Office Supervisor, Facilities Management
Company: State College of Florida, Manatee-Sarasota
Posted on: June 6, 2021
Applicants may be asked to demonstrate any or all of the
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.
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.
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.
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.
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.
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
Oversees the ordering of office materials.
Works with the AVP in the development and updating of an office
policy and procedure manual.
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.
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.
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.
Manages the SCF Golf Cart Training Program.
Maintains the Facilities Management Webpage and the Facilities
Creates, updates and maintains the Facilities Management
Customer Service Survey and report results to the AVP. Assists with
the Building Managers Program.
Creates and distributes the Facilities Management Newsletter
Tracks information in the CMMS program (School Dude) and run
reports as needed, as well as perform other functions in School
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.
Works with the Help Desk for technical difficulties with
printers, faxes, phones, etc., that affect the Facilities
Management staff or the AVP.
Oversees the office set-up for new Facilities Management
employees, including submitting requests for computers, telephones,
long distance access codes, email and Banner access.
Is responsible for updating the Facilities Management
Works with the AVP on updating job descriptions.
Works closely with Administrative Assistants both internally and
externally for good coordination of calendars and meeting
Provides assistance to the project managers with coordination of
Provides assistance to the Building Official with processing and
tracking building permit applications, permits, inspection
requests, inspection results and close-out processes.
- Performs other duties as assigned.
Keywords: State College of Florida, Manatee-Sarasota, Bradenton , Office Supervisor, Facilities Management, Other , Bradenton, Florida
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