Serve as source of intake of information, delegating to the appropriate resource, internally or externally, and monitoring to ensure completion of request within established deadlines.
- Work with department directors, assistant directors, and vendors to select appropriate contract documents for design, maintenance, repair, and construction services.
- Coordinate all required information and signatures for contract execution in accordance with University policies.
- Continuously reviews administrative support and customer service functions to identify areas for improvement.
- Communicate with University constituents regarding unscheduled outages and other facility emergencies.
- Manage all of the department files, including network files, in accordance with University and department retention policies.
- Assist with execution of purchase requisitions for service agreements and capital projects.
- Maintain and grow partnerships with internal partners such as finance, human resources, campus safety and other facilities partners.
- Develop customer service service-level-agreements for service delivery.
- Provide supervision, leadership, and training to the Administrative Team’s administrative, document processing, regulatory team, and special projects staff.
- Oversee all the department’s operational and business processes through the administrative staff.
General Administrative
- Develop and implement vision and action plan for administrative services.
- Create a departmental service model to support projects and initiatives.
- Assess internal opportunities to align, define and refine administrative procedure and protocols
- services, help secure required resources and launch and implement administrative initiatives.
- Lead hiring, onboarding, resource, and training initiatives across the department.
- Create, chair, and maintain the state certified Workplace Safety Committee in accordance with the requirements set forth by the Pennsylvania Department of Labor and Industry.
- Participate in a wide and diverse array of special projects and initiatives as directed by the Executive Director
- Prioritize numerous competing projects in alignment with Executive Director and VP priorities
- Monitor department policies and procedures to ensure they are reviewed and updated, as required but at least annually.
- Oversee and manage the daily administrative functions of the department.
- Review, assess, create, monitor, and enhance processes to improve operational efficiency and quality of service; Examples include monitoring of industry standard KPIs and development of Widener-specific KPIs.
- Assist with department equipment and supplies purchasing to ensure best value for the University.
- Maintain the vendor, space and project databases with information provided by colleagues in the department.
- Partner in the development and issuance of requests for proposals (RFP).
- Assist in the preparation of budget and management reports for the Executive Director.
- Maintain and grow partnerships with internal Facilities partners such as Facilities Finance and Administrative Services, the Office of Sustainability, Operations, Engineering and Campus Energy, and the Office of the University Architect.
- Maintain and grow partnerships with external Facilities partners such as Office of the Provost, University Services, Department of Public Safety, etc.
- Provide supervision, leadership, and training to the Administrative Team’s administrative, document processing, regulatory team, and special projects staff.
- Oversee all the department’s operational and business processes through the administrative staff.
Supervisory Duties
- Supervises the Work Order employee(s) and Administrative Assistant and provides for their training and development.
- Hires, directs, and manages work of student employees.
- Represents the Department in Administrative matters in Executive Director’s absence.
- Prepares weekly Staff Meeting minutes and other necessary correspondences.
- Facilitates meetings, prepares agendas, updates notes and action lists as required.
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Project Administration and Management
- Manage campus partnerships as necessary, and numerous other specialized areas of expertise that may be required. Create and be accountable for managing scope, budgets, and service delivery to the project / program teams.
- Participate in the selection process for consultant, preconstruction, and contractor selection, when appropriate as required
- Develop and generate reports describing project status including schedule and budget information.
- Scrutinize status of tasks assigned to department staff by Executive Director.
- Process invoices to ensure compliant payments with contract terms and conditions.
- Ensure compliance and maintain documentation for certificates, permits and other approvals for all buildings and equipment.
- Manage updates to the document management system.
- Develop and maintain capital projects and deferred maintenance database.
- Provide technical expertise and guidance to Executive Director and project teams in support of their work as required.
- Other duties as assigned by the Executive Director.
MINIMUM QUALIFICATIONS (education/training and experience required):
Required:
- Bachelor’s degree in Facilities Management, Business Administration, Office Administration, or related field.
- Eight (8) + years progressive of operational administrative support. A combination of education and experience may be considered.
- years of supervisory experience.
- 5 years of contract management experience.
- 4+ years of project management skills.
- Demonstrated proficiency in Microsoft Office (Outlook, Word, Excel, and Access).
- Superior interpersonal skills; excellent oral and written communication skills.
- Ability to communicate concepts and processes clearly and effectively in oral or written form.
- Demonstrated ability in establishing and maintaining collaborative relationships with a full range of campus and external constituents.
- Service focus - dedicated to meeting the expectations of the University by maintaining effective relationships with interested parties.
- Flexible hours as dictated by the needs of business for projects and meetings.
Preferred:
- Master’s degree
- Ten (10+) years progressive experience
- Experience in higher education setting working with faculty, staff, and students to provide excellent customer service.
- Knowledge of modern facilities management trends.
- Experience in developing, maintaining and operating a modern comprehensive work order system.
PHYSICAL REQUIREMENTS AND/OR UNUSUAL HOURS:
- Requires valid driver’s license with evidence of insurability;
- Position is eligible for flexible work schedule;
- Walking, sitting, lifting, pushing, pulling and ability to use computer for extended periods of time;
- Extended work hours required during peak periods, emergencies, and special events.
All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, religion, color, national origin, age, sex, sexual orientation, disability status, or any other characteristic protected by applicable law. Widener University is committed to fostering an inclusive community in which faculty, staff, and students from a variety of backgrounds, cultures, and personal experiences are welcomed and can thrive. We are an equal opportunity employer and are committed to providing equal educational and employment opportunities for all persons without regard to age, color, national origin, race, religion, disability, veteran status, sex, sexual orientation, gender identity, genetic information, or status as a protected veteran.
Widener University, an independent, metropolitan, doctoral-intensive university, connects curricula to social issues through civic engagement. Dynamic teaching, active scholarship, personal attention and experiential learning are key components of the Widener Experience. Located in Chester, PA, Widener's main campus is nestled between Philadelphia, PA and Wilmington, DE, with Law Schools located in both Harrisburg and Wilmington. For more information about the university, please visit our website at www.widener.edu.
EOE M/F/V/D
