Position Summary

Reporting to the Senior Director of Operations, the Operations Administrator provides administrative leadership and operational oversight for the college's Physical Plant Division. The position is responsible for coordinating daily operations, supporting facilities and grounds personnel, managing departmental systems and records, overseeing administrative processes, and ensuring the efficient delivery of maintenance, grounds, housekeeping,
transportation, and related campus services.

The successful candidate will be a self-starter and problem solver who fosters a culture of professionalism, accountability, teamwork, customer service, and continuous improvement. This individual will proactively develop systems, establish written procedures, maintain operational records, strengthen departmental effectiveness, and build team capability while exercising sound fiscal stewardship and supporting the mission of the college.



Essential Duties and Responsibilities

Leadership and Operational Management
• Provide day-to-day administrative leadership for the Physical Plant Department.
• Coordinate and support managers and supervisors responsible for facilities, maintenance,
grounds, transportation, and related operational areas.
• Manage and oversee daily departmental workflow and operational priorities.
• Establish and maintain a positive working environment that promotes professionalism,
accountability, teamwork, and customer service.
• Develop departmental structure, continuity, and operational effectiveness through clear
expectations and documented procedures.
• Build team capability through effective communication, organization, and support.
• Proactively identify opportunities for operational improvement and implement solutions in a
cost-conscious manner.
• Establish and maintain written policies, procedures, workflows, and operational manuals to
ensure continuity and knowledge transfer.

Administrative Oversight
• Serve as the primary administrative point of contact for the Physical Plant Department.
• Manage departmental communications, including the Physical Plant email account and other correspondence.
• Maintain records and information in formats that can be readily shared with campus stakeholders.
• Manage and oversee the College's work order management system to ensure timely response and       completion of requests.
• Coordinate campus visits involving vendors, contractors, consultants, and service providers.
• Coordinate operational activities with contracted housekeeping services.
• Manage apartment rental assignments and related records.
• Oversee the College van fleet, including scheduling, utilization records, maintenance coordination, and   compliance requirements.
• Manage departmental inventory, equipment records, and supply tracking.

Financial Management
• Initiate and approve purchase orders in accordance with College policies and budgetary guidelines.
• Review and approve invoices for payment.
• Maintain financial records necessary for budgeting, forecasting, reporting, and reconciliation.
• Assist with preparation and monitoring of departmental budgets.
• Work collaboratively with the Business Office to ensure accurate financial reporting and fiscal accountability.
• Promote cost-effective operations and responsible stewardship of College resources.

Personnel Administration
• Oversee employee timecards and payroll documentation.
• Manage records related to employee vacation requests, personal leave, and sick leave.
• Coordinate student employment assignments and related administrative processes.
• Assist supervisors in maintaining staffing schedules and operational coverage.
• Ensure personnel records are maintained in accordance with College policies and applicable regulations. Safety, Compliance, and Risk Management
• Maintain records related to safety training, certifications, inspections, regulatory compliance, and operational requirements.
• Support departmental compliance with all applicable federal, state, local, and institutional regulations.
• Promote and reinforce safe work practices throughout the department.
• Attend safety meetings and other campus meetings as required to facilitate communication and implementation of operational initiatives.
• Assist in coordinating emergency response activities and after-hours operational support.

Facilities and Energy Management Support
• Support campus energy management initiatives and operational efficiency efforts.
• Assist with monitoring facility performance and identifying opportunities for improvement.
• Coordinate with internal and external stakeholders to ensure the effective operation and maintenance of campus facilities and infrastructure.


Required Qualifications
• Bachelor’s degree required.
• Three to five years of progressively responsible administrative, facilities, operations, project management, or related experience.
• Demonstrated ability to organize and manage multiple priorities simultaneously.
• Strong problem-solving and decision-making skills.
• Excellent written, verbal, and interpersonal communication skills.
• Strong organizational and recordkeeping abilities.
• Proficiency with Microsoft Office applications and computerized management systems.
• Ability to work effectively with faculty, staff, students, contractors, vendors, and external partners.
• Demonstrated commitment to professionalism, accountability, customer service, and continuous improvement.

Preferred Qualifications
• Experience in higher education, facilities management, operations administration, or physical plant operations.
• Experience with work order management systems, purchasing processes, budgeting, payroll administration, inventory management, or contractor coordination.
• Knowledge of regulatory compliance, safety practices, and facilities operations.


Working Conditions and Expectations
• Workday begins no later than 7:00 a.m.
• This position may require occasional evening and weekend work.
• Physical Plant employees are designated as essential personnel and are expected to report to work in accordance with College policy during emergency operations and weather-related events.
• The position requires regular travel throughout campus to support operational needs and
coordinate activities.


Other Duties
This job description is not intended to be all-inclusive. The employee may perform other duties as assigned by the Senior Director of Operations to support the mission, goals, and operational needs of the college.