Portland Community College | Portland, Oregon

TITLE: Facilities Support Services Manager

CATEGORY: Manager

FLSA: Exempt

GRADE: K

JOB SUMMARY

Under the direction of the Facilities Management Services Director manages the financial, human resource and business activities for the department and participates in departmental long-range planning.  Responds to inquiries from College departments, the community, and/or external agencies and supervises facilities management services technical/support staff.

TYPICAL DUTIES AND RESPONSIBILITIES

  1. Develops and administers department budget. Reviews and monitors accounting and complex statistical data; approves expenditures; reviews financial statements, manages financial operations and allocates resources following budget approval. Analyzes, interprets and forecasts financial costs and provides information to director.
  2. Participates in department strategic planning related to capital budget planning and development and deferred maintenance.
  3. Leads and manages the implementation, installation, configuration, troubleshooting, maintenance and repair of applicable technologies and associated hardware.
  4. Oversees the Preventive Maintenance Program for the Facilities Maintenance Services Department, including equipment, communication devices, and fleet.
  5. Supervises facilities management services technical/support staff. Hires, evaluates, trains, disciplines and recommends the dismissal of direct reports.
  6. Coordinates and maintains Human Resource related paperwork (i.e. position control, JAFs, recruitment requisitions) for the department.
  7. Develops, monitors, evaluates, and recommends improvement to operational processes, procedures, work flow, and/or standards, ensuring alignment with College mission, values, goals and objectives and local, state, and federal laws and regulations and to reduce costs.
  8. Participates in/on a variety of meetings, committees, and/or other related groups to communicate information regarding programs, information resources, services, and/or other pertinent information as appropriate. Cultivates and manages relationships with key stakeholders.
  9. Leads data gathering activities for benchmarking surveys; disseminates results and makes recommendations and implements improvements based on survey findings.
  10. Serves as a liaison to internal departments within the College, consumers, the general public, and/or outside agencies, contractors and vendors to respond to inquiries and provide information on available resources and services.
  11. Reviews proposed leases relating to commercial and residential property and cell towers; authorizes FMS activity based on lease contract.
  12. Positions in this classification may perform all or some of the responsibilities above and all positions perform other related duties as assigned.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS

Work is generally performed in an office environment with frequent interruptions and irregularities in the work schedule. No special coordination beyond that used for normal mobility and handling of everyday objects and materials is needed to perform the job satisfactorily.

MINIMUM QUALIFICATIONS

Bachelor’s degree in Business Administration, Finance or related area.  Relevant experience may substitute for the degree requirement on a year-for-year basis.  Five years progressively responsible, professional experience related to area of assignment, including two years of lead or supervisory experience. Successful completion of PCC LEAD Academy or a comparable external leadership training program may substitute for up to 6 months of lead or supervisory experience.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

  • Supervisory principles;
  • Financial principles and practices;
  • Budgeting principles and practices;
  • Applicable federal, state, and local laws, rules, regulations, and ordinances;
  • Non-profit/college fund accounting system and principles;
  • Advanced internal control practices;
  • Advanced financial analysis principles and methods;
  • Research methods and techniques;
  • Automated financial systems;
  • Community college operations and administration principles and practices;
  • Preventive maintenance;
  • Policy and procedure development and implementation practices.

Skill in:

  • Supervising subordinate staff;
  • Coordinating activities with other internal departments and/or external agencies;
  • Developing and monitoring budgets;
  • Interpreting and applying applicable Federal, State, and/or Local laws, rules, and regulations;
  • Evaluating complex financial systems and efficiently formulating and installing accounting methods, procedures, forms, and records;
  • Preparing complex financial statements, reports, and analyses;
  • Developing and enforcing finance and accounting procedures and principles;
  • Analyzing and interpreting complex financial and accounting information;
  • Designing and implementing finance, budgeting, accounting and recordkeeping systems;
  • Managing projects;
  • Preparing a variety of reports related to operational activities, including statistical analysis;
  • Monitoring compliance with applicable policies, procedures, rules, and regulations;
  • Utilizing computer technology for communication, data gathering and reporting activities;

Ability to:

  • Work with diverse academic, cultural and ethnic backgrounds of community college students and staff;
  • Effectively communicate both in writing and verbally;
  • Work independently, prioritize multiple tasks, and adapt to needed changes.

REVISED: 1/2016; 10/2014

NEW: 4/2010