Manager of Capital Outlay Administration (Administrator I), Facilities Planning, Design

Manager of Capital Outlay Administration (Administrator I), Facilities Planning, Design & Construction
California State University, San Bernardino


Job No: 521402
Work type: Management (MPP)
Categories: MPP, At-Will, Custodial/Facilities, Full Time Job Summary:

Under the general direction of the Executive Director of Facilities Planning, Design and Construction with primary responsibility to the Manager of Facilities Planning and Space Utilization, the Manager of Capital Outlay Administration performs work assignments that typically include fiscal and budgetary analysis and management; contract and policy research; facilities and space planning support; and the research, development and evaluation of project budget and schedule. This position will also manage data and records collection to support department forecasting and operations.

Responsibilities include, but is not limited to:

Budget and Contracts:

• Responsible for creating and managing project budget tracking tools. Meet with project managers to review and confirm actual expenditures, projected expenditures and reconcile capital budget logs to ensure project budgets reflect current available funding. Regularly meet with various campus departments to ensure availability of project funds and reconcile actual expenditures for project contracts. Responsible for managing aspects of project close-out and auditing.
• Will be the department's primary contact for accessing CSU Finance Datawarehouse, Common Financial System (CFS), and other fiscal-related databases. Provide budgetary analysis support to the department through the research and development of financial reports.
• Collaborate with project managers to prepare documents required for the processing of service and construction agreements. Work with the campus procurement department to ensure agreements are executed in a timely manner. Ensures vendors are paid in accordance with contractual obligations.
• Manages annual service and construction contracts, such as Task Order Agreements (TOSA), Task Order Construction Agreements (TOCA) and Job Order Contracts (JOC), ensuring required contracts are in affect for project development and construction.

Program Administration:

• Oversees, performs, and develops the fiscal and administrative management of the planning, design and construction activities of major and minor capital projects on campus. This includes the development and management of various department forms, assisting with refining department processes, tracking all required CSU miscellaneous submittals, and procuring the department's technology needs.
• Oversees and assists with project and department related submittals to the Chancellors Office, such as but not limited to cash flow projections, campus annual consultant list, campus delegation of authority, etc.
• Manages the development and updating of department records and filing system. Responsible for tracking all project funding allocation orders, coordinating with campus personnel as required.

Project Planning and Estimating:

• Maintain archive of previously completed project information related to budget, scope, and schedule. Develop project planning tools and metrics to assist FPM/FPDC managers assess the feasibility of proposed capital projects. Oversees the department development and updating of project cost estimating database.
• Assist the Manager of Facilities Planning and Space Utilization with planning-related research and report development as needed.

Project Intake and Customer Service:

• Assist the Manager of Facilities Planning and Space Utilization with the tracking and processing of campus-initiated project requests. Works to develop project priorities and to communicate expectations and proposed timelines with the campus community. Manages the overall tracking of ongoing FPDC projects.

University and Community Partnerships:

• As a member of the University community, ensures a community focused approach to project delivery. Identifies and anticipates campus community needs.
• Builds effective relationships both internally and externally. Initiates and develops strong working relationships with the community. Specifically works to find opportunities to improve the student experience through proposed project implementation and understands the importance of the built environment in student success.
• Supports and moves new initiatives forward. Identifies current and future challenges and proposes solutions.
• Works collaboratively within Facilities Planning and Management to bring projects to fruition. Assists the department in the development of procedures assisting in guiding the campus community with their capital project needs.
• Other duties as assigned.

Minimum Qualifications: Required Education and Experience

• Bachelor's degree from a four-year university in public/business administration, finance, accounting OR an equivalent combination of education and experience.

Required Qualifications

• Knowledge of administrative concepts, practices and procedures to research, develop, and evaluate policies and programs.
• Ability to collect, evaluate, and interpret from a wide variety of sources to develop sound, defensible conclusion and make appropriate recommendations.
• General knowledge of costing procedures and sequential methods of modern construction practices.
• Ability to organize, coordinate, and complete work in demanding situations, and prioritize work to meet the demands of multiple deadlines.
• Ability to develop and maintain workflow processes and databases associated with them.
• Proficiency with current word processing and spreadsheet software programs, query tools, shared drives, integrated financial systems and/or other types of record management systems.
• Knowledge of, or the ability to learn quickly, the financial procedures of the CSU.
• Ability to establish and maintain cooperative working relationships with a wide variety of constituents.
• Ability to interpret, communicate, and apply policies and procedures.

Preferred Qualifications

• Five (5) years of progressively responsible experience in capital program accounting and contract management.
• Relevant experience in CSU, Higher Education, or a public works environment.
• Experience with CSU Finance Data Warehouse.

Compensation and Benefits:

Anticipated Hiring Range: $ 3,750 - $8,333 per month

Classification Salary Range: $3,750 - $11,146 per month

The CSU system provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 14 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program. A summary of benefit information can be found here.

Position Information:

Work status: Full-time/Exempt/At-will

Schedule: Monday through Friday from 8:00 am to 5:00 pm, weekends and evenings may be required.

This is a full-time management (MPP) position. MPP employees serve at the pleasure of the campus President. MPPs do not serve a probationary period and never receive permanent status.

This position will remain open until filled. The application deadline is Tuesday, January 10, 2023.

Conditions of Employment

Background Check

Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

Driver's License Check

Possession of a valid Driver's License is required. Employees in this position will be enrolled in the Department of Motor Vehicles (DMV) Government Employer Pull Notice Program which confirms possession of a valid driver's license and reflects driving record.

Mandated Reporter

The person holding this position is considered a `mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

I-9

CSUSB hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.

COVID-19 Vaccination

CSU requires faculty, staff, and students who physically access campus facilities or programs to be fully vaccinated against COVID-19, which includes obtaining a COVID-19 booster dose, or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. See policy at https://calstate.policystat.com/policy/11030468/latest.

Statement of Commitment to Diversity

In our commitment to the furthering of knowledge and fulfilling our educational mission, California State University, San Bernardino seeks a campus climate that welcomes, celebrates, and promotes respect for the entire variety of human experience. We welcome people from all backgrounds, and we seek to include knowledge and values from many cultures in the curriculum and extra-curricular life of the campus community. We will create, promote, and maintain activities and programs that further our understanding of individual and group diversity. We will also develop and communicate policies and promote values that discourage intolerance and discrimination.

California State University, San Bernardino is proud to be an Affirmative Action/Equal Opportunity Employer. We recruit, hire, train, and administer all personnel actions without regard to race, ethnicity, religion, color, caste, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, socioeconomic status, genetic information, medical condition, disability, marital status, protected military or veteran status, or any other status protected by applicable law. This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096) For more information about Diversity & Inclusion at CSUSB, please visit https://www.csusb.edu/human-resources/diversity-inclusion

Closing Statement:

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at jeanne.durr@csusb.edu

Smoking

CSUSB is a smoke and tobacco-free campus. See policy at https://calstate.policystat.com/policy/6591951/latest/.

Clery Act

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State San Bernardino Annual Security and Fire Safety Report is available at: https://www.csusb.edu/clery-act


To view full description and to apply, visit: https://www.csusb.edu


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