POSITION SUMMARY The Facilities Operations Supervisor performs a broad range of highly skilled work supporting the College day-to-day general operational and administrative duties of the Facilities Operations that vary in complexity and support department business operations and services provided to campus constituencies. Responsibilities include oversight and processing of the departments invoice process; front office supplies budget and control of expenditures related to facilities operations; supervision of facilities operations student staff. The position requires strong organization skills, attention to detail, and initiative. The successful candidate must have the technological ability and aptitude to work with the department's systems, the capacity to manage multiple priorities, and work well in a diverse and fast-paced environment.
About Harvey Mudd College:
Located in the heart of Claremont, California, 35 miles east of Los Angeles, Harvey Mudd College is a highly selective undergraduate liberal arts college offering degrees in science, technology, engineering and mathematics. HMC enrolls about 800 students and is a member of The Claremont Colleges, which comprises five undergraduate colleges and two graduate institutions. According to students, professors, and alumni, what makes Harvey Mudd distinctive is its collaborative, cross-disciplinary nature. The working environment is built on collaborative relationships between and among all members of the campus community and a deep commitment to the College’s mission to educate students “so that they may assume leadership in their fields with a clear understanding of the impact of their work on society.”
SUMMARY OF DUTIES AND RESPONSIBILITIES
Business Operations Support • Hire and supervise student or temporary workers, including summer conference support staff. Control workflow, and/or check the work of student personnel for thoroughness and quality as deemed necessary. • Monitor front office supplies budget and control expenditures within established budget guidelines, including oversight of orders, receiving, distribution, and inventory of front office supplies. Process all departmental invoices, verify information, and assign correct account numbers and process “Request for Check” for payment. • Maintain inventory and oversee management of department office equipment such as computers, printers, telephones, two-way radios and other appropriate related operations related equipment. • Assist with preparing materials for Board of Trustee committee meetings and related preparations, if necessary (e.g., room arrangement and conference call equipment). • Research, gather, organize, and maintain various documents related to the operations of the department. • Collect, sort, open, distribute and prioritize mail that needs immediate attention. • Serve as resource when requested to assist staff in plant operations in processing work orders received by the department. This includes receiving and analyzing the work requested and assigning it to the appropriate manager for completion, as well as closing work order upon completion. • Maintain and control confidential files, records and correspondence related to the daily operations of the department. • Process the hourly and biweekly payroll as delegated by Supervisor in college time and attendance system. Maintain recording of time-off requests and records. • Attend department meetings, assist with arranging meeting logistics and prepare meeting notes or minutes. • Coordinate and have oversight of annual and periodic department training, appreciation and community engagement events related to the Facilities and Maintenance Department.
Service Support • Primary responsibility for preparing monthly billing of HMC motor pool use. Collaborate and serve as resource to Facilities Use Coordinator in scheduling use of HMC motor pool vehicles. • Assist with document control duties as assigned. • May assist Senior Director of Plant Operations with timecard processing. • Periodically perform timely duties to assist Senior Director for Facilities, Emergency Preparedness with various operational duties in times of need or absence. Maintain knowledge of procedures and protocols for student summer housing, student summer storage, key card, and combo lock access. • Participate in the development, implementation, administration and evaluation of systems, projects, policies, and procedures pertaining to access and student summer housing and storage. Participate and provide support in improvements and changes as needed. • Periodically perform timely duties to assist Senior Director for Facilities, Emergency Preparedness and Safety with Facilities Use Coordinator, duties in times of need or absence. Maintain knowledge of guidelines for room capacities and setup applications for each area. Assist individuals with decisions for appropriate needs of their function. • Periodically perform timely duties to assist Senior Director for Facilities, Emergency Preparedness and Safety with Facilities and Maintenance and Administrative Coordinator duties in times of need or absence. • Periodically, deliver and/or pick up mail between college and TCCS and processing special mailings as needed. • Coordinate and have oversight of annual and periodic department appreciation and community engagement events related to the Facilities and Maintenance Department. • May publicize Facilities and Maintenance related events, including layout and printing of flyers and bulletins via campus e-mail and other means. • In the absence of the facilities directors, ensure that requests for action or information are addressed or are relayed to the appropriate staff member(s) or departments. • Assist with other special projects, initiatives, and duties as assigned.
Reception and Communication • Ensure that requests for action or information are directed to the appropriate staff member(s); interpret requests and help implement action; follow-up to ensure that information is furnished in a timely manner; determine if a matter is of an important or urgent nature requiring immediate action. Communicate with faculty, staff, students, outside agencies and other individuals as needed. • Assist with and initiate communications between Facilities and other constituents in writing (including electronic communication), in person and over the phone. Prepare special reports, summaries and/or replies. • Answer department phone and greet visitors; take messages or refer individuals to the appropriate person or office. • Perform function of base dispatch radio for the department to ensure service calls are routed appropriately.
Safety and Work Habits • Maintain a functional awareness of the typical hazards of the workplace, as well as the special hazards that may be encountered at HMC such as biohazards, radiation, chemicals, etc. • Follow established procedures for dealing with such potential hazards. • Promptly reports accidents on the job, preparing and submitting accident reports. • Participate in safety, emergency preparedness and emergency response training and drills. Other • Assist with other special projects, initiatives, and duties as assigned. • Interact and develop effective working partnerships with other departments and team members to attain department goals, objectives and enhance services. • Respond independently to inquiries requiring knowledge of systems, policies, procedures, and guidelines.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES Individual must possess knowledge, skills, and ability to be able to successfully perform the essential functions of the position. 1. Must have the ability to work independently exercising discretion and judgment in the performance of job responsibilities as well as work collaboratively with team members. 2. Knowledge and understanding of state and federal regulations as they relate to essential functions. 3. Proficiency in using various software and spreadsheets (e.g., Microsoft Office software) and can adapt to and learn new software and electronic processes. 4. Excellent oral, written and interpersonal communication skills, and demonstrated ability to write clearly using proper formats, grammar and punctuation, and ability to edit, proofread and ensure accuracy and high quality of work. Ability to maintain open channels of communication with student, faculty, staff and off campus constituents. 5. Effectively perform in a service environment. 6. Personal integrity and ability to interact respectfully and tactfully with various constituencies (trustees, faculty, administration, and staff) as well as individuals with varying abilities, backgrounds, interests, and beliefs; ability to represent the Office with discretion and professionalism. 7. Ability to handle a wide variety of tasks simultaneously while focusing on detail and maintaining calm under pressure. 8. Demonstrated self-starter with excellent judgment; follow-up, problem-solving skills, and organizational skills; ability to assess tasks, set priorities, and complete tasks on time. 9. Demonstrated commitment to quality customer service. 10. Ability to gather information from and coordinate activities with various on and off campus groups and individuals. 11. Ability to maintain files (including confidential documents) and appropriate documentation; ability to research, analyze content, create reports and work with budgets. 12. Ability to maintain multiple general ledger accounts, monitor purchase agreements, service contracts and other matters for the department/office. 13. Ability to work effectively in a service-oriented environment subject to frequently changing priorities. 14. Knowledge of and the ability to observe and practice safe working habits. 15. Willingness and ability to work select weekends and evenings, as required (e.g., Commencement and Alumni Weekend).
REQUIRED EDUCATION AND EXPERIENCE Education: Bachelor’s degree in field that provides the required knowledge, skills, and abilities of the position. Experience: Three to five years of increasingly responsible related administrative and/or operational experience.
Preferred Education and Experience • Experience with Workday. • Experience in higher education or a non-profit organization. • Experience with Lenel Security Systems
Licenses/Certificates Possess and maintain a valid driver’s license and a driving record-acceptable to the College’s automobile insurance carrier.
Other Hours: The regular business hours of this position are 8:00 a.m. to 5:00 p.m., Monday through Friday. Hours may vary due to the needs of the College or department. Must be willing and able to work occasional weekends, evenings or holidays as needed, and be accessible and available in the event of emergencies. This position will also support after-hour on-call as needed. The essential function of this job requires work to be performed on campus. Classification and Status: This is a full-time, benefits-eligible, exempt position. Reporting: This position reports to the Senior Director for Facilities, Emergency Preparedness and Safety.
Employment Category: Regular, Full-time
Please visit www.hmc.edu/employment to view a complete job description for this position and obtain information about how to submit an application. Information about HMC’s competitive benefits package is available at www.hmc.edu/hrbenefits.
Deadline to apply:
Position will remain open until filled.
All faculty and staff (including contract workers) who are employed at HMC and for whom the COVID-19 vaccine is approved/authorized by the FDA, must be vaccinated against COVID-19, and provide proof of vaccination, unless an exemption from this policy has been granted as an accommodation or otherwise.
Regular employment at the College is for no specified period; conditions and status of employment (hours, pay, title, duties, etc.) are subject to change at any time. Employees, and likewise the College, are free to end the employment relationship at any time, for any reason, with or without notice or cause, unless otherwise prohibited by law.
This job description defines the essential or fundamental job duties of the employment position. It is assumed that employee hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act.
The Claremont Colleges, a consortium of five undergraduate liberal arts colleges, two graduate institutions, and Claremont University Consortium, which provides shared institutional support services, is reminiscent of the Oxford-Cambridge model. The undergraduate colleges include Pomona College, Scripps College, Claremont McKenna College, Harvey Mudd College, and Pitzer College. The two graduate institutions include Claremont Graduate University and Keck Graduate Institute.