Administrative Manager, Facilities Services (Juneau)

Administrative Manager, Facilities Services (Juneau)

02 Apr 2019

Administrative Manager, Facilities Services (Juneau)

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UAS Facilities Services department is looking for Administrative Manager to ensure fiscal responsibility associated with Facilities Services mission to provide clean, suitable and safe buildings for our Students, Staff and Faculty. 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. 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 staff supervisors. 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.

Duties:

Perform departmental financial research and audits utilizing Banner, work order software system, TOAD, Crystal Reports, and financial databases. Prepare annual general fund, recharge center and auxiliary maintenance budgets for director''s approval. Analyze spending patterns and advise director of potential problems. Audit 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. Manage and oversee administrative operations for Facilities Services including procurement, accounts payable, travel and personnel processes; campus mail contracts and campus work order system.

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.

Previous experience in accounting, work orders, data management and analysis tools is preferred.

Knowledge/Skills/Abilities

Advance knowledge of accounting theory and generally accepted accounting principles (GAAP). Fiscal financial or budget analysis skills that include knowledge/use of spreadsheet, database, and query development tools.

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.)

Proficient knowledge about work order systems.

Strong attention to detail for data entry purposes.

Advance knowledge about Human Resources, procurement and travel policies/procedures is required.

Demonstrated ability to independently prioritize projects and direct others.

Effective written and verbal communication skills.

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. This position is open until filled, initial application review date will be April 8th, 2019 position will remain open until filled.

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