12548: Executive Assistant and Operations Manager

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Executive Assistant and Operations Manager - Archive
Erb Memorial Union - Facilities

Posting: 12548
Location: Eugene
Closes: 2013-03-11

Department:   Erb Memorial Union, Facilities
Reports To:  EMU Facilities Director
Position/Term:  Officer of Administration; 12-month, renewable annually
Salary Range: $40,000 to $46,000
Closing Date:  To ensure full consideration, all application materials must be received by January 28th, 2013.  Position will remain open until filled.

General Responsibilities:

This position will manage and direct the daily supervision and work assignment of classified and student staff in the EMU Facilities Department.  This position will serve second designee for confidential or sensitive personnel and contract issues as well as share response to emergency conditions within the EMU.  This position is responsible for assigning work orders and coordinating projects and program elements.  Additionally, this position provides confidential administrative support to the EMU Facilities Director in support of the EMU Facilities Unit, which includes Facilities and Custodial teams.  This support includes but is not limited to administrative, AP/AR, customer service, budget tracking, coordinating payroll and project management.  This position will manage all purchasing of services and supplies for the EMU Facilities and Custodial units, with a yearly average between $170,000 and $200,000 in expenditures, and with purchase authority up to $5000.  This position will also coordinate and document the purchase of goods and services in excess of $5000, and must be familiar with UO and OUS rules and regulations, as well as contract requirements.

Primary Responsibilities

Executive Assistance and Staff Supervision

  • Manage the office of the Director of Facilities; provide administrative support for the Facilities Director in support of EMU Facilities, including maintaining the director’s calendar and advising the director of commitments; screening calls, and mail; and informing the director of relevant building issues;
  • Serve as initial contact point for the Facilities Director, and the Facilities department; triage and respond to e-mail, written open, scan, and/or read, and distribute mail; receive, interview, and screen all callers and visitors to EMU Facilities office;
  • Research, locate, assemble, edit, summarize and distribute information required by Facilities Director and staff for reply to correspondence, response to general inquiries; develop draft correspondence and memoranda for supervisory review and distribution;
  • Provide daily management and supervision of 2 classified staff and 2-4 student staff; coordinate and assign work as appropriate; distribute and adjust work assignments and schedules to maintain adequate staffing levels and respond to fluctuating workloads; review and evaluate completed work;
  • Provide training and mentoring as necessary; prepare annual performance evaluations for classified staff; manage any performance and/or disciplinary issues that may arise; review and update monthly attendance reports; maintain personnel records, prepare work and vacation schedules;
  • Apply and explain building policies, procedures, and rules; ensure compliance to program or operation rules, policies, and procedures, as well as applicable OUS, state and/or federal law;
  • Serve as contact point for emergency Facilities requests; manage unit’s response to complaints or concerns by obtaining all pertinent details and contacting appropriate person or department for necessary action; initiate work orders with Campus Operations and outside contractors as needed;
  • Manage the EMU Facilities file inventory and SharePoint sites; ensure that all department information is up to date and accessible to EMU staff; manage site updates and memberships for user groups, adjusting permissions as needed.

Operations Management

  • Develop and maintain reports, forms, tracking tools, procedure and system necessary to ensure efficient workflow and/or service delivery within the EMU;
  • Monitor expenditures, and inventory; manage the unit’s AP/AR information; coordinate and document the purchase of goods and services in excess of $5000, ensuring compliance with UO and OUS rules and regulations, as well as contract requirements; serve as procurement card custodian for the EMU Facilities unit; compile information used in the preparation of the EMU Facilities budget and annual report, including budget goals and information to be included in the annual report;
  • Manage administrative aspects of a variety of projects, including minor remodels and construction, or major maintenance projects; review project assignments to determine scope and diversity of involvement, training and resources needed, necessary contacts and required procedural actions;  monitor project status, and coordinate work of contractors and departmental staff to ensure timely completion; prepare status reports on ongoing projects; requisition bids, materials and supplies or purchases, and upon project completion, close files and review records to ensure documentation is appropriate and complete;
  • Initiate creation of construction related agreements, including collecting information for job specifications, RFPs, and other related processes;
  • Manage staff search processes, including preparing position descriptions and work plans, reviewing applications and resumes, arranging interviews, providing clerical support to various search committees, prepare offer letters and letters of regret; assist with new employee orientation; create and maintain procedural, technical and instructional manuals and guides as directed by director; assist EMU Facilities director in developing policy and procedures; provide information and training for EMU staff on building policies and procedures, including emergency evacuation plans;

Minimum Qualification

  • Two years' experience in project management.
  • Two years' experience in staff supervision and/or lead work.
  • 5 years' experience in executive support and/or office management.

Additional Required Qualifications:

  • Demonstrated ability to supervise staff in an effective manner.
  • Excellent interpersonal skills.
  • Demonstrated skills in communication, collaboration, leadership, and customer service.
  • Demonstrated ability and commitment to work effectively with people from diverse backgrounds in an inclusive and welcoming environment.
  • Demonstrated ability to prioritize tasks, work independently, manage projects and initiatives, and solve problems.
  • Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint), Outlook, Visio and SharePoint, and knowledge of office technologies and systems.
  • Position is subject to a criminal background check.

Preferred Qualifications

  • Bachelor’s degree.
  • Experience in a large maintenance/facilities operation.

Application Procedure: This position is open until filled.  Clearly mark or make reference to position # in application materials.

For full consideration applicants must submit:

  1. Cover letter that addresses interest in the position
  2. Current resume which must include dates of employment
  3. 3 references which include name, contact information and relationship, one of which must be your current or most recent supervisor
  4. Responses to supplemental questions

Complete application materials should be packaged as a single PDF file and emailed to: siegrist@uoregon.edu.

Please reference the posting number and your last name in the subject of the email and the document/PDF file name.  Incomplete or improperly submitted applications may be excluded from consideration.  To ensure full consideration please submit all applications materials by Midnight January 28, 2013.

Please respond to the following questions individually and completely, and submit them with your application materials:

1.         Describe your experience providing confidential executive support to a high-level administrator. Indicate the size of the organization and the role of the person(s) for whom you provided such support.  Specifically address your experience maintaining confidentiality, anticipating needs, managing the executive’s calendar, gathering information in preparation for meetings, staffing committees, drafting correspondence and reports, and maintaining files and records.

2.         Describe any experience you have in managing departmental operations, prioritizing issues, managing multiple projects and administrative functions, and working in a team environment to meet common goals.  Specify experience interpreting and applying rules and policies, analyzing and making improvements in work flow, reviewing and revising administrative procedures, and managing external communications.

3.         Describe your experience with supervision, including hiring, training, evaluating performance and dealing with performance problems.  Indicate your skills and experience that would assist you in supervising classified staff, and students from diverse background and cultures in a demanding environment.  Please indicate if any of your supervision experience was in a union environment.

4.         Describe in detail your experience learning new software systems and working within software applications. Include, if appropriate, examples for Microsoft Office Suite, SharePoint and Adobe Professional.

5.         The Division of Student Affairs is committed to creating an organization that actively respects, includes, and engages everyone.  What does this mean to you and how, if you were selected as the Executive Assistant and Operations Manager for EMU Facilities, will you help us meet this goal?

The University of Oregon is an equal opportunity, affirmative action institution committed to cultural diversity and compliance with the Americans with Disabilities Act.  Candidates with a demonstrated commitment to promoting a diverse learning and working environment are encouraged to apply.