Director of Facilities Budget and Planning

Employer
Lewis and Clark College
Location
Oregon, United States
Salary
Salary Not Specified
Posted
Oct 08, 2020
Employment Type
Full Time
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Working at Lewis & Clark College

The campus is located on 137 acres of beautifully landscaped grounds in Portland’s southwest hills. Our strong commitment to sustainability is reinforced through recycling programs, energy conservation, alternative transportation options, and farm to fork initiatives. For benefit-eligible positions, we offer a competitive benefits package that includes options for health, dental, vision, tuition, life insurance, retirement and more.

Lewis & Clark College is committed to achieving a diverse workforce. Candidates from diverse backgrounds are encouraged to apply. All qualified applicants will receive consideration for employment without regard to status as a protected veteran or a qualified individual with a disability, or other protected status, such as race, religion, color, national origin, sex, gender identity, sexual orientation, marital status or age.

JOB PURPOSE:

The Director of Facilities Budget and Planning works closely with the AVP and Facilities Managers to develop and monitor the Annual Facilities Budget. The Director will analyze work processes requiring facility and campus information needs and develops tools using maps, plans, and databases for use by facilities personnel and campus community. The Director will provide accurate technical information to College Administration for use in planning, allocating and utilizing space and facilities resources. The Director will track the College's responsibilities outlined in Conditions of Approval from our Conditional Use Masterplan with the City of Portland and create the various reports required. The Director is responsible for managing the campus signage program and standards, and for the archiving, paper and electronic, of important building and campus documents. Develop and run capital and operating projects as assigned.

WHAT YOU'LL DO:

Financial Management

  • Oversee the processing of all financial transactions for Facilities Services including AP, deposits, and Pcards.
  • Ensure invoices are being correctly coded and processed in a timely manner.
  • Maintain Capital project spending and reconcile against the CIP detail report on a quarterly basis.
  • Develop departmental financial projections for Facilities and Budget Office.


Financial Reporting

  • Develop and prepare ongoing analysis and tracking mechanisms for Facilities operation budgets and utility usage.
  • Issue regular reports to various facilities staff on the status of their portion of the budget.
  • Work closely with the AVP in monitoring conformance to annual budget.
  • Maintain Utility database with graphs showing usage and spending trends.
  • Reporting unique trends to operations for possible issues (leaks, equipment failure, controls).


Planning and Analysis

  • Work closely with the AVP Facilities Services and AVP for Financial Planning and Analysis.
  • Develop and present the annual operating and capital budgets.
  • Provide quarterly or as needed operational and capital budgets forecasts including utilities projections.
  • Develop data collection and forecasting tools necessary to track trends and report irregularities especially in the area of utility usage.
  • Ensure Campus Signage Program is current and anticipate changes to signage needs.


Procurement

  • Develop purchasing strategies for department.
  • Identify purchasing consortiums that will facilitate procurement of supplies, arts and equipment for the best combination of quality, price, and delivery.
  • Work with trades to strategize procurement opportunities.


Department Support

  • Assist AVP for Facilities with all aspects of department management: organizing correspondence, generating letter and e-mail communications, coordinating calendars, meeting project deadlines.
  • Facilitate flow of information between facilities supervisors, managers and AVP.
  • Provide project management support to Associate Vice President of Facilities, Director of Operations, and other department managers Buildings/Projects Supervisor.


Leadership and Management

  • Responsible for the selection, training, supervision, evaluation, performance management, and discipline of the Facilities Operations Coordinator.
  • Provide leadership and strategic direction for department with a focus on the College's culture, mission and vision.
  • Encourage and build mutual trust, respect, and cooperation among employees.
  • Establish long-range objectives and specify the strategies and actions to achieve them.
  • Build and work with diverse teams effectively.


Perform other duties as assigned.

MINIMUM QUALIFICATIONS:
  • Bachelor's degree, advanced training, or a combination of education and relevant training/experience.
  • 5 years of progressively responsible experience developing and maintaining analytical studies and database design and maintenance relating to multi-facility organization.
  • 5 years of experience with budget preparation and ongoing monitoring.
  • Experience in graphic presentation of analytic data.
  • Ability to work with a variety of customers including college administrators, staff, students, representatives of public agencies, architects and consultants. Ability to communicate, motivate and organize a diverse population.
  • Ability to multi-task and to adapt rapidly to changing conditions.
  • Ability to assess problems/situations and determine correct course of action.
  • Thorough knowledge of principles and procedures of data collection and perform complex analysis as it relates to space and facilities.
  • Ability to write clear, concise procedures, policies.
  • Demonstrated experience working with outside vendors or product suppliers.


PREFERRED QUALIFICATIONS:

  • 8 years of progressively responsible experience developing, conducting and participating in technical data collection, analytical studies and database design and maintenance relating to multi- facility organization with a demanding mix of facilities and planning.
  • Experience with AutoCad.


WORK SCHEDULE:
  • Full time
  • Benefits Eligible: Yes


PAY RATE:
  • Commensurate with experience


PHYSICAL REQUIREMENTS:
  • The job works primarily at a desk or is otherwise involved in activities requiring little lifting, climbing or working in tiring positions
  • Standing, sitting, walking, grasping/gripping, reaching, repetitive hand movements (e.g., typing), seeing, talking, hearing


Directions for Cover Letter

Please upload your cover letter on the My Experience screen in the resume section.

Lewis & Clark College adheres to a nondiscriminatory policy with respect to educational programs, activities, employment, and admission. We do not discriminate on the basis of actual or perceived race, color, sex, religion, age, marital status, national origin, the presence of any physical or sensory disability, veteran status, sexual orientation, gender identity, gender expression, or any other basis prohibited by applicable federal, state, and local laws. The Associate Vice President of Human Resources has been designated to handle inquiries regarding employment- and disability-related non-discrimination policies. Title IX inquiries may be directed to the Title IX coordinator or deputy Title IX coordinators

( https://www.lclark.edu/about/title_ix_compliance ).

Reasonable Accommodation

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job or to perform your job. Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

Background Check

Lewis & Clark College will conduct a background check on the finalist, which will include a criminal record check. If a conviction is discovered, a determination will be made whether the conviction is related to the position for which the individual is applying or would present safety or security risks before an employment decision is made. A criminal conviction does not necessarily automatically bar an applicant from employment.

Eligibility to Work

In order to comply with US Homeland Security Department regulations, all employees must complete an I-9 form in Workday prior to or no later than the first day of work and bring originals (no photocopies) of their supporting documentation to Human Resources no later than the 3rd business day of employment. Failure to have a completed I-9 form on file with the College will result in immediate termination of employment.

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