Operations Specialist, Facilities Services

Otterbein University is seeking an Operations Specialist in our Facility Services department.  The Operations Specialist will report to the Executive Director of  Facilities Management & Planning and will support Otterbein University's institutional goals, particularly those related to improving strength of University finances and infrastructure. This position performs a variety of administrative support and planning functions to ensure the effective and efficient operation of the Office of Facilities Services.  This is a full-time, non-exempt position.  

Otterbein offers a comprehensive benefits package including:

* Tuition benefit to employee, spouse or domestic partner and dependents
* Accrue 4 weeks of paid vacation
* 10 days paid sick time
* 12 paid holidays plus bonus days
* Medical, dental and vision insurance to you, dependents or domestic partner
* Life Insurance
* Defined contribution retirement plan
* and much more
* Coordinates meetings, prepares documents, and performs other duties as required to support the Executive Director, Facilities Management & Planning.  Creates and compiles materials and reports for various audiences. 
* Assists supervisors with time recordkeeping duties for trade staff and student workers. Responsible for processing of bi-weekly payroll for trade staff and prepares overtime and time away records.  Processes employee reimbursements and maintains personnel files as appropriate.  Maintains mandatory training compliance records for Facilities Services staff.   Coordinates new departmental employee on-boarding process.  Assists in supervising, training and assignment of duties to student workers. 
* Maintains records of campus buildings, properties, and addresses.  Manages real estate taxes and filing of tax-exempt status on properties. Manages campus rental properties. In coordination with the Business Office, assists in managing property insurance matters as needed. Serves as Building Captain for the Facilities Services building and property.  
* Assists in managing various departmental budgets, prepares budget reports, prepares contracts and purchase orders, and researches budget questions.  Approves expenses charged to Facilities Services budgets.  Manages inventory of consumable custodial supplies. Performs administrative functions in the departmental work order system and manages non-routine work order requests and temporarily manages telephone-related work order requests. 
* Supervises, and assists as needed, the position of Facilities Services Coordinator whose responsibilities include serves as receptionist and greets visitors, prepares various monthly reports and calculates monthly interdepartmental charges, manages requests for keys, manages process for authorizing University associates to drive vehicles, manages booking fleet reservations, and processes Facilities Services invoices for payment.
* Other duties may be assigned.
* May be considered essential personnel in the event of a campus or weather emergency.  

SUPERVISORY RESPONSIBILITIES: Supervises the position of Facilities Services Coordinator. Supervises student workers as needed.   QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

EDUCATION and/or EXPERIENCE:  Bachelor degree in a related field preferred.  3 - 5 years, more preferred, direct related experience required.   Prior experience in a business office setting preferred.  

 

CERTIFICATES, LICENSES, REGISTRATIONS: None required, Notary is helpful.

 

LANGUAGE SKILLS: Must demonstrate professional level oral and written communications skills including grammar. 

 

MATHEMATICAL SKILLS: Must be competent in general math and basic knowledge of business math.

 

TECHNICAL SKILLS: Demonstrates competency in Microsoft Office (Word, Excel, PowerPoint) and general office equipment including PC, printer, copier, phone, email, and telephone.

 

REASONING ABILITY:  Ability to establish and maintain effective working relationships.   Ability to exercise sound judgment and initiative.  Must posseses excellent attention to detail.  Be a team player and interact collegially with co-workers and other constituents.  Must take pride in and be thorough in quality of work produced.  

 

CORE COMPETENCIES:  Organization, priority setting, integrity and trust, business acumen, ethics and values, customer focus, interpersonal relations, written and verbal communications.  

PHYSICAL DEMANDS:  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

While performing the duties of this job, the employee is frequently required to talk or hear, sit, reach and use repetitive motions of hands and wrists. The employee is occasionally required to stand, walk, stoop or bend. The employee must occasionally lift and/or carry up to 20 pounds and occasionally push and/or pull up to 20 pounds. This position requires close vision.  Must be able to meet regular and predictable attendance standards.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

Duties are performed in an environmentally controlled office setting.This description is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions that will be given this title and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct and control the work of employees under supervision. The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned that are of similar kind of level of difficulty.

Otterbein University is an Equal Opportunity Educator and Employer.

Otterbein University is committed to providing a welcoming environment free from unlawful discrimination. To this end, the University prohibits any form of discrimination against any person on the basis of race, color, sex, gender, pregnancy, religion, creed, marital status, partnership status, age, sexual orientation, gender identity, gender expression, national origin, disability, military status, or any other legally protected status in its programs and activities. However, the University's commitment to a nondiscriminatory environment is not intended to abridge unduly its commitment to academic freedom, free speech, or its educational mission. Inquiries or complaints regarding any form of discrimination or harassment may be directed to: Human Resources