Working Title: Business Operations Manager
Classification Title: Administrator I
Department Name: Facilities Plant Office
Time Base: Full-time
Pay Plan: 12 month
Bargaining Unit: M80 (Management/MPP)
Employment Type: MPP – this position is part of the California State University Management Personnel Plan (MPP). No tenure or permanent status can be achieved within the MPP.
Salary Range:
- Hiring salary is budgeted/anticipated at $6,250 - $7,000 per month commensurate with education and experience
- CSU Salary Range: $3,938 -$11,703 per month.
Benefits: Premium benefit package includes outstanding health, dental, and vision plans; life and disability insurances; pension (CalPERS); tuition fee waiver; and 14 paid holidays per year. See our benefits website for additional information.
Application Deadline: Open until filled. A review of applications will begin Thursday, October 24, 2024 and the review period may end at any time thereafter.
Position Summary:
The Facilities Management Department is responsible for the planning, design, construction, operations, maintenance, and repair of university facilities, grounds, infrastructure, facilities use, conferences and events. The Department consists of four critical and interdependent support units: Environmental Health & Safety; Facilities Planning, Design, and Construction; Conference and Events; and Facilities Operations.
Under the direct supervision of the Senior Director of Facilities Management (Sr. DFM), the Business Operations Manager serves as a key member of the Sr. DFM’s executive team. The incumbent plays an integral role in the success of the facilities department and university by leading the day-to-day business operations of the Facilities Management Office in the development, implementation, and continuous improvement of processes and procedures needed for the execution and delivery of services to the university community.
The incumbent ensures that Facilities Management services align with the department's and Cal Maritime's goals and objectives. The incumbent also assists with overseeing the department’s budget, personnel administration, and operational management of facilities.
About the California State University Maritime Academy:
Established in 1929, California State University Maritime Academy, a campus of the California State University, is the only degree-granting maritime academy on the West Coast. Located on the scenic Vallejo waterfront, the campus serves a student population of approximately 1000 undergraduates and 50 graduate students.
Cal Maritime offers seven baccalaureate degrees in Business Administration, International Strategy and Security, Facilities Engineering Technology, Marine Engineering Technology, Mechanical Engineering, Marine Transportation, and Oceanography. The undergraduate curriculum includes licensing programs for future merchant marine, coast guard, and naval reserve officers. Cal Maritime also offers a Master of Science in Transportation and Engineering Management degree, as well as a number of extended learning programs and courses.
Major Responsibilities:
Personnel Administration and Management
- Review and audit daily work assignments based on electronic work orders and priorities for the Facilities department.
- Report and review employee reports of injury. Ensure information is reported in a complete and accurate manner.
- Review timecards that are submitted within CHRS and on paper to ensure records are correct.
- Serve as primary point of contact between Facilities Management Department and Human Resources on matters including classification, compensation, employment, recruitment, payroll processing and other personal action functions. Duties will also include entering information into CHRS – Peoplesoft and Recruiting for employment actions and hiring.
- Provide work direction to student assistants hired in the department.
Financial Management, Data Collection, Analytics and Reporting
- Collaborate with the Sr. DFM with the administration of all fiscal and budgetary management and reporting.
- Assess fiscal data needed for tracking the budgets of all projects and initiatives and ensuring reporting requirements are met for Cal Maritime.
- Administer and evaluate data to ensure metrics and key performance indicators are aligned with goals of department and campus.
- Administer annual customer service survey.
Operational Management
- Coordinate with university personnel regarding requests and issues related to Facilities.
- Serve as a liaison to campus for status on work orders (in progress and completed) and other customer service facilities related questions.
- Audit work orders to ensure that they are being closed out by facilities employees.
- Establish business practices and procedures to achieve and advance goals and objectives.
- Oversees the day-to-day operations of the Conference and Events unit with internal and external customers.
- Develop and implement policies and procedures for all conference and event activities.
- Ensure event coordination for all conference and event requests, including contracts, personnel, setup, cleanup etc.
- Administer recharge process for internal projects and work orders campus wide.
- Responsible for managing the procurement process to ensure that all charges are accurately tracked, and necessary documents are submitted in a timely manner.
- Ensure compliance with internal policies and budgetary constraints and verify that all procurement activities are properly documented and recorded.
- Responsible for managing the work control system. This includes conducting regular audits of the system to verify that work orders are properly logged, monitored, and updated. Audits work control system to ensure staff are closing out work orders promptly once tasks have been completed, maintaining accountability and accurate reporting.
- Establish and manage new processes and standardize operational procedures.
Required Qualifications:
- High School diploma or equivalent required
- A minimum of 3 - 5 years of progressive budget management, administrative roles, and or event coordination.
- A valid California drivers license must be maintained in satisfactory standing.
- Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
- Ability to establish and maintain effective working relationships and communications with University’s senior administration, faculty, staff students, utilizing strong listening and interpretive skills.
- Ability to work collaboratively with departments across campus to reach acquired goals.
- Ability to manage multiple priorities while still maintaining the standard expectations and goals of facilities.
- Ability to manage and address highly sensitive issues and maintain confidentiality.
- Excellent communication skills; ability to effectively communicate information in a clear and understandable manner, both verbally and in writing.
- Ability to develop and implement effective customer service programs that promote inclusivity and engagement of all Facilities Management staff across all operational units.
- Ability to develop and implement process improvements and change management.
- Outstanding organizational and analytical skills to manage multiple projects and perform efficiently and courteously in a fast-paced environment with a fluctuating workload, conflicting and competing priorities, and frequent distractions and interruptions.
- Thorough knowledge of English grammar, spelling and punctuation.
- Skills in planning, budgeting, accounting, financial forecasting, financial model, and business and financial analysis and tracking.
- Proficiency in using standard software packages for word processing, spreadsheets and databases.
- Knowledge of procurement and contracting processing and procedures.
- Working knowledge of quality assurance procedures to support operations and to meet customer expectations.
- Knowledge of industry best practices and processes to ensure operational excellence.
- Knowledge of human resources policies, standards and procedures.
Preferred Qualifications:
- Bachelor's degree in business administration, facilities management, hospitality management, or a related field is preferred.
- Experience in higher education environment or related field is preferred.
Special Conditions: The incumbent must maintain a university procurement card and travel card in good standing, adhering to all organizational policies and procedures related to their use, accounting and reconciliation. This includes timely reconciliation of charges, proper documentation of expenses, and compliance with all applicable budgetary and policy guidelines. Failure to manage these responsibilities satisfactorily may result in corrective action, including disciplinary measures which could entail termination of employment.
Hours of Work/Travel: Incumbents should be willing to travel to attend off-site training programs as required. This may involve participation in workshops, conferences seminars, or other professional development opportunities at various locations.
Must be able to work additional hours as needed, including occasional weekends and holidays, and adjust their working schedule to accommodate time-sensitive tasks or when there is an emergency.
Physical, Mental and Environmental Conditions: Involves mainly sitting with up to 25% of the activities involving regular standing or walking; involves lifting of medium weight objects limited to 25 pounds.
Background Check: Satisfactory completion of a background check (including a criminal records check, DMV records check, credit check, and fingerprinting) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.
Mandated Reporter: The person holding this position is considered a ‘mandated reporter’ under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 revised July 21, 2017, as a condition of employment.
Designated Position: This position is a “designated position” in the California State University’s Conflict of Interest Code. The successful candidate accepting this position is required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.
Eligibility to Work: Applicants must provide proof of U.S. citizenship or authorization to work in the United States within three days of the date of hire.
Title IX: Please view the Notice of Non-Discrimination on the Basis of Gender or Sex and Contact Information for Title IX Coordinator at: https://www2.calstate.edu/titleix
EEO Statement: Cal Maritime is an Equal Opportunity, Affirmative Action Employer. The university subscribes to all state and federal regulations and prohibits discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, covered veteran status, or any other protected status. Reasonable Accommodations will be provided to applicants with qualifying disabilities who self-disclose by contacting the Benefits Coordinator at (707) 654-1146.
Application Procedure: Click "APPLY NOW" to complete the Cal Maritime Online Employment Application and attach the following documents: cover letter and resume.
Disclaimer: The provisions of this job bulletin do not constitute an expressed or implied contract and any provisions contained may be modified or changed.