Facilities Services Administrative Manager

WHITMAN COLLEGE

Located in the historic community of Walla Walla, Whitman's vibrant and beautiful tree-lined campus is home to an intellectually diverse, dynamic, welcoming and supportive community of some 500 staff and faculty serving approximately 1,500 students from the local region and across the globe. With exceptional students, accomplished faculty and staff, and a fiercely loyal and growing number of engaged alumni, Whitman College continues to build on its national reputation for academic excellence as one of the top liberal arts colleges in the country.

Whitman College is cultivating a community built on inclusion and belonging. We recognize the value of those who can offer historically underrepresented perspectives and encourage applications from those whose background, knowledge, and insights from lived experience can add to the college's working and learning environment. Whitman College is an Equal Employment Opportunity employer (EEO).

POSITION PURPOSE

The Facilities Services Administrative Manager (FSAM) is responsible for managing the day-to-day administrative operations and the financial, business activities for the department and participates in departmental long-range strategic planning, while fostering an inclusive and equitable environment. The FSAM provides high-level support to the AVP for Facilities Services (FS) with a high degree of confidentiality and responds to inquiries from college departments, the community, and/or external agencies, contractors, consultants and supervises, as required, administrative, technical/support staff and student assistants.

PRINCIPAL

ACCOUNTABILITIES

Administrative Support (35%)

• Support the AVP by managing their work calendar, scheduling and coordinating internal and external (community) meetings and events for the AVP, preparing and distributing agendas and sending other communications. May make travel arrangements and prepare and submit travel, credit card and expense claims.
• Participate in departmental strategic planning related to capital budget planning and development, with a focus on equitable resource allocation that supports the diverse needs of the College.
• Serve as liaison when assigned to departments within the College, the public, and/or outside agencies, contractors and vendors to respond to inquiries and provide information on available resources and services.
• Participate in/on a variety of meetings, committees, and/or other related groups to communicate information regarding FS' programs, information resources, services, and/or other pertinent information as appropriate. Cultivate and manage relationships with key stakeholders.
• Develop, monitor, evaluate, and recommend improvement to operational processes, procedures, workflow, and/or standards, ensuring alignment with the College's mission, values, goals and objectives and local, state, and federal laws and regulations and reducing costs.

Finance Support (30%)

• Manage and administer the budget accounting and complex statistical data; review financial statements, manage financial operations and allocate resources following budget approval. Analyze, interpret and forecast financial costs and provide information to the AVP.
• Manage and process all financial transactions, such as account payables, credit cards etc. for all FS departments.

Support Services (15%)

• Plan, organize, monitor and manage the day-to-day processes and operations of a variety of warehousing, logistics, receiving, distribution to campus departments, property administration, and online office supply ordering.
• Manage and coordinate the implementation, installation, configuration, troubleshooting, maintenance and repair of applicable technologies and associated hardware.
• Support the preventive maintenance, replacement and coordination to maintain compliance for FS' communication devices.
• Lead data gathering activities for benchmarking surveys; review results and make recommendations and implement improvements based on survey findings.
• Support the management and implementation, installation, configuration, troubleshooting, maintenance and repair of Facilities Services' computer maintenance management system (CMMS)…