Facilities Business Operations Supervisor

The Facilities Business Operations Supervisor will work as part of the Physical Plant Administration team. Under direction of the Director of Facilities Services, this position will provide the highest level of customer service to the campus and general public as the front facing representative. The position will be primarily responsible for vendor and visitor access/security, document management and recording, office supply management, operations team support and supervision of student work staff. This position is 100% time benefited working 40 hours per week.

Job Duties/Responsibilities:

Administrative Support:

• Provide general office and administrative support including scheduling meetings, managing documents, receiving/distributing mail and packages for department and all other duties as assigned.
• Answer phones and greet/sign in vendors/visitors and oversee all student staff providing this support.
• Provide administrative back-up for work units within Facilities Services division including Work Control Center (CMMS) (School Dude).
• Act as primary Physical Plant contact to campus customers and research, analyze and take independent action to dispatch and/or resolve issues reported.
• Prioritize, plan & oversee the general office operations and associated support staff.

Supervision:

• Source, screen, train, schedule, oversee and report on student workers providing front desk support under the direct oversight of the Director of Physical Plant.

Financial Transactions:

• Recordkeeping and Document Management
• Initiate requests for transaction issue resolution as directed by Management Team.
• Assist and coordinate budget process with Management Team and Financial Services Team providing operational documentation as required/requested
• Initiate budget and accounting change requests, new account requests and request account close out for plant funds and the department repair and renovation (R&R) budget as directed by Management Team.
• Coordinate monthly budget meetings as directed and provide operational data as requested.
• Invoice, monitor status, deposit and reconcile all department accounts receivable, including but not limited to department fleet costs, shuttle billing, student damages/restitution, interdepartmental charges and outside vendors.
• Data Entry of Annual Blanket POs & contracts set up, tracking and year end close out, maintaining PO spreadsheet for Management Team.
• Execute all on line purchasing & Unimarket purchases (USNH Purchasing liaison)
• Monthly Stores billing reconciliation from CMMS/School Dude
• Enter purchase data for Stores Inventory into CMMS/School Dude & complete monthly interdepartmental billing for Stores Inventory distributions.

Fleet:

• Fleet cost /vehicle cost to operate analysis and reporting (gas, maintenance, repair).
• Invoice, monitor status, deposit and reconcile all department accounts receivable, including but not limited to department fleet costs, shuttle billing, student damages/restitution, interdepartmental charges and outside vendors.

Requirements:

• High school graduation and five years of related experience involving progressively responsible business/accounting duties, or Associate’s Degree in Business or Accounting and three years of related experience or combination of higher education and related experience equal to five years.
• Proven customer service skills; including the ability to establish and maintain effective working relationships with faculty, staff, students and the general public.
• Strong analytical abilities.
• Ability to handle confidential and sensitive information.
• Excellent organizational skills, including the flexibility and adaptability to work effectively in a collaborative, cross functional environment.
• Excellent written, oral and interpersonal communication skills.

Preferred Qualifications:

• Bachelor’s degree in Accounting or related field.
• Experience using Workday or other financial/accounting software.
• Aptitude for learning new business, accounting procedures and technology.
• Experience working in an institution of higher education.
• Supervisory experience.
• Office management experience.

Applicant Instructions:

Applicants should be prepared to upload the following documents when applying online within the My Experience: Resume/CV section of the application: (Maximum of 5 Documents)

• Resume/CV

Applications that are missing any of the required items may not move forward for consideration. Additional uploaded documents not requested in the position announcement will not be reviewed.

Plymouth State University offers high-quality baccalaureate, graduate, and doctoral degree programs. Through research and innovative community partnerships, the University contributes to the economic, social, cultural, and environmental development of the North Country and Lakes Region of New Hampshire and beyond.

EEO Statement

The University System of New Hampshire is an Equal Opportunity/Equal Access employer. The University System is committed to creating an environment that values and supports diversity and inclusiveness across our campus communities and encourages applications from qualified individuals who will help us achieve this mission. The University System prohibits discrimination on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, genetic information, veteran status, or marital status.

Compensation Pay Range:

The pay range for this position is listed above. Actual offer will be based on skills, qualifications, experience, and internal equity, in addition to relevant business considerations. More information on benefits can be found here: USNH Employee Benefits | Human Resources

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