1321 Assistant to the Vice President for Administrative Services

POSITION IDENTIFICATION

TITLE Assistant to the Vice President for Administrative Services

CLASSIFICATION NUMBER 1321

GRADE 46

CLASSIFICATION Exempt

IMMEDIATE SUPERVISOR Vice President for Administrative Services

MAJOR ADMINISTRATOR President

GENERAL FUNCTION

The Assistant to the Vice President for Administrative Services assists the Vice President for Administrative Services by serving as an extension of the Vice President in terms of communication and coordination, completing special projects assigned by the Vice President, and representing the Vice President as assigned at meetings and on committees. The Assistant to the Vice President for Administrative Services is responsible for the provision of comprehensive facilities planning assistance to all University units to ensure maximum utilization of physical space resources for both academic and administrative units and facilitates location and relocation activities. The Assistant to the Vice President for Administrative Services oversees University storage facilities, serves as University liaison with neighborhood groups, communicates with Building Coordinators, and assists the Vice President with capital appropriation requests. The Assistant to the Vice President for Administrative Services oversees the operation of Printing and Postal Services. The Assistant to the Vice President for Administrative Services assists the Vice President in coordinating the development of annual budgets for Administrative Services’ departments and monitoring all budgets on a regular basis. The Assistant to the Vice President for Administrative Services assists with Administrative Services office management and helps to instill an attitude of customer-oriented service within the units of Administrative Services.

MINIMUM ACCEPTABLE QUALIFICATIONS

Education: A bachelor’s degree is required with an emphasis in public administration, business administration, management, or a related field is required. A master’s degree is preferred.

Experience: At least five years of progressively responsible administrative experience is required, which includes experience in project management and facilities and space planning. Experience working with community leaders is preferred.

Skills: Effective verbal and written communication skills are required. Demonstrated ability to negotiate with different constituencies, develop consensus among groups with diverse goals, and implement plans of action is required. A record of successful leadership while directing the efforts of professional staff in a complex organization, preferably in higher education, is required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required. Database management skills are preferred. The ability to read and interpret technical facilities drawings and related documents is preferred.

Effort: The responsibilities of this position require regular visits to campus facilities, including using stairs and ladders in University buildings and construction sites.

Other: The nature of the job requires being available to respond to emergency situations that may occur during evenings, nights, and weekends.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Assists and provides support for the Vice President by serving as an extension of the Vice President in terms of communication and coordination with directors in Administrative Services and those external to Administrative Services, completing special projects assigned by the Vice President, and representing the Vice President at meetings and on committees.

2. Assists with facilities resource planning and space management by analyzing administrative and academic space utilization, conducting system-wide, comprehensive facilities audits, and supervising the Scheduling Coordinator and student and assigned employees.

3. Ensures the University makes the best use of its available physical spaces by examining space usage requests and developing proposed solutions for implementation, coordinating efforts by Planning, Design & Construction, Energy Management, and Facilities Management to remodel existing facilities, planning for relocation of University departments, programs, and operations as needed, and directing contract movers to execute relocation of these departments.

4. Serves as an active participant and coordinates the efforts of the University Space Allocation Advisory Committee to assure informed decision-making and efficient implementation of recommendations.

5. Assures the University’s responsiveness to concerns about space needs by processing all requests for facility additions, modifications, and utilization changes in a timely manner.

6. Coordinates the use of non-University-owned space for University purposes by managing the Rental of Facilities budget.

7. Assists the Vice President in negotiating and managing rental leases as well as offers and contracts for purchases of real property.

8. Provides coordination and oversight of services and goods contracts for leased properties, manages work requests for all leased properties, coordinates with lessor and contractors to provide for leased properties’ facility needs, including grounds, maintenance, and custodial services.

9. Coordinates work required by in-house Facilities Maintenance staff, including Planning, Design & Construction review and approval of project estimates for Campus Construction Team projects in leased properties or in campus facilities being prepared for new occupants.

10. Assures the timeliness and reliability of information gathered on space utilization by

managing and administering the University’s scheduling and space management database, 25Live.

11. Provides leadership and management to Printing and Postal Services to assure timely distribution and processing of US and campus mail for all organizational units of the University and to provide a variety of quality printed material for all departments, faculty, staff, and students in a full-service digital printing facility.

12. Represents the Vice President in coordinating the development of annual budgets of departments within Administrative Services, monitors departmental budgets on a regular basis, and participates in Administrative Services staff meetings.

13. Oversees operations and management of the 800 MHz trunked two-way radio system for units of Facilities Management and Safety and Transportation.

14. Completes special projects as assigned by the Vice President for Administrative Services.

15. Encourages high morale and the delivery of quality, customer-focused services by the departments, units, and employees of Administrative Services by employing a leadership style that motivates employees to accomplish established goals and objectives in a collegial, self-motivating manner.

16. Facilitates a work environment that encourages knowledge of, respect for, and the development of skills to engage with those of other cultures and backgrounds.

17. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development seminars, and attending training and/or courses required by the Vice President for Administrative Services.

18. Contributes to the overall success of the Administrative Services unit by performing all other duties as assigned.

SUPERVISION

The Assistant to the Vice President for Administrative Services is supervised by the Vice President for Administrative Services and supervises the Manager, Printing and Postal Services, the Scheduling Coordinator, administrative support staff, and student workers.

OFFICE OF HUMAN RESOURCES

JANUARY 2016

JOB FAMILY 4

Factor 1: Professional Knowledge, Skill, and Technical Mastery

Level 4 - 2300 Points: Knowledge of the principles, concepts, practices, methods and techniques of an administrative, managerial, or professional field such as accounting or auditing, financial management, business administration, human resources, engineering, social sciences, communications, education, law, or medicine. Knowledge permits the employee to complete assignments by applying established methods to recurring types of projects/problems susceptible to well-documented precedents or to schedule, plan, and carry out precedented projects. Alternatively, knowledge at this level might also permit the employee to carry out precedented projects requiring considerable experience in specific areas within higher education. Knowledge at this level is typically acquired through a combination of formal education and/or training and experience that includes a requirement for a college degree in a specific technical or professional specialty along with significant related work experience. Alternatively, equivalent knowledge requirements at this level include a non-technical or general Bachelor's degree requirement with substantial work experience or a non-specific Master's degree requirement with substantial work experience. Knowledge requirements generally also include a significant amount of related work experience and may include administrative or supervisory experience.

Factor 2: Supervisory Responsibility

Level 5 - 730 Points: Supervision of (a) several work teams or work team leaders, (b) a rather large group of operative, administrative support, or paraprofessional employees, (c) a work group involving direction of skilled technical employees, (d) professionals in technical and skilled areas, and/or (e) subordinate supervisory personnel. The incumbent performs a full range of supervisory responsibilities including the authority to hire, train, transfer, promote, reward, or discipline others. Supervision will likely be general rather than close supervision of others. At this level, supervisory responsibilities consume significant amounts of work time and include substantial responsibility for work planning activities, staffing, and performance management as well as budgeting and planning functions.

Factor 3: Interactions with Others

Level 4 - 500 Points: Interactions with others are somewhat unstructured. The purpose may be to influence or motivate others, to obtain information, or to control situations and resolve problems. Interactions may be with individuals or groups of co-workers, students, or the general public, may be moderately unstructured, and may involve persons who hold differing goals and objectives. Individuals at this level often act as a liaison between groups with a focus on solving particular unstructured problems. Interactions at this level require considerable interpersonal skill and the ability to resolve conflict.

Factor 4: Job Controls and Guidelines

Level 3 - 500 Points: The employee operates under general supervision expressed in terms of program goals and objectives, priorities, and deadlines. Administrative supervision is given through statements of overall program or project objectives and available resources. Administrative guidelines are relatively comprehensive and the employee need only to fill in gaps in interpretation and adapt established methods to perform recurring activities. In unforeseen situations, the employee must interpret inadequate or incomplete guidelines, develop plans, and initiate new methods to complete assignments based on those interpretations. Assignments are normally related in function, but the work requires many different processes and methods applied to an established administrative or professional field. Problems are typically the result of unusual circumstances, variations in approach, or incomplete or conflicting data. The employee must interpret and refine methods to complete assignments. Characteristic jobs at this level may involve directing single-purpose programs or performing complex, but precedented, technical or professional work.

Factor 5: Managerial Responsibility

Level 5 - 2350 Points: Work involves primary accountability for a larger department, program, or process. Work activities involve managerial decisions that directly affect the efficiency, costs, reputation, and service quality of the department, program, or process. Work affects a limited range of professional projects or administrative activities of the University, influences internal or external operations, or impacts students, faculty, and/or staff. Work activities have a direct and significant impact on the department. Work activities also have a significant effect on the efficiency and reputation of the cost center and represent a relatively major function within the cost center. At this level would be jobs in which the incumbent may have responsibility for developing budgets, distributing budgeted funds, and exercising primary control over a moderately-sized budget.