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Office Supervisor, Facilities Management

Company: State College of Florida, Manatee-Sarasota
Location: Bradenton
Posted on: June 6, 2021

Job Description:

Applicants may be asked to demonstrate any or all of the following duties:

  1. Insures that all federal, state and local laws, and College policies, procedures and departmental standards are followed. Works with the AVP and departmental managers in their implementation.

  2. Works closely with the AVP to develop procedures and best practices. Provides input in management decisions, supports the mission and vision of the department and works to maintain a positive office environment.

  3. Assists in maintaining a high level of customer satisfaction. Assists in the collecting and compilation of information used for quality assurance. Interviews and greets visitors and phone callers and provides information.

  4. Assigns various programmatic areas of responsibility per the AVP's instructions to the administrative staff and provides supervision and oversight. Supervisory responsibilities include but are not limited to; coordinating work schedules, monitoring assigned work, approving leave requests and time sheets, and evaluating staff. Assigns and coordinates the work of the student assistants and SCF volunteers.

  5. Can perform the duties of the staff that report to this position, provides additional training when needed and provides orientation and training for new staff. Coordinates with Facilities Management Specialists to maintain cross-training and ability for seamless backup if required.

  6. Special projects (example: RFQ's): assists with selection process of architects, engineers, construction managers, organizes electronic files and facilitates process for the department. Works with project managers during bidding and submits legal advertisements to the newspapers. Responds to Notice to Owners requests.

  7. Oversees the ordering of office materials.

  8. Works with the AVP in the development and updating of an office policy and procedure manual.

  9. Maintains the department-specific database, inputs project data and other related information and utilizes data to prepare reports. Maintains reports including the Projects Update, Annual Compliance Calendar, Annual Contracts, Annual Facilities Calendar, and miscellaneous other information. Creates and maintains additional spreadsheets as needed.

  10. Acts as backup to Facilities Budget Specialist with preparing requisitions, purchase orders, encumbrances, working in Banner and Budget spreadsheets, as well as filing etc., and other related work as needed. Coordinates travel arrangements, prepares travel forms and arranges for reimbursement of funds.

  11. Receives, screens and direct calls in a timely and efficient manner. Types, proof reads, processes letters, and creates reports. Takes notes, minutes at meetings, memorandum, forms, schedules, and related paperwork. Prepares Power Point presentations on subject matter for Director.

  12. Manages the SCF Golf Cart Training Program.

  13. Maintains the Facilities Management Webpage and the Facilities Management Channel.

  14. Creates, updates and maintains the Facilities Management Customer Service Survey and report results to the AVP. Assists with the Building Managers Program.

  15. Creates and distributes the Facilities Management Newsletter bi-annually.

  16. Tracks information in the CMMS program (School Dude) and run reports as needed, as well as perform other functions in School Dude.

  17. Assists with hiring policies of SCF within the Facilities Department, which includes, printing of applications, resumes, and cover letters of applicants. Submits to hiring manager in department. Schedules applicant interviews. Oversees that the HR process is followed correctly, which includes applicant references and follow-up that the proper paperwork is submitted to HR.

  18. Works with the Help Desk for technical difficulties with printers, faxes, phones, etc., that affect the Facilities Management staff or the AVP.

  19. Oversees the office set-up for new Facilities Management employees, including submitting requests for computers, telephones, long distance access codes, email and Banner access.

  20. Is responsible for updating the Facilities Management Organizational Chart.

  21. Works with the AVP on updating job descriptions.

  22. Works closely with Administrative Assistants both internally and externally for good coordination of calendars and meeting planning.

  23. Provides assistance to the project managers with coordination of Capital Project.

  24. Provides assistance to the Building Official with processing and tracking building permit applications, permits, inspection requests, inspection results and close-out processes.

  25. Performs other duties as assigned.

Keywords: State College of Florida, Manatee-Sarasota, Bradenton , Office Supervisor, Facilities Management, Other , Bradenton, Florida

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