Manager of Business Operations and Properties

Title:Manager of Facilities Business Operations, Software, and Properties

Division: Finance and Administration

Department: Facility Operations and Planning

FLSA Status:Exempt

Salary Range:Annual Salary

EEO Job Group:2 E2

Position Summary

The University of Southern Indiana is accepting applications forManager of Facilities Business Operations, Software, and Properties.

USI is seeking a highly organized, motivated, and experienced Business Manager to oversee the financial, procurement, Computerized Maintenance Management System (CMMS), and property management functions within our dynamic Facilities Operations and Planning department (FOP). This newly created pivotal role will ensure the efficient and effective allocation of resources and the smooth operation of our campus infrastructure.

Duties/Responsibilities

• FINANCE
  Oversee fiscal and budgetary activities in support of FOP including review of financial reports, reconciliation of charges, and overall budget allocation.
  
  
• Review and report budgets to compare actual financial performance against a pre-set budget, identifying any variances between the two, analyzing the reasons behind those differences, and then presenting this information in a report to stakeholders, allowing them to assess progress and make necessary adjustments to spending targets.
  
  
• Works with accounting to monitor budget variances and identify areas for cost control. Forecast future financial performance based on market trends and business plans.
  
  
• Monitor and analyze existing contracts for compliance and cost-effectiveness.
  
  
• PROCUREMENT
  Oversee reconciling of all purchases and means of procurement. Approve invoices. Solve issues and answer questions on invoices, purchase orders and other financial transaction means. Reviewing and approving transactions to ensure compliance with University policies.
  
  
• Initiate and coordinate the RFP process for campus construction, public works and other FOP initiatives on campus that require a formal bid or quotes.
  
  
• Preparation and tracking of purchase requisitions, credit card purchases, payment requests, and travel reconciliation.
  
  
• Review quote and bid proposals from vendors, analyze the data, and make recommendations for awarding the quote or bid.
  
  
• Investigate and attempt resolution for any complaints and grievances received by procurement services from both internal and external sources. Make recommendations for corrective actions where needed.
  
  
• Evaluating procurement transactions to ensure validity and accuracy of chart of accounts elements and department business needs. Collaborate with vendors, financial managers, Accounts Payable, and Travel to resolve exceptions to applicable regulations, accounting standards, and purchasing policies.
  
  
• COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEM
  Provide functional and technical leadership and expertise including in- depth knowledge of system setup, vendor management, data security, and management of the CMMS platform. Serve as liaison with Information Technology and software vendor.
  
  
• Lead the selection, implementation, and configuration of facility management software, including customization to align with company needs and workflows. Arrange for updating as scheduled or needed.
  
  
• Provide comprehensive training to facility staff on how to effectively use the software for work order submission, space management, asset tracking, and reporting.
  
  
• Monitor data quality within the software, ensuring accurate and timely information on maintenance tasks, space utilization, asset inventory, and cost analysis.
  
  
• Generate reports and dashboards to provide insights into facility performance metrics, including maintenance costs, space utilization, and energy consumption.
  
  
• Receive, review work orders for accuracy, estimate time and materials, and direct to appropriate department. Communicate status of work orders to customers as needed.
  
  
• Ensure the software supports compliance with relevant regulations and industry standards.
  
  
• NON-CAMPUS PROPERTY MANAGEMENT
  The University and Foundations own thirty plus properties including empty lots and properties with rental houses. Most rental properties are managed by a third-party property management company. Act as liaison with the property management company and arrange annual meeting for review of service, contract, cost, and quality of service.
  
  
• Determine the need of care of the houses, buildings and lots including oversight of conditions, grounds care, preventive maintenance, etc.
  
  
• Drive by all properties at least monthly. Examine all building interiors and exteriors as needed, annually at a minimum. Include the property management company for properties they manage. Record visit dates and findings. Ensure all properties are in good working order and living conditions are very good.
  
  
• Communicate with the property management company to ensure they are maintaining properties to our expectations and seek improvements from them where needed. Arrange care and improvements to USI managed properties. For large repairs and improvement, seek FOP Director approval and ensure quotes are provided, reviewed, and meet requirements.
  
  
• Keep records of all repairs, improvements and arranged care, research records for each property's history as needed.
  
  
• Maintain knowledge of local rental rates. Know and suggest changes to all rental rates as you determine the need. Know if properties are vacant or rented, length of contracts, terms etc.
  
  
• Periodically report property vacancies, tenant issues, physical condition of properties, and any other issues and/or reports to FOP Director. Act as a liaison and establish and maintain relationships with third parties such as oil companies, mineral right owners, farmers, and other lessees of University property.
  
  
• GENERAL BUSINESS
  Manage and assist in updating department website. Ensure content is up to date.
  
  
• Create and maintain a department policies and procedures 'manual' with all FOP policies, procedures, and guidelines.
  
  
• Responsible for recruitment, selection, training, supervision, and evaluation of the Administrative Associate, student workers and Graduate Assistant(s).
  
  
• Coordinate storage and retention of Facilities' documents with consideration for the protection of confidential information.
  
  Other duties as assigned.

Required Knowledge and Skills

• Bachelor's degree. Preferred major in Business Administration, Finance, Operations Management, or a related field
  
  
• Two years of experience in the field of business, finance, procurement, property, IT or health care administration with demonstrated familiarity with finance/budget, customer service, data systems, and fiscal management.
  
  
• Effective written and oral communication and interpersonal skills are required including refined listening ability, discretion, tack, flexibility, and sound judgment in order to navigate a range of situations that may involve complex, sensitive and confidential issues.
  
  
• Proficiency with computers, business related software, internet, word processing, spreadsheets, database management, web design, presentation, and email software. Experience with standard operating systems.
  
  
• Strong time management and organizational skills with the ability to set priorities, work independently, exercise initiative and effective problem-solving.
  
  
• Self-starter with ability to work independently as well as be an effective team member.

Preferred Knowledge and Skills

• Master's degree.
  
  
• Experience in computerized work control software.
  
  
• Previous supervisory experience.
  
  
• Previously demonstrated leadership skills in the areas of office administration, or related field.

Regular Work Hours/Travel Requirements

About USI

The University of Southern Indiana is a public higher education institution located on a beautiful1,400-acre campus in Evansville, IN. We offer employees exceptional benefits! Benefits for thisposition include:

• Affordable medical, dental, vision, life and short term and long-term disability insurance plans.
• Retirement plan where the University makes the total contribution equivalent to 11% of annual salary.
• Full tuition fee waiver for employees/75% for spouses and dependent children.
• Vacation and sick time
• Holiday pay
• Free access to Recreation, Fitness & Wellness Center.
• Access to on-campus University Health Center and Dental Hygiene Clinic.

For more information about the benefits that USI offers, please visit www.usi.edu/hr/benefits.

About the Department

FOP is responsible for the planning, design, construction, operation, and maintenance of all University buildings, grounds, and infrastructure. Our team of skilled professionals is committed to creating and maintaining exceptional spaces that foster learning, discovery, and community engagement. We strive to be responsible stewards of University resources while ensuring a welcoming and functional campus for students, faculty, staff, and visitors. Our department manages a significant annual operating budget of $15,000,000 and oversees capital projects of $20,000,000 to $40,000,000 annually

Search Committee Chair:

If you have questions about the open position, please contact Hannah Perigo, search committee chair, at hcperigo@usi.edu

Pre-Employment Screening

A background check will be required for employment in this position.

Authorization to Work in the United States

USI typically will not sponsor an employment-related visa for this position.

Interview Accommodations

Persons with disabilities requiring accommodations in the application and interview process please contact the manager of Employment at mcweinzapf@usi.edu or (812) 464-1840. Contacting the manager of Employment is intended for use in seeking disability-related accommodations only. For general applicant inquiries, contact Human Resources at HumanRes@usi.edu or (812) 464-1815.

EEO Statement

The University of Southern Indiana is anEEO/AA employer. All individuals including minorities, women, individuals with disabilities and veterans are encouraged to apply.