Facilities Operations Assistant Manager

Key Responsibilities

• Manage the front office supplies budget, purchasing, receiving, distribution, inventory, and expenditure controls.
• Process departmental invoices, verify information, assign account numbers, prepare payment requests, and process staff P-card expense reports.
• Maintain inventories and oversee department equipment, including computers, printers, telephones, radios, and related operational equipment.
• Aid with Board of Trustee committee meetings, including materials, room arrangements, and conference-call technology.
• Research, organize, maintain, and control departmental documents, confidential files, records, and correspondence.
• Manage incoming mail and prioritize items requiring immediate attention.
• Provide backup support for Facilities work-order processing, including reviewing requests, assigning work to appropriate managers, and closing completed work orders.
• Provide backup support for access-control systems.
• Prepare and submit required regulatory filings.
• Attend department meetings, coordinate logistics, and prepare notes or minutes.
• Cook up department training, appreciation activities, community-engagement events, and related communications.
• Manage the department's front-office display monitor and content.
• Manage monthly billing for the HMC motor pool.
• Aid with document-control responsibilities.
• Maintain knowledge of student summer housing, storage, key-card, and combination-lock procedures.
• Support the development, implementation, administration, and evaluation of systems, projects, policies, and procedures related to access, housing, and storage.
• Maintain knowledge of room capacities and room setup requirements.
• Cook up special mailings and occasional delivery/pickup of mail and checks.
• Publicize Facilities-related events through campus email, flyers, bulletins, and other communications.
• Receive, interpret, prioritize, and route requests for information or action to appropriate staff and follow up to ensure timely resolution.
• Communicate professionally with faculty, staff, students, vendors, and outside organizations.
• Provide administrative backup during periods of heavy workload or staff absence.
• Serve as a primary point of contact for various vendors.
• Aid with special projects, initiatives, and other departmental duties.
• Maintain awareness of workplace hazards, including biohazards, radiation, chemicals, and other hazards associated with campus operations.
• Follow established safety procedures and report workplace accidents.
• Participate in safety, emergency preparedness, and emergency response training and drills.

Required Qualifications

• Bachelor's degree in a related field, or equivalent combination of education and experience.
• Three to five years of progressively responsible administrative and/or operational experience.
• Knowledge of applicable state and federal regulations.
• Proficiency with Microsoft Office, spreadsheets, and other administrative software, with the ability to quickly learn new systems and electronic processes.
• Excellent written, verbal, interpersonal, organizational, and customer-service skills.
• Ability to communicate effectively with administrators, trustees, faculty, staff, students, vendors, and outside organizations.
• Ability to manage multiple priorities, meet deadlines, maintain accuracy, and remain calm under pressure.
• Strong follow-up, research, documentation, analytical, and organizational skills.
• Ability to manage budgets, general ledger accounts, purchase agreements, service contracts, invoices, and departmental expenditures.
• Ability to maintain confidential records and documentation.
• Ability to work effectively in a service-oriented environment with frequently changing priorities.
• Willingness to work occasional evenings and weekends as required.

Preferred Qualifications

• Experience with Workday.
• Experience in higher education or nonprofit organizations.
• Experience with Lenel Security Systems.

Work Environment and Schedule

• This is a Category A, on-campus position requiring work exclusively on campus, with limited ad-hoc remote work subject to approval.
• The standard schedule is generally Monday–Friday, 8:00 a.m.–5:00 p.m., although hours may vary based on departmental needs.
• The position is full-time, regular, exempt, and benefits eligible.
• Occasional evening and weekend work may be required for events such as Commencement and Alumni Weekend.

Compensation

Salary: $77,000–$82,000 annually

Reports to

Assistant Vice President for Facilities and Maintenance

Additional Information

This job description defines the essential job duties of the position. Harvey Mudd College expects that employees hired for this position can perform the essential functions of the job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act.