Job Title: Facilities Planning
Classification: C5
Department: Facilities Planning
Updated: April 2024

Job Summary

This position provides administrative support to the Associate Vice President of Facilities Planning and Project Managers. Manages accounting tasks for Facilities Planning staff and Project Managers from other units. Maintains accurate records for capital projects while overseeing clerical operations within the department.

Essential Functions:

• Provides clerical support for Associate VP & AP Staff for Facilities Planning. This includes meeting arrangements, calendar management, travel arrangements, purchasing, mail processing, file maintenance, and other clerical tasks for the division as assigned.
• Performs administrative work of a confidential nature for the Associate VP & AP Staff for Facilities Planning.
• Plans and coordinates various events, including special events, conferences, and functions.
• Responsible for state reporting which includes:
  • Use & Finance Reports
  • Capital Outlay Reports
  • HEIDI Report
• Compiles and logically formats statistical data and reports.
• Conducts on a recurring basis self-initiated or unit head-initiated projects and prepares reports.
• Coordinates employment search processes and initiates/oversees the hiring of all Facilities Planning staff.
• Responsible for requests from the President’s office regarding new initiatives and university projects. This entails coordination and scheduling meetings and events with the President, AVP’s, Deans, Directors, staff, faculty, students, and external advisors.
• Manages and reconciles department expense card.
• Maintains all contracts and legal documents up to date that are used for all projects.
• Creates project reports used internally and by other departments.
• Keeps track of over 200 projects, and 130 properties owned by the University.
• Responsible for collecting the Certificates of Liability Insurance documents and working with Risk Management Department.
• Prepares, organizes, and formats all BOT & FAC materials that are being used for university committee and board meetings.
• Process all documentation required for bidding and contracting including, bid solicitation, bid tabs, bid processing, construction contracts, purchase orders, change orders, and other transaction documents.
• Monitors expenditures against 100-200 accounts totaling $35 - $100 million.
• Understands and interprets data from Banner, On-Base, Workday, Strategic Sourcing, Excel, and Adobe.
• Reconciles budget reports with internal records. Investigates discrepancies and makes appropriate adjustments.
• Collects project status update information from project managers and prepares summary.
• Assists in tracking budget expenditures in capital project accounts and alerts AVP and Project Managers to concerns.
• Prepares monthly and quarterly reports on capital project expenditures for distribution to project managers.
• Works with Business Office to prepare quarterly Treasurer’s Report for Board of Trustees.
• Develops and maintains historical capital project budget and cost data for the unit.
• Prepares project financial status reports as requested by project managers.
• Oversees and uploads reports to the Facilities Planning website.
• Directs the work of other PSS staff and students within Facilities Planning.
• Responds to FOIA requests and provides contracting and spending reports.
• Other related duties as assigned.

Non-Essential Functions:

Not Applicable.

Required Qualifications:

• High school graduate or equivalent.
• Minimum of five years of relevant work experience.
• Demonstrated administrative and organizational skills.
• Experience with various computer software applications such as Microsoft Office and/or equivalent.
• Data entry experience.
• Typing and spelling competency with grammar and proofreading skills.
• Possess strong verbal and written communication skills.
• Demonstrated experience to successfully provide quality customer service.
• Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
• Demonstrated experience to successfully coordinate large projects.
• Demonstrated experience to successfully handle multiple demands efficiently.
• Demonstrated experience in a supervisory role or equivalent.
• Demonstrated experience to successfully organize and prioritize workload.
• Demonstrated experience to handle complex budget records and assist with financial concerns.
• Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgement.
• Ability to work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Ability to maintain positive intercultural and interpersonal relationships.

Preferred Qualifications:

• Bachelor’s degree in business or accounting.
• Higher education work experience.
• Supervisory experience.
• Familiarity with fund accounting methods.
• Familiarity with office operations in an architectural or construction firm.

Supervision Received:

Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility.

Supervision Exercised:

Hire, train, supervise, schedule and coordinate the work of student employees and may act as lead worker to other PSS staff members within the department/unit/division. 

Physical Demands:

• To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed 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.
• The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

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