University of the Incarnate Word
Manager of Business Operations-Facilities Management
University of the Incarnate Word, San Antonio, Texas, United States, 78208
Manager of Business Operations-Facilities Management
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Manager of Business Operations-Facilities Management
role at
University of the Incarnate Word
2 days ago Be among the first 25 applicants
Join to apply for the
Manager of Business Operations-Facilities Management
role at
University of the Incarnate Word
Position Details Position Information
Position Title
Manager of Business Operations-Facilities Management
UIW Mission University of the Incarnate Word is a Catholic institution that welcomes to its community persons of diverse backgrounds, in the belief that their respectful interaction advances the discovery of truth, mutual understanding, self-realization, and the common good.
Position Summary The Manager of Business Operations-Facilities Management is responsible for providing professional leadership and management for financial issues within Facilities, including Facilities Operations, Facilities Event Management, Planning & Campus Facilities Management, and Fleet Services. Areas of responsibility include fiscal, materials management, work control, event management, communications, and performance management reporting. Position will serve as the central point of contact with the Business Office, Budget Office, Contracts Office, and Human Resources. The Manager of Business Operations-Facilities Management reports to the Associate Vice President for Capital Planning and Facilities Management.
Benefits UIW has been identified year after year as one of the nation’s
Great Colleges to Work For
based on employee feedback. UIW offers an outstanding benefits package for full-time employees that includes medical, dental, vision, flexible spending accounts, numerous paid holidays, vacation and sick leave. Tuition benefits include UIW tuition waivers, tuition exchange programs and
Brainpower Connection
discounts for employees and dependents. Retirement benefits include 403b retirement plans with a 7% employer match, plus a retirement health solution. We also offer employer-paid Life/AD&D, long-term disability, pet insurance, an Employee Assistance Program ( EAP ), wellness programs, employee discount program, Public Service Loan Forgiveness ( PSLF ) eligibility and more! Please refer to the
Human Resources webpage
for additional details on our benefits and eligibility.
Job Duties Job Duty Name
Essential Job Duties
Description Of Job Duties
Serves as the central contact and conduit for all Facilities Management purchases, including maintaining inventory, budget development and management in collaboration with the Budget Office, creating purchase requisitions, processing invoices, and contacting/following up with vendors.
Works in coordination with the AVP for IT to serve as the central contact and conduit for information about all service maintenance contracts, design/construction contracts, and other related contractual agreements.
Ensures department complies with purchasing card policies and procedures and expense reports are completed timely.
Identifies and implements best practices and modifies processes as needed; ensures changes are documented and communicated appropriately.
Oversees the preparation of various management reports to include budget to actual and overtime analysis.
Manages account reconciliation process to ensure expenditures are being charged to the appropriate account.
Plans, forecasts, and manages budgets applying principles of accounting to compile and analyze financial data.
Determines work procedures, prepares work schedules, and expedites workflow, studies, and standard procedures to improve workflow efficiency and quality assurance.
Provides oversight of assigned administrative staff performing central administrative actions, including but not limited to requests for proposals, purchase requisitions, invoice processing, filing, and customer service, etc.
Provides fiscal guidance and recommendations to managers, supervisors, and AVPF ; develops Facilities’ budget requests and projections.
Works in coordination with the IT department to determine the technological needs of the department. Researches and recommends hardware and software; assists in determining, planning and implementing technology updates.
Oversees the department’s purchasing function. Ensures compliance with university policies.
Ensures controls are developed and implemented to ensure equipment and supply costs are within budget guidelines.
Operates and manages computerized maintenance management system ( CMMS ), Asset Essentials, and oversees the assignment of all work orders, data entry, reporting, and schedules. Coordinates with department leadership and /or supervisors and keeps the AVPF and department leadership and management informed of open work orders, time to completion, etc.
Directs and oversees all aspects of the organization’s customer service policies, objectives, and initiatives. Manages customer relations and communications; ensures that appropriate communication plans are in place to properly disseminate information to the campus, such as for capital/institutional projects, closures, alarm/testing notifications.
Ensures customer requirements are fulfilled for university events and services.
Conducts monthly Operations Review Meetings and tracks performance metrics.
Performs other duties as assigned.
Job Duty Name
Additional Duties
Description Of Job Duties
Approves department’s ProCard expense reports and fuel charges.
Creates and submits fuel and vehicle charges monthly reports and annual inventory reports to the Business Office.
Serves as gatekeeper for departmental contracts and agreements; ensures contracts are complete and entered into appropriate system.
May occasionally approve time sheets and leave requests for departmental staff upon request.
Qualifications
Strong financial skills; strong analytical thinking and business insight.
Excellent organizational skills with the ability to handle multiple tasks with keen attention to detail. Ability to pivot with priority changes.
Strong skills in developing reports and analyzing data.
Strong skills in Microsoft Excel, PowerPoint and Word.
Ability to effectively work independently and as a team member.
Excellent written and verbal communication skills; strong grammar skills.
Excellent conflict resolution and problem-solving ability.
Ability to maintain confidentiality.
Ability to work effectively with individuals from diverse communities and cultures.
Employee shall adhere to all applicable rules and regulations of the University, the Conference, and the NCAA.
Required Education Bachelor’s Degree in Accounting, Business, Finance, or relevant field.
Required Work Experience
Five (5) years of experience in a business management, procurement, budgeting, accounting, or similar role.
Two (2) years of supervisory or team leading experience in a complex relevant environment.
Preferred Qualifications Previous experience providing operational support to a large department within the higher education sector, laboratory setting and/or healthcare environment.
Required Certifications, Licenses Or Registrations Must have a valid driver’s license, driving record that is insurable by UIW insurance carrier, and be at least 21 years of age, as required to drive for UIW.
Work Hours Monday through Friday 8am to 5pm with extended hours as needed to meet departmental goals.
Physical Demands
Ability to lift up to 15lbs of office materials.
Ability to reach overhead, bend, squat to retrieve office materials.
Ability to actively engage in events for extended periods of time.
Ability to regularly move about campus and event venues to actively engage faculty, staff, and students, as well as attend meetings on and off campus.
Posting Details Posting Details
EOE UIW is committed to a policy of equal opportunity in employment, without regard to race, color, sex, sexual orientation, citizenship status, national origin, age, marital status, disability, genetic information, gender identity or expression, veteran status, pregnancy, and religion (except in limited circumstances when religious preference is both permitted by law and deemed appropriate as a matter of University policy).
Title IX This position is considered a “Responsible Employee” under Title IX federal regulations and “Mandatory Reporter” under Texas state law and the UIW Sexual Misconduct Policy. As a Mandatory Reporter, this position requires you as the employee to promptly report any incident that you witness or receive information about Title IX violations. These reporting responsibilities are set out in the UIW Sexual Misconduct Policy. #J-18808-Ljbffr
Manager of Business Operations-Facilities Management
role at
University of the Incarnate Word
2 days ago Be among the first 25 applicants
Join to apply for the
Manager of Business Operations-Facilities Management
role at
University of the Incarnate Word
Position Details Position Information
Position Title
Manager of Business Operations-Facilities Management
UIW Mission University of the Incarnate Word is a Catholic institution that welcomes to its community persons of diverse backgrounds, in the belief that their respectful interaction advances the discovery of truth, mutual understanding, self-realization, and the common good.
Position Summary The Manager of Business Operations-Facilities Management is responsible for providing professional leadership and management for financial issues within Facilities, including Facilities Operations, Facilities Event Management, Planning & Campus Facilities Management, and Fleet Services. Areas of responsibility include fiscal, materials management, work control, event management, communications, and performance management reporting. Position will serve as the central point of contact with the Business Office, Budget Office, Contracts Office, and Human Resources. The Manager of Business Operations-Facilities Management reports to the Associate Vice President for Capital Planning and Facilities Management.
Benefits UIW has been identified year after year as one of the nation’s
Great Colleges to Work For
based on employee feedback. UIW offers an outstanding benefits package for full-time employees that includes medical, dental, vision, flexible spending accounts, numerous paid holidays, vacation and sick leave. Tuition benefits include UIW tuition waivers, tuition exchange programs and
Brainpower Connection
discounts for employees and dependents. Retirement benefits include 403b retirement plans with a 7% employer match, plus a retirement health solution. We also offer employer-paid Life/AD&D, long-term disability, pet insurance, an Employee Assistance Program ( EAP ), wellness programs, employee discount program, Public Service Loan Forgiveness ( PSLF ) eligibility and more! Please refer to the
Human Resources webpage
for additional details on our benefits and eligibility.
Job Duties Job Duty Name
Essential Job Duties
Description Of Job Duties
Serves as the central contact and conduit for all Facilities Management purchases, including maintaining inventory, budget development and management in collaboration with the Budget Office, creating purchase requisitions, processing invoices, and contacting/following up with vendors.
Works in coordination with the AVP for IT to serve as the central contact and conduit for information about all service maintenance contracts, design/construction contracts, and other related contractual agreements.
Ensures department complies with purchasing card policies and procedures and expense reports are completed timely.
Identifies and implements best practices and modifies processes as needed; ensures changes are documented and communicated appropriately.
Oversees the preparation of various management reports to include budget to actual and overtime analysis.
Manages account reconciliation process to ensure expenditures are being charged to the appropriate account.
Plans, forecasts, and manages budgets applying principles of accounting to compile and analyze financial data.
Determines work procedures, prepares work schedules, and expedites workflow, studies, and standard procedures to improve workflow efficiency and quality assurance.
Provides oversight of assigned administrative staff performing central administrative actions, including but not limited to requests for proposals, purchase requisitions, invoice processing, filing, and customer service, etc.
Provides fiscal guidance and recommendations to managers, supervisors, and AVPF ; develops Facilities’ budget requests and projections.
Works in coordination with the IT department to determine the technological needs of the department. Researches and recommends hardware and software; assists in determining, planning and implementing technology updates.
Oversees the department’s purchasing function. Ensures compliance with university policies.
Ensures controls are developed and implemented to ensure equipment and supply costs are within budget guidelines.
Operates and manages computerized maintenance management system ( CMMS ), Asset Essentials, and oversees the assignment of all work orders, data entry, reporting, and schedules. Coordinates with department leadership and /or supervisors and keeps the AVPF and department leadership and management informed of open work orders, time to completion, etc.
Directs and oversees all aspects of the organization’s customer service policies, objectives, and initiatives. Manages customer relations and communications; ensures that appropriate communication plans are in place to properly disseminate information to the campus, such as for capital/institutional projects, closures, alarm/testing notifications.
Ensures customer requirements are fulfilled for university events and services.
Conducts monthly Operations Review Meetings and tracks performance metrics.
Performs other duties as assigned.
Job Duty Name
Additional Duties
Description Of Job Duties
Approves department’s ProCard expense reports and fuel charges.
Creates and submits fuel and vehicle charges monthly reports and annual inventory reports to the Business Office.
Serves as gatekeeper for departmental contracts and agreements; ensures contracts are complete and entered into appropriate system.
May occasionally approve time sheets and leave requests for departmental staff upon request.
Qualifications
Strong financial skills; strong analytical thinking and business insight.
Excellent organizational skills with the ability to handle multiple tasks with keen attention to detail. Ability to pivot with priority changes.
Strong skills in developing reports and analyzing data.
Strong skills in Microsoft Excel, PowerPoint and Word.
Ability to effectively work independently and as a team member.
Excellent written and verbal communication skills; strong grammar skills.
Excellent conflict resolution and problem-solving ability.
Ability to maintain confidentiality.
Ability to work effectively with individuals from diverse communities and cultures.
Employee shall adhere to all applicable rules and regulations of the University, the Conference, and the NCAA.
Required Education Bachelor’s Degree in Accounting, Business, Finance, or relevant field.
Required Work Experience
Five (5) years of experience in a business management, procurement, budgeting, accounting, or similar role.
Two (2) years of supervisory or team leading experience in a complex relevant environment.
Preferred Qualifications Previous experience providing operational support to a large department within the higher education sector, laboratory setting and/or healthcare environment.
Required Certifications, Licenses Or Registrations Must have a valid driver’s license, driving record that is insurable by UIW insurance carrier, and be at least 21 years of age, as required to drive for UIW.
Work Hours Monday through Friday 8am to 5pm with extended hours as needed to meet departmental goals.
Physical Demands
Ability to lift up to 15lbs of office materials.
Ability to reach overhead, bend, squat to retrieve office materials.
Ability to actively engage in events for extended periods of time.
Ability to regularly move about campus and event venues to actively engage faculty, staff, and students, as well as attend meetings on and off campus.
Posting Details Posting Details
EOE UIW is committed to a policy of equal opportunity in employment, without regard to race, color, sex, sexual orientation, citizenship status, national origin, age, marital status, disability, genetic information, gender identity or expression, veteran status, pregnancy, and religion (except in limited circumstances when religious preference is both permitted by law and deemed appropriate as a matter of University policy).
Title IX This position is considered a “Responsible Employee” under Title IX federal regulations and “Mandatory Reporter” under Texas state law and the UIW Sexual Misconduct Policy. As a Mandatory Reporter, this position requires you as the employee to promptly report any incident that you witness or receive information about Title IX violations. These reporting responsibilities are set out in the UIW Sexual Misconduct Policy. #J-18808-Ljbffr