Under the general supervision of the Director of Facilities; responsible for the management of administrative services in support of the effective operation of Facilities, Maintenance and Housekeeping operations.
Manage web-based work order/preventative maintenance system, School Dude, and prepare work orders for distribution.
Update and maintain list of facilities equipment, including life cycle and replacement costs in the web-based system Capital Forecast Direct; prepare various reports as requested.
Prepare requisitions for purchase orders; indicate appropriate accounting/budget codes and obtain authorizations; prepare invoices for approval and forward for payment in a timely manner.
Prepare Facilities staff payroll for approval using Paycom system, including overtime, on-call, and leave requests; monitor leave time for department staff; generate reports for supervisor review and approval.
Work collaboratively with the Director of Facilities, the Environmental Health and Safety Manager, and Chief Engineer, and follow compliance with local, state, and federal laws and regulations pertaining to campus facilities and operations; prepare reports as needed.
Ensure annual equipment/system inspections and certifications are scheduled and completed.
Carry out departmental goals and objectives; prepare and implement operating policies; support policy implementation.
Assist with maintenance schedules and coordinate a schedule of training and workplace safety programs for staff.
Maintain database of campus offices and spaces and assist with strategic space planning.
Assist in the development of project proposals, cost estimates, budgets, timelines, and schedules; assist Director with project demands.
Monitor and oversee the work of external contractors to ensure terms of agreement are met and work is completed satisfactorily.
Monitor purchasing (P-card) usage, prepare expenses for approval and complete monthly reporting for the Business Office.
Work collaboratively with Director in the preparation of departmental budget for approval; monitor fiscal performance to ensure budget compliance and assist in establishing capital budget requests.
Maintain basic files for department personnel, update new employee information, and keep updated job descriptions for non-exempt staff.
Maintain database of campus utility/energy use including natural gas, electric, oil, water, etc.; assist Director in negotiating utility contracts.
Assist with crisis communication as directed.
Coordinate response to requests and inquiries from the campus community and others, including directing safety issues to the appropriate responder.
Answer and route incoming telephone calls.
Maintain office files, and sort and distribute mail.
Work collaboratively with conference and events office to ensure all Facilities requests are met for campus wide events and outside clients.
Order materials and services; provide cost comparisons on old vs. new equipment including radios; communicate with suppliers, contractors, and campus community, as needed.
Assist Director in the management of special departmental events.
Perform other related duties as required.
Assist the Director in the supervision of the daily work of the maintenance, housekeeping, and grounds keeping staff. Supervise work study students. Carries out supervisory responsibilities in accordance with University policies and applicable laws. Assist with interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.
Duties require knowledge of office management equivalent to completion of a bachelor's degree and three to five years of related experience, or equivalent combination of education and experience. Spanish language skills a plus.
Thorough knowledge of accounts payable and accounts receivable principles, methods, and procedures.
Working knowledge of basic accounting principles, methods, and standards with ability to adapt established methods to varied accounting transactions.
Excellent technology skills; proficiency in use of Microsoft Office products, including Word, Excel, PowerPoint, and Outlook as well as One Drive and database systems. Proficiency with School Dude Maintenance Direct, and Capital Forecast Direct or similar systems, preferred.
General knowledge of construction, renovations, and contracts, office procedures, practices, and equipment.
Ability to supervise work tasks of hourly staff and work study students.
Ability to uphold the University's commitment to inclusive excellence in a diverse educational community.
Ability to communicate effectively both verbally and in writing; to establish positive public relations, and to interact effectively with a wide variety of people.
Excellent organizational and customer service skills with ability to perform multiple tasks in a fast-paced business environment.
Ability to work extended hours as necessary.
WORKING CONDITIONS/PHYSICAL DEMANDS:
Normal office environment, not subject to extremes in temperature, noise, odors, etc.
May spend extended periods at terminal, on telephone, or operating other office machines, requiring eye-hand coordination and finger dexterity.
More than half of the time is spent in a normal office setting.
The above statements are intended to describe the general nature and level of work being performed by people assigned to do this job. The above is not intended to be an exhaustive list of all responsibilities and duties required.
Protecting the Regis Community
At Regis the safety of our campus community is our highest priority. We invite all applicants to review our health and safety protocols at our COVID-19 Updates page. The most powerful measure we can take is vaccination, and all campus community members must be fully vaccinated and have received a booster against COVID-19, with the exception of certain medical and religious exemptions. New employees without an approved medical or religious exemption are required to have their first vaccine dose by their date of hire. And all new employees will join the campus community in using the CoVerified app to upload vaccine information, report symptoms, and schedule regular campus COVID tests. We're in this together!
*External and internal applicants, as well as position incumbents who become disabled as defined under the Americans With Disabilities Act, must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case-by-case basis.
In employment, as in education, Regis College is committed to equal opportunity and affirmative action. Regis does not discriminate on the basis of race, color, age, religion, creed, sex, gender identity or expression, sexual orientation, ethnic or national origin, ancestry, citizenship, marital or parental status, physical or mental disability, genetic information, pregnancy, veterans status, membership in uniformed services or any other protected status.
Rooted in the Catholic intellectual tradition and inspired by the social justice values of our founders, the Sisters of St. Joseph of Boston, Regis College is a welcoming and inclusive community. We are called to provide access to an academically rigorous education through innovative learning opportunities and collaborative engagement at all degree levels. We educate the whole person, preparing our students to pursue excellence, to become change agents in their own communities, and to serve and lead as advocates for a more just and compassionate global society.