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Facilities Operations Supervisor

2 months ago

Tulsa, Oklahoma, United States University of Tulsa Full time
Position Overview

Position Title
Facilities Operations Supervisor

Job Summary:

Accountable for the management and administration of Facilities Operations, focusing on the following domains: management of the computerized maintenance management system (CMMS), dispatch operations, financial oversight, payroll administration, budgeting, procurement, and inventory control.

Key Responsibilities:
  • Provides strategic oversight, leadership, and guidance to team members in designated operational areas, including recommending structural changes, recruitment, training, performance evaluation, and counseling.
  • Establishes measurable work performance standards, aiming for continuous enhancement by formulating plans for system improvements and optimizing personnel and resources. Prepares monthly key performance indicators (KPIs) for departmental review, addressing any discrepancies or concerns.
  • Ensures effective and timely communication across all levels of the organization, clearly conveying expectations, policies, and changes.
  • Proactively anticipates needs and plans accordingly, representing various stakeholders both internally and externally. Adapts readily to changes, working to gain acceptance from others throughout the organization.
  • Represents the department at designated meetings as required.
  • Develops and manages departmental budgets, ensuring compliance with overall financial plans, and provides support for new budgetary needs. Initiates necessary budget modifications.
  • Monitors compliance with relevant policies, procedures, regulations, and laws, reporting as necessary.
  • Oversees the creation of requests for proposals and evaluates responses to select agreements that align with the institution's best interests. Proposes innovative procurement strategies and collaborates with the Purchasing Office to enhance departmental and institutional efficiencies.
  • Executes special projects as assigned, including data research and analysis, report writing, and making informed recommendations.
  • Ensures timely completion of special projects for self and team, reviewing overall results and outcomes.
  • Administers the computerized maintenance management system (CMMS) including:
    • Onboards new users, assists with mobile application setup, and provides ongoing training and troubleshooting.
    • Designs and implements user dashboards for efficient system utilization.
    • Creates new reports and optimizes existing reports for effective system use.
    • Conducts system setup tasks such as entering new facilities, equipment, and preventive maintenance schedules, ensuring proper data entry and user training.
    • Audits and processes work orders, developing corrective measures for identified issues.
    • Manages the project module of the system, ensuring regular updates through collaboration with internal and external stakeholders.
  • Approves all purchase orders and invoices, ensuring accurate cost allocation. Acts as a backup for accounting functions, processing purchase orders and invoices from initiation to closure. Secures funding for special projects and negotiates favorable terms with vendors.
  • Administers facilities functions within the financial management system, maintaining records and assisting with system interfaces.
  • Oversees dispatch operations for the facilities department, addressing inquiries regarding coding, work assignments, and system functionality.
  • Manages specific departmental areas including dispatch, financial oversight, and inventory management, providing supervision and ensuring task completion.
  • Handles utility management for the institution, including service setup and discontinuation, and responds to various inquiries.
  • Performs related duties as assigned.
Required Qualifications:

Knowledge, Skills, and Abilities:
  • Understanding of facilities management principles and practices.
  • Strong analytical skills to interpret and utilize complex data.
  • Ability to manage multiple tasks efficiently in a dynamic environment, driving projects to completion with urgency.
  • Proficiency in Microsoft Office and web-based work order systems.
  • Excellent verbal and written communication skills, capable of engaging effectively at all organizational levels.
  • A collaborative team player, adept at coordinating work with colleagues and external vendors.
  • Ability to maintain confidentiality.
  • High attention to detail, with a proven track record of establishing priorities and meeting deadlines.
  • Strong customer service orientation with excellent interpersonal skills.
  • Critical thinking abilities to gather, synthesize, and analyze information for sound decision-making.
  • Adaptability to changes in scope or direction, assisting others in navigating transitions.
  • Decisive judgment with the ability to assess situations and take responsibility for outcomes.
  • Ability to work independently with minimal supervision as well as collaboratively within a team.
Education and Experience:
  • Bachelor's Degree or equivalent combination of education and experience.
  • Minimum of 5 years of progressive experience in facilities management, preferably within a large, multi-campus environment.
  • Some supervisory experience is required.
  • Experience with budget management is essential.
  • Finance and accounting experience is necessary.
  • Three years of experience in work order system administration is required.
Preferred Qualifications:
  • Valid driver's license is preferred.
  • CEFP certification is preferred.
  • Business degree in accounting is preferred.
  • CPA certification is preferred.
Physical Requirements:

Position requires the ability to meet essential physical demands, including the ability to see, hear, and communicate effectively. Must be able to sit or stand for extended periods and lift weights up to 15 pounds for basic material handling. This role may require working overtime, nights, weekends, or holidays to fulfill essential service requirements.