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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