Administrative Manager, Facilities Services

Apply now Job no: 515995
Classification:Administrative Management 1
Grade:Grade 80
Work type:Staff Full-time
Administrative Unit:University of Alaska Southeast
School/Business unit:Physical Plant
Location: Juneau
Categories: Administrative/Personnel, Business/Accounting/Finance, Facilities/Skilled Trades, Human Resources, Office/Clerical

Position Summary:

The UAS Facilities Services department is looking for an Administrative Manager to perform and oversee the administrative duties associated with Facilities Services responsibility of ensuring clean, suitable and safe buildings for our Students, Staff and Faculty. Facilities Services is a small office working in a busy and complex environment. The Administrative Manager is responsible for all administrative operations including budgeting, procurement, accounts payable, travel and work order management. This position produces Department financial reports required by University policy and double checks budgets produced by other managers.

Duties:

10Perform departmental financial research and audits utilizing Banner, work order software system, TOAD, and financial databases.Essential
10Prepare annual general fund, recharge center and auxiliary maintenance budgets for director''s approval. Analyze spending patterns and advise director of potential problems.Essential
30Audit and analyze budgets for Facilities Services, Student Recreation Center, Student Housing maintenance and UAS capital construction budgets. Advise director of needed budget revisions. Revise monthly management reports and work with Budget Office as necessary. Prepare annual capital reports and other financial reports as necessary.Essential
50Manage and oversee administrative operations for Facilities Services including procurement, accounts payable, travel and personnel processes; campus mail contracts and campus work order system.Essential

This position requires account tracking skills, proficient in Excel, working knowledge of databases, database query programs, and the aptitude to quickly learn UAS accounting software and Facilities Services Computerized Maintenance Management System (CMMS) software.  The Administrative Manager participates in departmental planning process in conjunction with the Director of Facilities and other supervisors on staff.

Our Facilities office consists of a building maintenance service team, custodial staff, grounds crew, project managers, inter-campus mailing services, emergency management, and environmental health & safety staff.  This is a small, but complex unit looking for a new team member to join our four-member management team. 

Located in the ancestral homeland of the Tlingit, Haida and Tsimshian peoples, the University of Alaska Southeast (UAS) is fully committed to advancing the education and research aspirations of Indigenous peoples and is committed to ongoing work toward decolonization. These efforts are reflected in our UAS programs and formal community partnerships across our three campuses and throughout all of Southeast Alaska.

Required Education & Experience

  • Bachelor’s degree in business administration, accounting or a related field OR an equivalent (4 years) combination of training and experience is required.
  • In addition, three years of progressively responsible experience in office management and accounting, or a related field is required.
  • Knowledge of budgeting and accounting practices and procurement.
  • Knowledge about Human Resources, procurement and travel policies/procedures.
  • Previous experience in accounting, work orders, data management and analysis tools is preferred.

Knowledge/Skills/Abilities

  • Knowledge of budgeting and accounting practices, procurement and work order systems is required.
  • Strong attention to detail for data entry purposes.
  • Proficient in Excel is required and demonstrated ability to use database report generators such as TOAD and Crystal.
  • Ability to quickly learn UA accounting software Banner, and Facilities CMMS software MP2.  (Previous Banner experience is preferred.)
  • Advance knowledge about Human Resources, procurement and travel policies/procedures is required.
  • Demonstrated ability to independently prioritize projects and direct others.

This is a full-time, Grade 80, 12-month, exempt staff position complete with a competitive salary and employee benefits package.  New hires typically are placed somewhere between steps, one and ten on the salary schedule (based on education and experience).  The Office Manager position reports to the UAS Director of Facilities. 

A complete application will include a resume, cover letter and contact information for three professional references.

The initial application review date will be November 25, 2020. To ensure consideration, please apply by November 24, 2020 by 11:55pm Alaska Standard Time.  The position will remain open until filled.  

For additional information about UAS Facilities Services go to: http://www.uas.alaska.edu/facilities_services/

Reasonable Accommodation Statement:

The University of Alaska (UA) is responsible for providing reasonable accommodations to individuals with disabilities throughout the applicant screening process. If you need assistance in completing this application or during any phase of the interview process, please contact UA Human Resources by phone at 907-450-8200.

Affirmative Action Statement:

UA is an AA/EO employer and educational institution and prohibits illegal discrimination against any individual: www.alaska.edu/nondiscrimination

Background Check:

The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.

Probationary Period:

Pursuant to University Regulation 04.07.020, new employees of the University are employed in an at-will probationary status for the first six months of employment. During the probationary period, employment may be terminated for no reason or any reason. Promoted employees also serve a probationary period with limited rights of retreat.

Public Disclosure Statement:

Your application for employment with the University of Alaska is subject to public disclosure under the Alaska Public Records Act.

University of Alaska is a Drug-Free Workplace.

University of Alaska campuses are Tobacco-Free. 

Training Policy:

It is the policy of the University of Alaska (UA) that all employees are required to complete training to meet the requirements of the positions they hold, and to complete the required training within a specified period to remain employed at the UA.

Contact Information:

If you have any questions regarding this position, please contact University of Alaska HR at 907-450-8200

Advertised: Alaskan Standard Time
Applications close:

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