Under the general direction of the Vice President of Facilities Services and with minimal guidance,

the Budget Manager provides leadership and management of the core functions of Facilities Services.

This position manages the financial, procurement, contracts and customer service functions in support

of the department. The Budget Manager assumes works closely with the Executive Director of

Facilities Planning, Design & Construction and supports the office in absence of the Executive

Assistant.

1. Business & Plant Administration:

A. Works closely with Facilities Leadership staff in the areas of

maintenance, grounds, events, custodial services and vehicles; delegating

assignments to supervisors and contractors as may be needed.

B. Communicates departmental goals and performance expectations.

C. Supports response to campus crises, independently assesses situations,

assigns and manages appropriate responses, which may include initiating

plant personnel, identifying financial resources, contracted services, and

other experts / entities.

D. Oversees the office and customer service workflow in conjunction with

the Executive Assistant.

E. Experience with work order tracking systems such Asset Essentials to

track and input work orders and also extract data needed for reporting.

F. Processing department contracts using DocuSign and other related

College systems.

2. People Management:

A. Communicates departmental goals and performance expectations as it

pertains to the Department Budget.

B. Supports Executive Assistant as HR Liaison for department. Works

with staff and HR to resolve issues when VP and Executive Director is not

available.

3. Budgets & Contracts:

A. Prepares the Facilities, EH&S, and Commencement budgets and

requests input for the Meetings Events & Conference Services budget.

Works with the Vice President to finalize and present the budgets. With

direction from the VP, administers and manages the operating budget for

the department.

B. Assists with the development of the Capital Budget; tracks changes in

funding and audits project budgets. Prepares reconciliations for the VP and

Controller.

C. Manages the process for executing contracts and leases for vehicles and

modular units. Negotiates the contracts with assistance from the Business

Office.

D. Prepares construction and other service contracts; reviews attachments

and documents for accuracy and for terms; and ensures all necessary

personnel review and sign-off through set circulation process.

E. Approves purchase orders, invoices, and P-Card transactions for the

department.

F. Provides quarterly Capital Project budget reconciliations to the

Controller.

G. Works to support the Executive Assistant in processing invoices in the

ImageNow system.

4. Project Planning & Workflow:

A. Works closely with the Executive Director of Facilities Planning,

Design & Construction and VP of Facilities Services on strategic goals and

objectives for the department. Creates strategic planning documents,

developing new operating procedures and department policies as needed.

B. Ability to use project management software such as Smartsheets to

obtain schedule and financial information for College projects.

5. Data Tracking and Reporting:

A. Supports Executive Director of Facilities Planning, Design

Construction with the collection of data related to the College's

consumption and expenditures of energy and other utilities and facilities

related sustainability data. Analyzes the data presented and provides trend

analyses to the team and other College offices for decision making

purposes.

B. Tracks all utility usage for the main and Rheem campuses and reports

data to leadership.

C. Works with Facilities Leadership to set pricing for electric vehicle

charging stations and collects and tracks fees and usage with the goal of

breaking even.

D. Works with the Executive Director of Facilities Planning, Design &

Construction on negotiating prices for electricity and gas.

6. Cross Campus Collaborations:

A. Provides support to Facilties Leadership staff on all related campus

emergencies.

B. May serve on Business Office and ITS committee to test new software

programs and ultimately train staff; i.e. online budget program, ImageNow,

GaelExpress 2.0, DocuSign, etc.

7. Other Duties as Assigned Tracks all emergency related costs and report as

needed. Reports and provides all invoices to the Business Office.

Requirements
QUALIFICATIONS:

Education: REQUIRED: Associate's degree

PREFERRED: Bachelor's or Advanced College Degree

Experience: (years required and applicable field of experience): 5 years of experience in financial services such

as accounting and/or related experience is required, 8 years preferred

Skills/Abilities: (e.g. computer skills, written & verbal skills, trades, laws, procedures, technical) Ability to use

college financial systems (ImageNow, GaelExpress 2.0, DocuSign, Smartsheets, etc.). Ability to use asset tracking

software such as Asset Essentails. Ability to use the systems and programs associated with facilities support

services. Must be self-motivated with the ability to plan, organize, control, set priorities, meet deadlines, work

independently and direct all aspects of facilities services. Must have experience with computers and software

systems. Needs high attention to detail.

Must have excellent decision making, problem solving and analytical skills. Ability to understand and carry-out

oral and written instructions as well has having the ability to explain things to others orally and in writing. Must

have the ability to work in a strong service environment and work effectively and efficiently under pressure and

with frequently changing priorities.

Salary Description $84,000

To apply, visit https://recruiting.paylocity.com/Recruiting/Jobs/Details/2602314


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