Facilities Administrative Operations Manager

Job Title: Facilities Administrative Operations Manager
Location: Clayton State University
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 299722
About Us

Located in Morrow, Georgia, Clayton State University is roughly 15 miles southeast of downtown Atlanta. The university offers employees an adaptable, collaborative environment that fosters professional and personal development.

The university is committed to having a positive impact on the State of Georgia and beyond by serving students and the community through broadening access to high-quality education and advancing workforce development. Clayton State offers multiple certificates, Associate's, Bachelor's, and Master's Degree programs, which currently enroll over 5,500 students in challenging campus and online courses.

Clayton State's main campus is situated on 214 beautiful acres in a lakeside setting just minutes from downtown Atlanta, making access to the vibrant metropolitan area swift. The Atlanta-Journal Constitution has named the university a Top Workplace in Atlanta for six consecutive years. The Chronicle of Higher Education also named Clayton State one of 79 higher education institutions across the nation in its list of 2017 Great Colleges to Work For.

Job Summary

The Facilities Administrative Operations Manager provides comprehensive administrative, financial, and operational support for Facilities Management. This position oversees departmental administrative functions, purchasing and procurement activities, budget tracking and reconciliation, work order coordination, vendor engagement, inventory management, and customer service operations. The role serves as a key liaison between Facilities Management and campus stakeholders to ensure efficient day-to-day operations, effective communication, and accurate financial and operational reporting.

This position also supports operational logistics, maintenance coordination, contract administration, and front-office management while contributing to process improvement initiatives and operational efficiency across Facilities Management.

Responsibilities

Administrative & Operational Support

¿ Coordinate, enter, track, and close demand and preventative maintenance work orders using the campus work order management system.
¿ Serve as a primary point of contact for Facilities Management by responding to phone, email, and in-person inquiries.
¿ Route and coordinate responses related to campus comfort, safety, and operational concerns, including HVAC, electrical, plumbing, fire alarms, and emergency maintenance issues.
¿ Maintain departmental records, files, reports, spreadsheets, and operational documentation.
¿ Provide administrative support for departmental operations, projects, meetings, and communications.
¿ Coordinate front-office operations and ensure excellent customer service for campus stakeholders.
¿ Assist with operational planning and implementation of departmental initiatives and special projects.

Financial Management & Procurement

¿ Assist with development, monitoring, and reconciliation of departmental budgets and operational expenses.
¿ Track expenditures and prepare financial reports, projections, and operational summaries.
¿ Reconcile operational revenue and expenses across applicable institutional systems.
¿ Process purchase requisitions, purchase orders, invoices, p-card transactions, and payment requests in compliance with university policies and procedures.
¿ Coordinate vendor contracts, service agreements, and procurement documentation.
¿ Monitor and track fixed operational costs, utility expenses, and service expenditures.
¿ Support audits, documentation requests, and financial compliance activities.

Warehouse & Inventory Operations

¿ Coordinate purchasing, receiving, storage, and distribution of materials, tools, equipment, and supplies.
¿ Maintain inventory records and conduct periodic audits to ensure accuracy and accountability.
¿ Assist with surplus property management and asset disposition in accordance with university and state guidelines.
¿ Support campus delivery coordination and logistical operations as needed.
¿ Maintain asset records, including acquisition, transfer, and disposition documentation.

Utilities, Data, & Systems Management

¿ Track and analyze utility usage and related expenses.
¿ Prepare reports supporting energy efficiency initiatives and operational performance metrics.
¿ Maintain accurate data integrity within computerized maintenance management systems, inventory systems, and related operational platforms.
¿ Generate operational reports related to work orders, assets, purchasing, inventory, fleet, and departmental activities.
¿ Maintain and update operational databases, records, and system documentation.

Fleet & Operational Logistics Support

¿ Warehouse, Inventory, & Asset Coordination
¿ Coordinate purchasing, receiving, storage, and distribution of materials, tools, equipment, and supplies.
¿ Maintain inventory records and conduct periodic audits to ensure accuracy and accountability.
¿ Assist with surplus property management and asset disposition in accordance with university and state guidelines.
¿ Support campus delivery coordination and logistical operations as needed.
¿ Maintain asset records, including acquisition, transfer, and disposition documentation.

Staff Coordination & Customer Service

¿ Assist with training and coordination of student assistants and support personnel assigned to Facilities Management operations.
¿ Coordinate front-office coverage and daily administrative workflow.
¿ Build and maintain positive working relationships with campus departments, vendors, contractors, and stakeholders.
¿ Respond professionally and effectively to operational concerns and customer service issues.

Additional Responsibilities

¿ Support compliance with university policies, procurement procedures, environmental health and safety standards, and applicable state and federal regulations.
¿ Assist with documentation and reporting related to safety inspections, regulated materials, and operational compliance activities.
¿ Participate in required training and support departmental risk management efforts.
¿ Provide backup support for other Facilities Management functions as needed.
¿ Participate in process improvement initiatives to enhance operational efficiency and customer service.
¿ Perform other duties as assigned to support Facilities Management operations.

Physical Demands:
May spend extended periods sitting and using office equipment and computers. May occasionally lift and move objects weighing up to 25 pounds. May occasionally walk between campus facilities and operational areas to support departmental activities.

Required Qualifications

¿ Associate¿s degree in business administration, management, accounting, public administration, or a related field; or equivalent combination of education and experience.
¿ Experience providing administrative and operational support in a fast-paced environment.
¿ Experience with purchasing, budgeting, reconciliation, customer service, or office operations.
¿ Ability to communicate effectively in English, both verbally and in writing.

Preferred Qualifications

¿ Bachelor¿s degree in business administration, management, accounting, or related field.
¿ Experience in facilities operations, higher education administration, or operational support services.
¿ Experience with computerized work order or enterprise management systems.
¿ Experience with financial reconciliation and procurement processes within a university or public-sector environment.

Knowledge, Skills, & Abilities

¿ Strong organizational, financial, analytical, and problem-solving skills.
¿ Excellent oral, written, and interpersonal communication skills.
¿ Strong customer service orientation and ability to interact professionally with campus stakeholders.
¿ Ability to manage multiple priorities and deadlines in a fast-paced environment.
¿ Knowledge of purchasing, budgeting, reconciliation, and administrative operations.
¿ Proficiency with Microsoft Office Suite and computerized management systems.
¿ Ability to maintain confidentiality and exercise sound judgment.
¿ Ability to work collaboratively with internal and external stakeholders.
¿ Strong attention to detail and data accuracy.
¿ Ability to independently prioritize tasks and support operational efficiency.

USG Core Values

The University System of Georgia is comprised of our 25 institutions of higher education and learning as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found on-line at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct.

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found on-line at https://www.usg.edu/policymanual/section6/C2653.

Institutional Values

Clayton State University will have a positive impact on the State of Georgia and beyond by serving students and the community through broadening access to high-quality education and advancing workforce development. Our statement of core values is adaptability, collaboration, excellence, integrity, and people-centered. Each Clayton State University community member is responsible for demonstrating and upholding these standards. More details on Clayton State's Statement of Core Values and Code of Conduct can be found online at https://www.clayton.edu/strategic-plan/mission-vision-values and https://www.clayton.edu/human-resources/current-employees/resources-policies

Conditions of Employment

Offers of employment are contingent upon completion of a background investigation, including a criminal background check demonstrating eligibility for employment with Clayton State University, as determined by Clayton State University in its sole discretion, confirmation of the credentials and employment history reflected in application materials and, if applicable, a satisfactory credit check. Applicants may be subject to a pre-employment drug and alcohol screening. Candidate must disclose potential, actual, or apparent conflicts of interest in compliance.

Offers are made expressly subject to the applicable federal and state laws, statutes, rules, and regulations of this institution and the Bylaws and Policies of the Board of Regents (BOR) of the University System of Georgia (USG), which are available for your inspection upon request.

Equal Employment Opportunity

Equal opportunity and decisions based on merit are fundamental values of Clayton State University and the University System of Georgia (USG). Clayton State University prohibits discrimination on the basis of an individual's age, color, disability, genetic information, national origin, race, religion, sex, or veteran status ("protected status"). No individual shall be excluded from participation in, denied the benefits of, or otherwise subjected to unlawful discrimination, harassment, or retaliation under, any Clayton State University program or activity because of the individual's protected status; nor shall any individual be given preferential treatment because of the individual's protected status, except that preferential treatment may be given on the basis of veteran status when appropriate under federal or state law.

Clery Disclosure

This position may be considered a Campus Security Authority, CSA. A Campus Security Authority is a Clery-specific term that encompasses certain departments, groups, and individual employees who have a duty to report crimes they become aware of, as defined by the Clery Act.