Supervisor, Facilities Operations (FT),MFRE34052FOM

College of DuPage; Chicago (IL); On-site; USD 60,000 - 73,000; Full time

Benefits offered by this job

Paid time off

Tuition discounts for employees and/or

Medical, dental and vision benefits

Retirement benefits

Job summary

The College of DuPage invites applications for the role of Supervisor, Facilities Operations to support high-level administrative and analytical work. You will partner with Directors and Managers to design workflows, allocate resources, and handle sensitive information with discretion.

Responsibilities include budget monitoring, coordinating projects, overseeing the facilities call center, drafting policies, and preparing board materials for leadership.

Qualifications

• Minimum of four (4) years of high-level administrative, operational, or analytical office experience.
• Experience with independent project management and workflow oversight.
• Advanced proficiency in Microsoft Office and related enterprise software.

Responsibilities

• Assist with developing departmental procedures, workflows, and processes.
• Coordinate departmental projects, timelines, and priorities.
• Assist with budget administration, PO processing, and financial reporting.
• Supervise support staff and conduct annual evaluations.
• Manage calls and emails to the Facilities Call Center and maintain work orders.
• Draft policies and coordinate contracts with College legal counsel.
• Prepare board package information and complex reports for leadership.
• Drive process-mapping initiatives and data-driven compliance reports.
• Schedule meetings, travel, RFQs/RFPs, and manage office supplies.
• Perform high-level analytical and administrative duties as assigned.

Skills

Administrative experience

Project management

Budget administration

Data analysis

English communication

Supervisory experience

Office software

Education

Associate's Degree in Office Technology, Business Administration, Management, Public Administration, or a related field

Bachelor’s Degree in Office Technology, Business Administration, Management, Public Administration, or a related field

Equivalent combination of education/experience

Tools

Excel

Outlook

PowerPoint

Word

Adobe Acrobat

Web-based platforms

Job description

Supervisor, Facilities Operations (FT),MFRE34052FOM
The College of DuPage is a comprehensive community college located 27 miles west of downtown Chicago, vitally connected to our local area for over 50 years. We prepare students for a lifelong passion for learning on our 273-acre campus which is home to nine associate degrees and a wide variety of professional and technical certificates. Many of these credentials prepare students to seamlessly articulate into the baccalaureate programs of our higher education partner institutions.
College of DuPage is committed to student success and values an inclusive and welcoming community environment. We are an equal opportunity employer committed to diversity in the workforce. Our connection to the larger metropolitan area is essential to our success and provides a wealth of diverse cultural and recreational opportunities.

Primary Duties and Responsibilities:

Serves as a high-level operational, procedural, and analytical partner to department Directors, Managers, or multiple operational units. Under limited administrative direction, operates with broad independence, exercising discretion and independent judgment on significant administrative matters, workflow design, and resource allocation. Routinely evaluates complex operational challenges, formulates and implements department-level procedures, manages nuanced budgets, and independently handles sensitive personnel, financial data, and confidential information. In the Director and Assistant Director's absences, assume responsibility for maintaining departmental workflow and continuity of operations as assigned.

• Assist with the development and implementation of departmental procedures, workflows, and administrative processes under the direction of the Director or Assistant Director.
• Coordinate assigned departmental projects and initiatives, following established objectives, timelines, and priorities.
• Assist with departmental budget administration, including monitoring expenditures, processing purchase orders and invoices, maintaining records, and preparing routine financial reports.
• Coordinate, hire, supervise, and assign work of support staff including administrative assistants and student workers, and conduct annual evaluations of support staff.
• Supervise and monitor the handling of service-related calls and emails to the Facilities Call Center (4440); serve as administrator for the web-based facility maintenance program and create work order reports.
• Process and manage sensitive personnel evaluations, HR requisitions, notice of change forms, internal investigations, and draft policies, exercising professional discretion and judgment on confidential matters, including coordinating and transmitting contracts with College legal counsel.
• Serve as primary administrative liaison for the department; research, obtain documents, and gather information requested by Directors and Managers, the Board of Trustees, the President, and for Freedom of Information requests.
• Coordinate with Directors, Managers, Administrative Affairs, and Board Secretary in preparing monthly Board package information including Board recommendation letters for contract awards and change orders in a timely fashion, as well as drafting complex reports, white papers, policy briefs, and executive communications.
• Coordinate comprehensive process-mapping initiatives across departmental workflows, evaluating compliance standards and driving continuous quality improvement.
• Aggregate, analyze, and synthesize institutional and departmental data sets, including educational data processing systems, to generate actionable insights and compliance reports for senior leadership.
• Schedule appointments and meetings and maintain calendars for Directors and Managers; set up conferences, manage travel arrangements and reports, prepare RFQs and RFPs, maintain inventory and order office supplies, and conduct customer follow-up.
• Perform other high-level analytical and administrative duties as assigned to support institutional operations.

Qualifications:

• Education
  • Associate’s Degree in Office Technology, Business Administration, Management, Public Administration, or a related field required.
  • Bachelor’s Degree in Office Technology, Business Administration, Management, Public Administration, or a related field preferred.
  • An equivalent combination of relevant education, coursework, certifications, and directly related work experience that provides the required knowledge, skills, and abilities to perform the essential functions of the position may be substituted for the degree requirement.
• Experience
  • Minimum of four (4) years of high-level administrative, operational, or analytical office experience required.
  • More than three (3) years of experience involving independent project management, procedural design, and operational workflow oversight preferred.
  • Demonstrated expertise in complex departmental budget administration, accounts payable functions, fund accounting, and data processing systems (including educational and web-based platforms) required.
  • Proven ability to work autonomously with broad independence and minimal supervision, managing multiple complex projects, construction coordination initiatives, and simultaneous deadlines under high-pressure environments required.
  • Exceptional written and verbal communication skills in English, with advanced capability in cross-functional coordination, executive liaison duties, and stakeholder management required.
  • Advanced proficiency in modern office productivity and database software (Microsoft Office suite including advanced Excel, Outlook, PowerPoint, Word, Adobe Acrobat, and operational web platforms), with the adaptability to learn new enterprise software as required.
  • Ability to learn other software programs as needed required.
  • Proficiency in written and spoken English required.
  • Demonstrated leadership experience in high-level administrative, operational, analytical office experience, or a related function required; prior experience directly supervising staff preferred.
  • General knowledge of construction project coordination and/or facilities operations preferred.

Working Conditions:

• Standard professional office environment operating modern computer systems, networked printing and scanning equipment, audio-visual projection systems, multi-line telecommunication devices, two-way radio systems, and secure physical and digital filing architectures.
• Valid Illinois Driver's License and the ability to travel to on- and off-campus locations as needed for meetings, departmental operations, and project coordination.
• This position requires a background check and drug screen.

We do not offer visa sponsorship for this position. Candidates must be legally authorized to work in the United States without restriction.

Hiring Range:

11 Salary Starting salary beginning at $66,487, based on education and experience

If you require assistance or accommodations during the application or interview process, please notify Human Resources by [e-mail]

Competitive startingpay isdependent on education and experience.College of DuPage also offers a generous benefits planwhich includes paid time off, tuition discounts for employees and dependents, medical, dental, vision effective the first day of employment, and retirement benefits in a collaborative and friendly environment.

College of DuPage is an equal opportunity employer. We are committed to diversity and creating an inclusive environment for all employees.

College of DuPage does not discriminate against individuals in employment opportunities, programs and/or activities on the basis of race, color, religion, gender, sexual orientation, age, national origin, ancestry, veterans' status, marital status, disability, military status, unfavorable discharge from military service, or on any other basis protected by law.