To provide highly skilled facilities management administrative and technical support to the Assistant Vice President (AVP) for Facilities Management and Campus Operations, and to Directors. Be a go-to person who reflects well on the Office of Facilities Management, representing the Office with faculty,staff, and student interactions.
Relieve Assistant Vice President (AVP) of a wide variety of administrative and compliance duties. Become major point-of-contact for Office of Facilities Management (OFM) with end clients on campus.
Investigate client issues and complaints and requests for OFM services, coordinate responses with appropriate OFM director.
Interpret administrative decisions and policies including state reporting requirements, review operating practices and implement improvements where necessary; track employee compliance with UTA policies.
Provide significant input to the OFM Business Continuity Plan.
Maintain the AVP's appointment schedule. Coordinate and schedule meetings, conferences, teleconferences, travel and workshops.
Assist with service account billing – track work assignments and verify cost center for each project and each billing. Learn utilities account billing over 12 month period, and then serve as back-up person to perform utility on-campus billing when necessary.
Maintain construction and administration meeting agendas, and record, transcribe and distribute minutes of meetings.
Assist in making travel arrangements for staff, and prepare travel reimbursement vouchers.
Research technical issues related to engineering, architecture and construction topics, and summarize findings in executive summary format. Provides historical reference by developing and utilizing filing and retrieval systems.
Compose complex correspondence, communications, presentations, memorandums, and other documents. Set-up, organize, and maintain extensive construction project files for the Associate Directors, Assistant Directors and the Assistant Vice President (AVP).
Prepare quarterly Compliance Reports and Annual unit effective plans; monitor and update Facilities Management Policies and Procedures manual, Emergency Management Plan.
Assist in providing hospitality services for meetings and events, including arrangements for facilities, food and beverages, and financial arrangements. Manage office and occasionally serve as back-up administrative front desk staff.
Monitor, screen, respond to and distribute incoming communications.
Other functions as assigned.
Bachelor's degree or the equivalent experience;
6 years of relevant work experience in either facilities management, construction, or a related field;
6 years upper level technical administrative experience;
Strong administrative and program management experience;
Strong mathematics skills;
Strong technical writing skills;
Ability to competently interact with highest level of university leadership including deans, vice presidents and president.
10 years of progressively increasing experience supporting upper level managers.
10 or more years of experience providing support to upper level management preferably in higher education facilities management (of secondary education or large corporate facilities management) managing schedules, project descriptions, planning forms, tracking open items, coordinating with clients and stakeholders at high levels such as with deans and vice presidents on campus.
Strong organizational skills with great attention to detail; demonstrated team leadership with excellent interpersonal skills.
Bachelor’s degree in Construction Management or related facilities management field. Examples include facilities management, maintenance and operations in a large institutional or corporate facility, construction settings with responsibilities to support architects, engineers, city construction department(s), or contractors, or related field.
Proficiency with MS Office applications, including but not limited to PowerPoint, Excel, Word, Microsoft Project, and Outlook.
Experience preparing cost accounting documents for construction projects in basic Excel spreadsheets.
Must maintain confidentiality and have ability to work and interact with diverse staff.
Detail-oriented individual with excellent speaking, written and communication skills.
Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment.
Ability to do field inspections, compile information from campus stakeholders, investigate complaints, take photographs, and prepare PowerPoint presentations.
Internal Number: 7489
About University of Texas at Arlington
The University of Texas at Arlington sets the standard for educational excellence in the thriving Dallas-Fort Worth metropolitan area and is one of the nation’s fastest-growing public research universities. With an enrollment of 38,000 on-campus students and an additional 15,000 online degree-seeking students, UTA is the second-largest institution in The University of Texas System. The University offers more than 180 bachelor’s, master’s, and doctoral degrees through 10 colleges and schools and is rising in stature through its commitment to transforming the lives of students, pushing the boundaries of knowledge, and serving a growing and diverse community. UTA has developed a strategic plan, “Bold Solutions, Global Impact” (http://www.uta.edu/strategicplan). Taking advantage of our unique location at the center of the fastest growing urban region in the U.S. and adjacency to the Dallas-Fort Worth International Airport, our vision is to be ‘The Model 21st Century Urban Research University’. To support this vision, our strategic plan focuses on four over-arching themes across the University: Health and the Human Condition, Sustainable Urban Communities, Global Environmental Impact, ...Data Driven Discovery and Knowledge Management. The College of Engineering is playing a critical role in the advancement of each of these themes. Our highly ranked academic programs attract the best and brightest scholars from around the world, and our faculty and students consistently receive national and international recognition for their accomplishments. U.S. News & World Report ranks UT Arlington fifth among national universities for undergraduate diversity, we are a designated Hispanic Serving Institution, and the Military Times recently named UTA as the best 4-year College for veterans in the state of Texas. The Chronicle of Higher Education ranks UT Arlington among the 20 fastest-growing public research universities in the United States over the last 10 years. With a population of 7 million, the Dallas-Fort Worth Metroplex is the fourth-largest urban area in the United States. It covers an area larger than the states of Rhode Island and Connecticut combined. The Metroplex is the economic and cultural hub of North Texas and has the 10th-largest gross metropolitan product in the world. Not only is it an exciting place to live and work, the Metroplex offers UT Arlington a host of unparalleled scholarly, research, and economic activity. UTA has been a catalyst for redevelopment and revitalization in the central business district of Arlington, establishing a true college town environment in downtown Arlington. UTA’s 20-acre, mixed-use College Park District provides new special events and student living space, restaurants, and parking as part of its broad-based initiative to generate and support economic activity at the city’s urban center. In addition, the University is expanding its footprint in both Fort Worth and Dallas and has plans to increase its global presence building on active partnerships led by the College of Business and the College of Nursing and Health Innovation in Central and South America, South East Asia and the Middle East. For more information on University of Texas at Arlington, visit: www.uta.edu