Operations Manager

Posting Details

Position Information

Position Title

Operations Manager

Job Description

Job Summary :

Responsible for oversight and administration of Facilities Management with respect to the following areas : administration of the computerized maintenance management system (CMMS), dispatch, accounting and accounts payable, payroll, budgeting, procurement and inventory management..

Essential Functions (Responsibilities) :

• Provides administrative oversight, leadership and supervision to employees in assigned functional areas of responsibility, including recommending changes in organizational structure, hiring, training, evaluating, counseling, etc.
• Establishes quantitative and qualitative work production standards, striving for continual improvement by developing plans for system improvements and optimization of personnel and resources.

Prepares monthly KPI's for presentation to the department, exploring any areas of variance or concern.

Communicates in an effective and timely manner, in all directions (upward to superiors, downward to subordinates and laterally with peers).

Conveys expectations, policies, changes, etc. in a manner that can be clearly understood and acted upon.

Works proactively, anticipating needs and planning accordingly, and in a manner representing various constituencies both inside and outside primary work group.

Readily adapts to changes, working to gain acceptance from others throughout the organization.

• Represents the department as required at designated meetings.
• Provides operating budgets for the department, compliance with overall budgets, and notification and support for new budget needs.

Prepares initial annual budget request for the department, providing support for any changes in budgets. Initiates any needed budget modifications.

• Monitors areas of responsibility for compliance with applicable policies, procedures, rules and laws, reporting as required.
• Oversees the development of requests for proposal and the evaluation of responses to select agreements that are in the best interests of the University.

Suggests new procurement methods and coordinates with Purchasing Office to increase departmental and university efficiencies in use of external vendors.

• Executes special projects as assigned, including researching and analyzing data, writing reports and making recommendations.
• Manages completion of special projects for self and staff, ensuring completion on a timely basis and reviewing overall results and outcomes.
• Administers the computerized maintenance management system (CMMS)-TMA-including :
• Sets up new users in TMA, loads the mobile application onto their smart devices, assists them with login credentials and processes, and provides both first-time and on-going training and troubleshooting for the application.
• Develops and sets up dashboards for users, designing those dashboards to ensure efficient and effective use of the system.
• Writes new reports and deploys existing reports to make effective use of the system.
• Performs system set-up such as entering new buildings, equipment, preventive maintenance, rooms, etc., making decisions as to where to enter the data, how to effectively use TMA fields, etc.

Establishes and trains users on proper use of the system and on new processes within the system.

• Audits and completes work orders in the system. Develops processes for correcting problems found through audits. Directs annual roll-over processes at each new fiscal year.
• Manages the project module of the system, keeping projects updated on a regular basis through meetings with others both internal and external to the department.
• Approves all purchase orders and invoices, ensuring that costs are assigned properly in Colleague, TMA and inventory; serves as backup for accounting specialist, entering and processes purchase orders and invoices from initiation through final closeout.

Secures funding sources for special projects. Negotiates pricing, financing, etc. with vendors to ensure best deals for the university.

Maintains a pro card used to make both routine and emergency purchases throughout the department. Performs monthly interdepartmental and external billing from TMA, managing accounts receivable for external payments and making decisions regarding billing inquiries.

Deposits any incoming payments with the Bursar's Office and makes decisions on where funds received related to facilities in the Bursar's Office are deposited.

Handles internal inventories of uniform and other items. Advises the department's Supply Room and Storage Warehouse on matters of on-hand quantities, inventory records, etc.

Coordinates fiscal year-end processes for the Controller's Office including capital projects in progress, annual equipment location and inventory counts.

Administers the facilities functions in Colleague. Maintains and / or sets up new buildings and rooms in Colleague, assisting with interfaces between Colleague and other systems such as Paycom.

Maintains facilities vendor records in Colleague, including processes for ID cards, email, etc.

Oversees the dispatch function for the facilities department. Responds regularly to questions about coding, work assignment, system functionality, etc.

Establishes new processes to streamline the dispatch function. Serves as backup dispatcher when the regular dispatcher is gone (handling all incoming phone calls, emails and web requests for up to two weeks at a time).

• Manages distinct areas of the department including dispatch, accounting, and inventory management. Provides supervision, assigns work, follows up to ensure completion, develops relationships and mechanisms for external vendor use when appropriate, coordinates absences and coverage for special events and after hours work, etc.
• Manages any utility issues for the university including setting up and discontinuing utility service when needed, providing meter readings to the City of Tulsa for water meters, and responding to various inquiries.
• Performs related responsibilities as required or assigned.

Required Qualifications

Required Qualifications :

Knowledge / Skill / Ability

• Knowledge of facilities management concepts and techniques
• Strong analytical ability to interpret and use complex data
• Ability to multi-task efficiently in a fast-paced environment, drive projects to completion, and act with a sense of urgency
• Proficiency in basic Microsoft Office programs and web-based work order systems
• Excellent verbal and written communication skills, ability to communicate effectively at all levels of the university.
• A collaborative team player, who can coordinate work effectively with employees, team members, and outside vendors
• Ability to maintain a high level of confidentiality
• High attention to detail, demonstrated practice of establishing effective priorities and meeting deadlines
• Strong customer service with a can-do attitude and strong interpersonal skills
• Critical thinking skills with ability to gather, synthesize and analyze information to objectively draw conclusions, make reasonable decisions, and provide solutions.

Also must be able to communicate the situation, action and result clearly and concisely

• Able to adapt quickly to changes in scope or direction and to adopt changes, and help others adopt changes quickly
• Decisive judgment including the ability to assess situations or circumstances and draw sound and objective conclusions;

and to take responsibility for actions and results

Ability to work both independently with minimal supervision and as a part of a team

Equivalent Education / Experience

• Bachelor's Degree or equivalent combination of education and experience required
• Must have 5 years of progressive experience in facilities management, preferably within a large, multi-campus system
• Some supervisory experience required
• Some previous experience requiring responsibility for budget performance required
• Some finance and accounting experience required
• Three years of work order system administrative experience required

Preferred Qualifications

Preferred Qualifications :

• Valid driver's license preferred
• CEFP certification preferred
• Business degree in accounting preferred
• CPA preferred

Physical Demands

• Work requires ability to meet essential physical requirements including ability to see, hear and speak in order to receive and convey information, both in person and over a phone or web device;
• ability to sit or stand for extended periods of time in order to work at a desk or on a computer; ability to lift small weights up to 15 pounds as requiring for filing and basic material handling;

and ability to walk or move in order to perform job site inspections. This position may be required to work overtime, nights, weekends or holidays in order to fulfill essential service requirements such as during inclement weather or other events.

Note : The essential job functions and associated qualifications contained in this document describe the general nature and level of the work performed.

They are not intended to represent an exhaustive listing or be inclusive of all aspects of the job. The tasks and procedures involved in the performance of the essential job functions may vary from day-to-day.

Major changes in areas of responsibility may occur, as directed by management, and will require revision of this job description.

Posting Detail Information

Posting Number

S779P

Open Date

Close Date

Open Until Filled

Special Instructions to Applicants

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