Harvey Mudd College is recruiting a Facilities Services Manager (internally titled an ‘Associate Director of Administration’) to join their campus in Claremont.
Here's a little about Harvey Mudd College and the position they are seeking to fill:
Located in the heart of Claremont, California, 35 miles east of Los Angeles, Harvey Mudd College is a highly selective undergraduate liberal arts college offering degrees in science, technology, engineering, and mathematics. HMC enrolls about 800 students and is a member of The Claremont Colleges, which is comprised of five undergraduate colleges and two graduate institutions. According to students, professors, and alumni, what makes Harvey Mudd distinctive is its collaborative, cross-disciplinary nature. The working environment is built on collaborative relationships between and among all members of the campus community and a deep commitment to the college’s mission to educate students “so that they may assume leadership in their fields with a clear understanding of the impact of their work on society.”
The Associate Director of Administration (ADA) provides essential strategic, operational and consultative support to the Assistant Vice President for Capital Projects and Facilities (AVP) and other Facilities Directors, managers and supervisors by supporting and managing operational changes and process improvements, project management, analytical support and assistance with developing key personnel initiatives for the Department (e.g. orientation and professional development) and for the College as it relates to department services (e.g. events). .
The ADA also provides leadership, oversight, and management, and/or support of several key Facilities and Maintenance functions and services such as facilities related risk management, staff support for the Physical Plant Board of Trustee committee, contract review and approval, communication, policy development and implementation and student liaison. The ADA reports to the Assistant Vice President for Capital Projects and Facilities or designee and works collaboratively with the Sr. Director of Facilities and under advisement by the Sr. Director of Emergency Preparedness and Employee Safety.
Job Duties and Responsibilities
Directly supervise staff in Facilities Administration who are responsible for facilities and vehicle use and rentals; the coordination and management of summer student housing; all aspects of key and card access policies and procedures; financial reporting; and supporting business and service operations. The ADA works with the AVP in:
- Determining and communicating job responsibilities and expectations.
- Hiring well-qualified individuals.
- Training and orienting staff and encouraging and fostering job growth.
- Fostering safe work habits and ensuring staff participates in required safety workshops, emergency preparedness exercises, and presentations.
- Assigning and delegating work.
- Giving ongoing feedback and conducting formal performance evaluations.
- Providing recognition.
- Reviewing and approving time records and time-off requests to ensure accuracy and correct payment for hours worked.
- Resolving complaints, concerns and problems.
- Addressing performance problems through appropriate and timely action, including formal corrective action.
- Administering applicable employment and other College policies.
- Monitor applicable budgets.
- Approve expenditures and ensure purchases are for approved items and compliant with College and F&M policies and practices.
- Independently and collaboratively work on and coordinate various projects and process improvement initiatives in collaboration with the appropriate directors or managers; analyze current practices and procedures; conduct research; recommend changes or new approaches; prepare or assist with preparing a variety of documents related to projects such as reports, policies, analyses, flowcharts, and spreadsheets.
- Oversee the implementation of new technology or software and train and/or retrain Department staff on the proper and efficient use equipment and programs (e.g. Workday, Kronos, Lenel, EMS, and the work order system).
- Prepare various analyses in support of ongoing initiatives and compliance requirements such as benchmarking surveys, budget assessments, and dormitory capacity.
- Develop and provide training and coaching to Facilities staff in project development and management in collaboration with AVP.
Business and Administrative Operations
- Assist the AVP, directors, and managers with developing and monitoring detailed budgets, developing and preparing periodic reports, and overseeing the Workday payment process.
- Prepare or review and edit documents and various types of internal and external communications for the AVP, directors and managers; collect, compile and analyze information to be used in such documents/communications.
- Assist AVP, directors, managers, and administrators within Facilities in preparing, editing, and finalizing business documents.
- Serve as a member of the Facilities leadership team.
- Manage the Department website and ensure it is updated as necessary.
- In the absence of the AVP, directors, and managers, ensure that requests for action or information are addressed or are relayed to the appropriate staff member(s) or departments.
- Manage the HMC fine arts collections, documentation, housing, use, preservation, disposition, inventory and maintenance, collections database, maintenance reports and updates for new material.
- Serve as the student liaison for facilities related issues. Including participating in weekly meetings with student leaders such as ASHMC Senate and Residence Hall Proctor Staff.
Risk Management Related to Facilities and Maintenance
- Serve as the liaison between the HMC Business Affairs and Risk Management Administrator (BARMA) for facilities-related issues to minimize risk and liability. Serve as the contact for issues related to risk management and general liability for the Facilities and Maintenance Office; provide information and guidance to Facilities staff in identifying potential risks and recommending appropriate measures to mitigate them consistent with guidelines established by HMC BARMA and TCCS’ Risk Management Office
- Disseminate TCC Campus Safety Reports as appropriate and if needed take necessary actions.
- Compose original documents and reports that vary in scope and complexity; conduct related research and collaborate with other individuals or departments as necessary.
Staff Support to Committees and Project Teams
- Board of Trustees’ Physical Plant and Campus Planning Committee (PPCPC) - As directed, provide input materials for Committee meetings to support the AVP; prepare and/or oversee the preparation of minutes; support preparation of official resolutions for the PPCPC and entire Board of Trustees; maintain content on the PPCPC website; and research and respond to other inquiries/requests from the PPCPC and other trustees, as requested.
- Project Teams and Other Committees - facilitate meetings of the department and/or interdepartmental project teams; maintain minutes and records of team meetings; prepare agendas and documents; identify items for further action.
Investigations and Security
- When primary and secondary investigator is not available, and as directed by the Treasurer, conduct investigations regarding complaints brought under the College’s Sexual Misconduct & Complaint Resolution Policy, and Prohibited Discrimination, Harassment and Retaliation Policy, or other types of investigations.
- Manage the college’s surveillance systems, including monitoring of equipment, review of surveillance footage upon the request of a college constituent and approval by AVP and VP for Administration and Finance/Treasurer, as appropriate.
- Manage parking on campus, including updating policies, procedures, maps and enforcement in coordination with TCC Campus Safety and appropriate department leaders. Under the advisement of the AVP and in consultation with the VP for Administration and Finance/Treasurer, analyze and prepare or update the necessary reports and information for the annual update to the HMC Parking Management Plan for the City of Claremont and The Claremont College Services (TCCS) Parking Report.
- Review Facilities and Maintenance contracts and leases to ensure that the Department is entering into a fair agreement and is protected against liability, and ensure compliance with the College’s contract review, approval and signature process.
Policy Development and Implementation
- Draft business, personnel, fiscal, safety and other administrative policies for the Department, ensuring consistency with College policies and practices, and assist with dissemination, implementation, administration, and training (as needed).
- Conduct related research and consult with appropriate office staff during the drafting process. If legal counsel needs to be consulted, coordinate with BARMA to obtain legal counsel.
Training and Development
- Coordinate the scheduling of and recordkeeping for mandatory safety training for facilities staff, as well as ongoing required training.
- Work with AVP, directors, and managers in developing staff orientation programs for new facilities employees.
- May assist with planning and managing emergency preparedness training and exercises.
- May assist managers with “walk-throughs” of facilities and/or grounds to assist with establishing expectations and identifying training needs.
- Education: Bachelor’s degree in business administration or a related field, or an equivalent combination of education and experience.
- Experience: At least four years of increasingly responsible related experience, preferably in an academic institution that includes managing a variety of projects and assignments in varying degrees of complexity with efficiency and thoroughness.
Required Knowledge, Skills, and Abilities
- Knowledgeable about how organizations work and how to get things done through both formal and informal networks; ability to act with a high degree of personal integrity, adapt to the climate and culture of the campus and become familiar with procedures, policies, and processes as well as understand the reasoning behind them.
- Demonstrated ability to determine what is needed to get things done through and with others and how to organize people and activities; ability to understand how to separate and combine tasks into efficient workflows; ability to capitalize on opportunities for synergy and integration; adept at simplifying complex processes and accomplish goals with limited resources.
- Demonstrated ability to communicate clearly and concisely orally and in writing; knowledge of the ability to use proper formats, grammar and punctuation, and ability to edit, proofread and ensure accuracy and high quality of work. Ability to research and compile information, analyze it and exercise judgment in selecting what to include in communications and documents.
- Demonstrated ability to compose/draft original written correspondence and documents such as policy documents, reports, memos, agendas, and letters.
- Effective interpersonal skills that include tact, patience, diplomacy, and the ability to adapt communication style to a constituent, and the ability to remain calm and poised in challenging and difficult situations.
- Ability to meet deadlines and exhibit attention to detail.
- Demonstrated strong organization and follow-up skills.
- Intermediate proficiency and skills in a variety of computer programs including Word and Excel with the ability to use spreadsheet programs with a high degree of accuracy.
- Proficiency with Internet-based systems and the ability to learn and use new technology and software.
- Strong analytic, problem solving, critical thinking and research skills.
- Ability to exercise a high degree of accurate and independent judgment, tact and discretion.
- Ability to work with a broad and diverse campus community.
- Demonstrated organizational, time management, and multi-tasking skills and ability to meet deadlines in a busy, high-paced environment.
- Knowledge of office management methods, procedures, and techniques that includes financial recordkeeping and purchasing procedures.
Harvey Mudd College is an Affirmative Action/Equal Opportunity Employer. Qualified applicants will be given consideration for employment without regard to age, race, gender, national origin, sexual orientation, protected veteran’s status, disability, or any other characteristics protected by applicable law.
Please apply directly on Harvey Mudd’s career site: