Director of Business and Administrative Services

Job description

Director of Business and Administrative Services (Facilities)Department: Facilities Services Date: 05/14/2019 POSITION VACANCY

Founded in 1813, Colby is one of America’s most selective colleges. Serving only undergraduates, Colby’s rigorous academic program is rooted in deep exploration of ideas and close interaction with world-class faculty scholars. Students pursue intellectual passions, choosing among 58 majors or developing their own. Independent and collaborative research, study abroad, and internships offer robust opportunities to prepare students for postgraduate success. Colby is home to a community of 2,000 dedicated and diverse students from around the globe. Its Maine location provides easy access to world-class research institutions and civic engagement experiences.

In a period of fast-paced progress, Colby is building on its strong foundation while remaining committed to excellence, to supporting students and faculty at the highest levels, and to the College’s deep liberal arts traditions. This new chapter includes the creation of innovative academic initiatives and partnerships, strengthening the connections between the liberal arts and the professional world, revitalizing downtown Waterville, and pursuing significant capital projects for performing arts and athletics. Colby invites applicants to apply for the position of:

Facilities Services
Full-Time, Exempt, Salaried, Administrative Staff Appointment

The director of business and administrative services is responsible for managing the financial affairs in Facilities Services including capital and operating budgets and accounting operations. The position manages administrative services that include utility procurement, contract management, website maintenance, and computerized maintenance management system (CMMS) for work orders. The director is responsible for development and maintenance of data and information resources related to the facilities and infrastructure of the campus and properties of the College. As a key member of the Facilities Services’ management team, this position acts on the instructions of the Assistant Vice President (AVP) when required, in assisting the AVP to track initiatives, coordinate department teams, and provide analyses and presentations as needed. We encourage inquiries from candidates who will contribute to the diversity of our College, including its cultural and ethnic diversity.

  • Oversee all business functions of the department including accounts payable, purchasing, payroll, and personnel affairs; manage the facilities stockroom and receiving operation
  • Manage the $15 million financial operation of the department; develop and monitor the annual operating budget, ten-year capital budget, and project spending; ensure all budget deadlines are met
  • Work closely with AVP on financial planning; track department initiatives and deliverables, coordinate resources, provide financial analyses and metrics, and prepare presentations
  • Serve as an integral member of Facilities Services management team, assist AVP in implementing department and College goals and priorities
  • Collaborate with the Office of Financial Planning and the Office of Financial Services, align department financial plans and budgets with College priorities
  • Manage utility procurement, track utility usage, and monitor utility budgets working closely with directors of operations and maintenance and sustainability
  • Collaborate with directors of operations and maintenance, capital projects, and sustainability to manage compliance with College standards and departmental goals within available financial resources
  • Oversee department information resources; develop a comprehensive Geographic Information System (GIS) database, administer fileserver information, maintain space inventory, building areas, and property records
  • Manage department administrative services; oversee the CMMS for work orders, maintain the department website, update department policies, manage contracts and insurance, coordinate annual computer allocation; manage the department uniform program
  • Oversee collection and reporting of student vandalism data including end-of-year inspection costs; work closely with Office of Campus Life and Department of Security staff
  • Lead regular safety meetings and coordinate with directors of operations and maintenance and safety to ensure regulatory compliance; maintain and update appropriate documents
  • Perform additional duties as assigned; duties, responsibilities, and activities may change at any time with or without notice
  • Bachelor’s degree or the equivalent in education and experience
  • Advanced degree in management, finance, or operations research preferred
  • Minimum 7-10 years of experience in facilities management required
  • Experience managing organizational business and financial operations required
  • Proficient with word processing, analytical, presentation, and database software
  • Ability to learn new financial management, information, and facilities software systems
  • Familiarity with CMMS and GIS preferred
  • Proven ability to work cooperatively, solve problems, make decisions, and effectively manage personnel and financial resources
  • Positive leadership qualities, integrity, credibility, and the ability to motivate people
  • Demonstrated commitment to continuous quality improvement and the use of sustainability practices
  • Ability to make a positive impact through work as a member of a team and diverse community
  • Valid driver’s license required and must meet the College’s Fleet Safety Policy requirements

The director of business and administrative services reports to the AVP for Facilities and Campus Planning and directly supervises the stockroom and purchasing technician, the accounting technician, and the spatial database analyst. The Office of Financial Planning and the Office of Financial Services are key partners, along with the Office of Campus Life, Office of Human Resources, and Department of Security. This position has significant interactions with faculty, staff, students, vendors, and other outside constituencies.


The work environment characteristics described herein are representative of those encountered while performing the essential functions of this job. Reasonable accommodations may be made to perform the essential functions.

General open office and campus environment. Position involves sitting, although frequent movement is necessary; walking, climbing stairs, standing, bending, and twisting is required. Must be able to stand and walk for long periods of time. Occasional lifting is required. Computer usage involving repetitive hand/wrist motion is also necessary.


Please email your cover letter and resume in confidence to: Inquiries should be directed to Colby’s search consultant: Chrissy A. Stelts, Senior Administrative Assistant.
Colby is a private, coeducational liberal arts college that admits students and makes employment decisions on the basis of the individual's qualifications to contribute to Colby's educational objectives and institutional needs. Colby College does not discriminate in its educational programs or employment on the basis of race, color, gender, sexual orientation, gender identity, disability, religion, national origin, age, marital status, genetic information, or military or veteran’s status. Colby is an equal opportunity employer and operates in accordance with federal and state laws regarding non-discrimination. Colby complies with Title IX, which prohibits discrimination on the basis of sex in an institution’s education programs and activities. Questions regarding Title IX may be referred to Colby’s Title IX coordinator or to the federal Office of Civil Rights. We encourage inquiries from candidates who will contribute to the cultural and ethnic diversity of our college.

For more information about the College, please visit our web site:




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Job No:
Posted: 5/20/2019
Application Due: 9/27/2019
Work Type: