Facilities Operations Administrator Bardi

Facilities Operations Administrator
Bardi
Emilia Romagna, Bardi

Facilities Operations Administrator The Villanova School of Business (VSB) Facilities Operations Administrator position, reporting to the Assistant Dean of Finance and Administration, is responsible for the administration and coordination of VSB's day-to-day facilities operations with the objective of ensuring optimum delivery and performance of housekeeping, maintenance, building systems, utilities, and various construction projects so that VSB's physical space serves the needs of our community. Not only will the Operations Administrator proactively attend to daily facilities matters, but the Administrator is also responsible for planning for the continuous improvement and development of our space to meet the evolving needs of our students, faculty, staff, and community and for ensuring our space reflects the mission and vision of a top-tier School of Business. This position works closely with VSB faculty, staff, students, and community members, as well as partners with University Offices to actively coordinate the activities that service and support VSB's physical space – such as Custodial Services, Engineering & Construction Services, Environmental Health and Safety, Maintenance, Waste & Recycling, and other Central support offices. The ideal candidate should be highly service-oriented with strong interpersonal and communication skills that enable the incumbent to interact effectively with current and prospective students, full-time and part-time faculty and staff, the various facilities and maintenance teams, and the public. Duties and Responsibilities Facilities/Operations Management Conduct daily building walks to proactively identify concerns within VSB's physical space. Submit and ensure work orders are attended to in a timely manner. Partner with the Maintenance Staff to maintain the infrastructure of Bartley Hall. In conjunction with the Villanova University Office of Facilities Management ensure that Bartley Hall remains functional, clean, and representative of a top-ranked business school. Partner with the Custodial Service team to schedule and oversee that Bartley Hall restrooms, classrooms, dining areas, offices, and common spaces are kept clean. Coordinate biweekly meetings with Custodial Services management to address issues, make changes, or plan for major events. Establish a plan to address wear and tear throughout the academic year. Partner with the Office of Public Safety to ensure that all security cameras within Bartley Hall are operational and maintained. Partner with the Wildcard office to maintain security/access to rooms equipped with card swipe technology including classrooms, labs, and primary entrance/exit doors. Plan for expansion of card reader technology throughout Bartley Hall. Create and maintain a key control system. Work with representatives from furniture companies to replace and repair furniture throughout Bartley Hall as needed. Maintain and manage storage areas within Bartley Hall and manage surplus furniture and materials to be used as needed. Partner with the Office of Graduate and Executive Education to maintain a working understanding of VSB's off-campus locations including the Inn and Villanova, Center City location, and future sites. Represent VSB on campus operations committees or in other informal capacities. Capital Projects and Space Planning In coordination with the Assistant Dean, Finance & Administration plan for major capital projects. Interface with University project managers, external contractors, engineers, and architects to complete projects on time and within budget. Make recommendations for maintenance, repair, improvement, and/or replacement as assessing the condition of facilities, establishing project priorities, and developing long-range plans. Develop and maintain a multi-year space management plan that optimizes square footage within Bartley Hall and allows for an increase in faculty/staff headcount. Develop and maintain multi-year plans for the replacement and upgrade of key building components including but not limited to carpeting, lighting, and furniture. Reconcile facilities funding sources; track expenditures related to operations and take appropriate action to remedy variances from expected expenditures. Create and maintain an inventory of all fixed assets. VSB Faculty & Staff Support Manage VSB Facilities email; triage and respond to requests in a timely manner with a focus on high-quality customer service. Further develop and oversee the onboarding and offboarding processes for new VSB faculty, staff, and administration as it relates to Bartley Hall. Manage available office space and the process for refreshing a space before a new faculty/staff member becomes occupant. Communicate effectively with outgoing faculty/staff to collect keys or other University materials and provide support in the packing of their space. Communicate effectively with incoming faculty/staff and prep their office location. Distribute keys and other onboarding materials. Serve as a representative of the VSB Dean's Office and greet all new faculty and staff on their first day of work. Ensure directories of faculty and staff office locations, phone numbers, and email addresses are accurate throughout the academic year. Collaborate with VSB administrative and academic units to develop an understanding of space and operational needs. Initiate proposals for improvement projects. Other Administrative Duties Collaborate with Assistant Dean of Finance and Administration on the management of all Facilities-related funding sources. Write annual donor reports sharing the impact donor funds have had on our physical space. Partner and communicate effectively with all end-users of VSB space to provide a physical space that is conducive to a successful event. Maintain a working understanding of all Bartley Hall classrooms and event spaces and related technology. Be prepared to troubleshoot issues in preparation for an event. Create and analyze classroom, event, and meeting space usage reports from the Event Management system to understand and adapt to building usage. Develop methods for collecting data to inform decision making concerning space use/allocation. Maintain an environment of open communication with all VSB senior leadership, faculty, and staff. Other related duties as assigned. Minimum Qualifications Bachelor's degree or a minimum of 5 years of direct facilities-related experience in an academic setting in lieu of a bachelor's degree. 3-5 years relevant professional experience in facilities management, space planning, building operations, or a related field preferably in an academic environment. Must be poised with strong customer-service skills. Proven record of ability to manage multiple projects independently and efficiently within a fast-paced executive-level environment. Highly proficient in communicating professionally, pleasantly, and with diplomacy. Proven ability to consistently maintain the highest level of discretion, diplomacy, and attention to detail. Excellent organizational and verbal communication skills. Must convey a highly professional demeanor and be a team player. The individual should have basic skills in all standard computer applications, including Microsoft office products, particularly Microsoft Word, Excel, and Outlook. Preferred Qualifications Previous experience in an academic setting. Experience serving the needs of a diverse community. Physical Requirements and/or Unusual Work Hours This role requires more than average time away from desk and on your feet. Lifting/moving of furniture and boxes is likely in this role. This role is intended to be full-time on-campus with a strong preference for a workday that begins at 7am or 8am. Opportunities for a flexible schedule may be considered on occasion based on the needs/workload within the building and within the parameters of the Human Resources Flexible Work Policy. Special Message to Applicants Posting Date: 01/24/2025 Closing Date (11:59pm ET): Salary Posting Information: Commensurate with experience. Salary Band: 15 Job Classification: exempt References Needed Minimum Number of References Needed: 3 Maximum Number of References Needed: 3 Documents needed to complete your application: Required Documents Cover Letter / Letter of Interest Resume / Curriculum Vitae Optional Documents J-18808-Ljbffr