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Department Manager - Infrastructure and Operations (Open to Current Mines Employees)

Employer
Colorado School of Mines
Location
Colorado, United States
Salary
Salary Not Specified
Posted Date
Sep 28, 2022

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Position Type
Faculty Positions, Business & Management, Business Administration, Administrative, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs
Employment Level
Administrative
Employment Type
Full Time
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Position Title Department Manager - Infrastructure and Operations (Open to Current Mines Employees) The Opportunity Mines invites applications for a department manager in FA@O . This position provides administrative and clerical support to the Infrastructure and Operations (I&O) Division and has two direct reports providing administrative services to Environmental Health and Safety and the Office of Design and Construction. This position serves as the liaison between I&O and other campus departments, and is the point of contact for public relations and department web content. In addition, the role serves as the AVP’s assistant, as well as provides assistance to the I&O directors and managers. Finally, the role defines departmental protocols, policies and procedures related to assigned tasks and responsibilities. Responsibilities ASSISTANT TO AVP OF INFRASTRUCTURE & OPERATIONS (35%)
  • Provides support to the AVP of I&O with day-to-day activities, projects, events, and administrative matters in a collaborative, proactive and effective manner.
  • Manages the AVP’s calendar including scheduling and prioritizing meetings using Outlook.
  • Assists AVP with creating or responding to Community emails and conducting quarterly Community meetings; maintains a community webpage of events and other information.
  • Takes meeting minutes for AVP.
  • Assists with signatures, filing, and retention of lease agreements and amendments, and any other legal documents.
  • Reconciles One Card purchases and travel for AVP using Chrome River, as well as assisting with travel arrangements.
SUPERVISION OF INFRASTRUCTURE & OPERATIONS ASSISTANTS (20%)
  • This position assigns tasks, monitors progress, and work flow. Schedules work, and establishes work standards. The supervisor creates and assigns tasks, monitors progress, and work flow. Schedules work, establishes work standards. Makes supervisory decisions for the Administrative Assistant I and Administrative Assistant III.
  • Signs leave requests, approves achedules and work hours, and completes and delivers performance evaluations Monitors customer service, productivity, and quality of work provided by the I&O administrative assistants.
  • This position creates and coordinates projects; evaluates business trends, and improves operational efficiencies. A
  • s the supervisor, this position ensures employees practice respect for the opinions of others and an awareness of the value of diversity, safety, and environmental consciousness in the workplace.
  • Coordinates projects and provides support to Business Services operations.
  • Monitors and evaluates systems, provides business direction to admin assistants.
  • Acts as backup for I&O administrative assistants; will help fill in when they are out of the office, need help, or if a position needs to be filled, in order to provide continuous administrative support.
HR COORDINATION (20%)
  • This position oversees the preparation and processing of student contracts, evaluations, and training.
  • This position provides expertise and guidance during the hiring process through PageUp, from putting position descriptions in PageUp, to submitting the offer leter.
  • This position assists with180 supervisory files and document management.
  • The position is responsible for maintaining compliance with all Mines Human Resources guidelines.
  • This position interacts frequently and independently with I&O and HR staff to ascertain appropriate action for new hires or to correct / revise current contracts.
  • The position will also assist with processing of separations.
ACCOUNTING, ONE CARD, AND CHROME RIVER (15%):
  • Organize, manage, problem solve, reconcile, and reallocate all One Card transactions and travel reports for card-holding employees within I&O. Serve as resource for I&O in regards to appropriate One Card use and Chrome River. Explains reallocations and trains new users.
  • Communicates with all divisions in I&O to troubleshoot, clarify and gather information regarding expenses. Utilize professional judgment in processing of financial information in situations where no specific procedure or guidelines exist.
  • Collaborate and strategize with Business Services Manager to identify and correct accounting errors, complete journal entries, payroll reallocations, and budget transfer requests.
  • Manages office supplies to include fulfilling requests for supplies, keeping regular supplies adequately stocked, and making adjustments to expenditures as needed.
  • Advises Business Services Manager if budgetary changes are recommended.
  • Oversees student worker program, assessing needs of the department, and recommending student staffing levels, hours, and pay rates with consideration to budget. Participates in student hiring and training processes, determines schedules, gives direction, and monitors performance.
  • At times, errors occur in posting of expenses to indexes. The position is responsible for finding these errors and correcting them.
PREVENTATIVE MAINTENANCE PROGRAM (5%)
  • Administer Preventive Maintenance program system for the Mines campus which makes up approximately 1500 work orders annually. The program includes Access Services, Building Controls, Business Services, Custodial, Distribution Services, Electrical, EH&S, Events, Fire, Fleet, FM Warehouse, Grounds, HVAC, Parking Services, plumbing, Steam Plant, and Structural Trades.
  • Create, update, and discontinue work orders based on requests and feedback from shops.
  • Generate new PM work orders annually. Maintain master schedule of PM work orders.
  • Creates and maintains standing labor and purchase work orders, and provides listing of current work orders to departments at beginning of fiscal year.
DEPARTMENT PUBLIC RELATIONS AND WEB CONTENT COORDINATOR (5%)
  • Serves as the primary public relations resource for the I&O department.
  • Communicates and presents to I&O regarding campus information, and attends department meetings and related events to record announcements of news and other information.
  • Determines value of the information, and with whom and where to share information.
  • Contributes to the design of, and maintains and updates department websites using WordPress.
  • Trains others on how to edit web pages using WordPress.
Minimum Qualifications
  • 4 years of experience or a substitution of education on a year-for-year basis
  • Expertise in Classified rules and processes
  • Expertise in applicable sections of The Agreement with Classified Staff
  • Driver’s License
  • Knowledge of general accounting practices, of fice administrative procedures, employee supervision
  • Proficiency with Microsoft applications (Word, Outlook, Excel)
Preferred Qualifications
  • Degree in Business Management, Accounting, or other related field
  • Experience with FAMIS, Banner, Chrome River
  • Prior work experience in a multi-facility, Higher Ed environment
  • Takes initiative and is a ble to work effectively independently and as part of a team
  • Excellent communicator
Equal Opportunity

Colorado School of Mines is committed to equal opportunity for all persons. Mines does not discriminate on the basis of age, sex, gender (including gender identity and gender expression), ancestry, creed, marital status, race, ethnicity, religion, national origin, disability, sexual orientation, genetic information, veteran status or current military service. Further, Mines does not retaliate against community members for filing complaints regarding or implicating any of these protected statuses.

Mines’ commitment to nondiscrimination, affirmative action, equal opportunity and equal access is reflected in the administration of its policies, procedures, programs and activities and in its efforts to achieve a diverse student body and workforce.

Through its policies, procedures and resources, Mines complies with federal law, Colorado state law, administrative regulations, executive orders and other legal requirements to prevent discrimination (including harassment or retaliation) within the Mines campus community and to address potential allegations of inequity or concerns for safety.

Pay Range

$62,000 - $64,000

Mines takes into consideration a combination of candidate’s education, training and experience as well as the position’s scope and complexity, the discretion and latitude required in the role, work location, and external market and internal value when determining a salary level for potential new employees.

Total Rewards Mines is proud to provide exceptional benefits that include pay, health & wellness and work/life balance offerings. Our portfolio of benefits includes medical, dental, vision, disability insurance, flexible spending accounts, life insurance, and retirement savings plans. Additionally, Mines employees are eligible for tuition benefits (for employees and dependents), generous paid holidays and leaves and discount programs. For more information, visit Mines benefits . How to Apply Applicants will be asked to complete an online application (personal information, demographic information, references, veterans status) and upload a resume (required).

Contact Kathleen Feighny, HR, with any questions.

Advertised: Sep 28, 2022 Mountain Daylight Time
Applications close: Oct 2, 2022 11:55 PM Mountain Daylight Time

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