District Admin Manager

Company: University of Minnesota
Location: Saint Paul
Posted on: January 21, 2023

Job Description:

Apply for JobJob ID353517

LocationTwin Cities

Job FamilyAdministration-General

Full/Part TimeFull-Time

Regular/TemporaryRegular

Job Code8208A2

Employee ClassCivil Service

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50% District Operations

• Manages the FM District administrative office operations by directing and facilitating the day-to-day functions of the office to ensure smooth operation. Participates as an active member of the FM wide District administrative team.
• Develops District administrative procedures through analysis and in collaboration with other District Administrative Managers to ensure consistency and efficient operations.
• Serves as the district liaison for vendors, employees and University departments by utilizing knowledge of organizational and operational policies and practices for facilities related needs.
• Triage and manage district requests, escalate to District Leader as appropriate and disperse majority to FM management.
• Compiles District data, reporting requirements, and processes, including monthly and annual departmental reports. Manages the collection and compilation of business data including metrics and budgetary details.
• Contributes in establishing departmental goals, objectives, systems and processes that help capture opportunities for increased service delivery and efficiencies by acting as a member of the District management team. Analyzes current business processes and makes recommendations to improve systems, methods and practices. Implements standard operating procedures for office administration; develops manuals to document established procedures, protocols and timelines.
• Manages District-wide space utilization and procurement - approves and facilitates requests.
• Provides supervision and direction to student support staff
• Develops and manages processes to ensure needs for administrative support services for 2nd and 3rd shifts supervisors and managers are delivered.
• Manages District-wide calendar and plans/organizes District meetings and events.20% Financial Duties
  • Manages District administrative budget through data collection, expense reconciliation, review and monitoring.
  • Establishes annual purchase orders and authorizes billings for office equipment, chiller operations, fire extinguisher contracts and other District services.
  • Works directly with vendors to reconcile billing and negotiates adjustments as necessary.
  • Serves as District purchasing card coordinator, facilitates and manage payment reports for District cardholders.
  • Responds to inquiries regarding billing, invoicing, purchasing, and cost allocations. Human Resources Duties
  • Provides District orientation information and resources to assist in onboarding of new staff.
  • Manages district wide requirements for employee handbooks signatures and essential employee notifications.
  • Works with FM supervisory staff30% Operational Duties
    • Manages District vehicle fleet including contract administration, cost allocation, maintenance, and required driver's training; coordinates with Fleet Services to address contractual or service questions/issues.
    • Oversees contracts with Parking Services and tracks usage of Official Vehicle, Loading Dock, Vendor Visitor and other authorized parking access hangtags.
    • Establishes and explains policies and procedures related to processing work orders, requesting work to be completed, obtaining building permits, and initiating projects.
    • Utilizes computer software including Microsoft Office suite (Word Excel) and management reporting systems (i.e. COMPASS, FCA) to maintain data and generate reports.
    • Addresses customer inquiries regarding facilities and operations, work orders and projects.
    • Serves as contributing member to special projects and team initiatives.
    • Manages key and card access for district personnel
    • Manages mobile phones for District staffThis job may be designated as essentialThe employr retains the right to change or assign other duties to this position
      
      Qualifications
      
      
      
      
      
      Minimum Qualifications: BA/BS with at least two years of experience or a combination of related education and professional level administrative experience to total six years.
      Preferred: Experience preferably in a facilities or property management environment. One year of supervisory experience is preferred.
      Demonstrated knowledge, Skills and Abilities:
      • Ability to work both independently and as a team player in a fast-paced, deadline driven environment
      • Self-starter comfortable with high degree of independent judgment who takes initiative to obtain results
      • Skill in interpreting and analyzing application of policies, rules, and contract provisions
      • Skill in developing business or operational reports that convey financial, personnel or performance data
      • Ability to maintain confidentiality and deal with sensitive information
      • Demonstrated ability to serve a broad, diverse customer and employee base
      • Customer service orientation with well-developed oral skills and strong written aptitude
      • Strong computer proficiency with spreadsheet, word processing and database software
      • Office administration and supervisory experience.
      • Knowledge of facilities management/operations environment.Regular attendance is an essential qualification for this position
        
        Benefits
        
        
        
        
        
        Working at the UniversityAt the University of Minnesota, you'll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work.The University also offers a comprehensive benefits package that includes:
        • Competitive wages, paid holidays, and generous time off
        • Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Scholarship
        • Low-cost medical, dental, and pharmacy plans
        • Healthcare and dependent care flexible spending accounts
        • University HSA contributions
        • Disability and employer-paid life insurance
        • Employee wellbeing program
        • Excellent retirement plans with employer contribution
        • Public Service Loan Forgiveness (PSLF) opportunity
        • Financial counseling services
        • Employee Assistance Program with eight sessions of counseling at no costPlease visit the Office of Human Resources website for more information regarding benefits.
          
          How To Apply
          
          
          
          
          
          Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-UOHR (8647).
          
          Diversity
          
          
          
          
          
          The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu.
          
          Employment Requirements
          
          
          
          
          
          Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.
          
          Please note: All employees at the University of Minnesota are required to comply with the University's Administrative Policy: COVID-19 Vaccination and Safety Protocol by either providing proof of being fully vaccinated on their first day of employment, or complete a request for an exemption for medical exemption or religious reasons. To learn more please visit: https://safe-campus.umn.edu/return-campus/get-the-vax
          
          About the U of M
          
          
          
          
          
          The University of Minnesota, Twin Cities (UMTC)The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.
          
          

Keywords: University of Minnesota, St. Paul , District Admin Manager, Executive , Saint Paul, Minnesota