Operations Manager, Facilities Management

California Institute of the Arts; Santa Clarita (CA); On-site; USD 68,000 - 72,000; Full time

Job summary

An established industry player is seeking an Operations Manager to support the Vice President for Facilities Development & Management. This pivotal role involves ensuring the efficient operation of the Facilities Management Office, overseeing various projects, and managing staff. The ideal candidate will possess excellent interpersonal and organizational skills, with a strong background in office management and facilities operations. This position offers a dynamic work environment where you can contribute to essential projects and support the campus community. If you're ready to take on a leadership role in a vibrant educational setting, this opportunity is for you!

Qualifications

• Associate's Degree and 2 years of college coursework in business or accounting.
• Minimum 5 years of office and customer service experience.

Responsibilities

• Oversee operations and facilities special projects and manage databases.
• Provide backup to Accounting Specialist and assist with various tasks.
• Coordinate emergency management policies and maintain documentation.

Skills

Interpersonal Skills

Organizational Skills

Communication Skills

Management Skills

Microsoft Office Suite

Problem-Solving

Attention to Detail

Confidentiality

Education

Associate's Degree in Business or Accounting

Tools

Microsoft Excel

Microsoft PowerPoint

Google Suite

Adobe PDF

Job description

Job Details

Job Location: Santa Clarita, CA

Salary Range: $68,640.00 - $71,546.00 Salary/year

Description

SUMMARY
Under the direction of the Vice President for Facilities Development & Management, the Operations Manager will serve as primary daily support to the Vice President. The Operations Manager is responsible for facilitating the efficient functioning of the Facilities Management Office in a wide range of administrative, clerical, and financial tasks. This position also provides back-up and support to the front desk and the Service Center.

ESSENTIAL JOB FUNCTIONS:

• Provide assistance and oversight on various operations and facilities special projects.
• Responsible for management, maintenance and upgrading of Facilities Management databases/systems.
• Supervises employees in the front office, the service center, and student workers.
• Manages shuttle personnel and scheduling for the off-campus cubicles and workspaces.
• Coordinates onboarding with new Facilities Management & campus safety hires, including arranging pre-employment physicals.
• Provide backup to Accounting Specialist, including coding and processing material requisitions, invoices, check requests, purchase orders, specialized forms, referrals and information related to facilities and construction projects.
• Assist VP and/or Risk Management Administrator to further develop and maintain a Campus Safety/Risk Management/Emergency Management section on the CalArts website that complies with various regulatory agencies associated with Higher Education (Clery, Dept. of Education, and Title IX).
• Coordinates emergency management policies with our insurance brokers, including Emergency Operations Plan documents.
• Works closely with our Risk Manager regarding fleet management, van driver awareness class management, DMV pull notice management.
• Assist VP with insurance requests, certification and claims management.
• Critical participation regarding the creation of internal Policies and Protocols; maintaining and updating documents.
• Works closely with VP, AVP and Project Manager on preparing facilities planning materials (RFQ, RFP, timelines, etc.) and serves as administrative point-person on construction projects with architects, general contractors, and construction firms.
• Manages files/documents and arranges all Buildings Grounds & Technology Committee meetings; takes notes and writes minutes.
• Manages files/documents (in coordination with our accounting specialist) for various contractors and vendors involved with campus projects.
• Oversees (in coordination with our accounting specialist) maintenance and project management for the Tournament Rd Medical Building.
• Assist with pre/post CSSSA Program with Facilities Management.
• Schedules appointments and keeps a calendar of daily events and performs other miscellaneous tasks for the Facilities Management Administration.
• Other duties assigned. Some weekend work required to accommodate special event or project needs.

SKILLS/ABILITIES:

• Excellent interpersonal skills
• Strong organizational and prioritization skills
• Strong communication skills and the ability to work under pressure.
• Strong management skills and basic understanding of human resources procedures.
• Proficient in Microsoft Office, including Excel and PowerPoint; Gmail suite including, but not limited to, Google Sheets, Slides, Docs and management via Google Drive; Adobe PDF.
• General office skills
• Ability to maintain confidentiality and be diplomatic.
• Ability to operate and troubleshoot problems with general office equipment.
• Ability to analyze situations and solve problems independently.
• Ability to interact with a diverse group of constituents.
• Outstanding attention to detail.
• Ability to handle emergency calls for service in a professional manner and maintain composure during stressful situations.
• Ability to troubleshoot and find solutions to customer problems.

Qualifications

EDUCATION:

• Associate’s Degree and 2 years college course in business, accounting or related field and/or 3 years operations manager/accounting related experience.

EXPERIENCE:

• Minimum 5 years office experience.
• Minimum 5 years customer service and data entry experience.
• Experience working in a Facilities Management office desired.
• Experience with Social Media.
• Experience working with mobile devices.
• Experience working in an educational environment preferred.