This position reports to the Director of Facilities Management and is responsible for performing budget, financial analysis, and procurement duties for the department, and managing special projects including construction and renovations as assigned. This position includes substantial latitude of independent action in establishing plans, policies and procedures within a functional area, including making decisions within the context of approved goals and budgets.
Essential Job Functions:
Work with the Director of Facilities Management to prepare projects by investigating existing conditions; evaluating options for improvement; and recommending solutions to continue to improve facilities;
Work with Director in overseeing implementation of projects by assigning work orders or hiring outside contractors to continue to improve facilities;
Directs the work activities of Supervisors and departmental staff as assigned by the Director of Facilities Management;
Manage all Facilities Management contracts ensuring complete documentation of contracts, including:
Fire safety services
Chiller & fume hood maintenance
Cowan Dining Hall equipment service (for Center-owned equipment only)
Water treatment services
Waste disposal services
SchoolDude (work orders & inventory programs)
Equipment Depot (equipment inspections)
Annual air filter orders
Baumann Paper (paper & custodial products)
Boyle Co. Health Department (Hepatitis B vaccines-summer)
Bleacher & ball goal inspections & maintenance
as per 2009 NFPA 102 Standard & ICC 300-2007 Building Codes
FM & Grounds bottled water account
Assist management with administration of Facilities Management projects and procurement as needed:
Review, obtain approvals from appropriate Centre staff, and process construction applications for payment, charging to correct account number(s)
Request demolition building permits
Make sure contractors (and their subs) are aware of requirements - City of Danville business license, request demo & building permits, submit plans to planning & zoning, etc. as required
Process direct material purchases (for tax-exemption) & maintain files of invoices;
Request and issue tax exemption certificates to all materials vendors
Request and issue purchase orders and change orders for direct materials purchases
Process payments for direct materials purchases
Provide campus map, academic calendar, building information, blueprints, etc. as needed;
Attend construction meetings and provide payment updates;
Schedule fire safety upgrade projects;
Solicit competitive bids, request and issue purchase orders, and process payments for contract renewals in a timely manner:
involve appropriate Centre/Facilities Management staff in the review of any contract changes or to confirm contract renewals
Request updated certificates of insurance from contractors when their COIs expire;
Setup and renew tax exempt accounts with new vendors and websites:
Request and issue tax exemption certificate to vendors
Complete credit applications
Setup tax exemptions for online accounts
Assist management by assembling a presentation of progress photos of construction projects for the Board of Trustees’ meetings;
Assemble, maintain, and distribute department reference information, contacts list, material and equipment documents, building plans, drawings, and related materials in electronic and printed formats;
Assist management with Greek Park walkthroughs and punch list work orders.
Other Financial/Budget/Procurement Duties:
Assist in the preparation of the annual department budget;
Assist in the preparation of annual request for capital projects;
Maintain capital projects files for each project, capital budget information, and account numbers; issue purchase orders and process payments for capital projects;
Request open purchase orders and issue change orders as funds are depleted throughout the year
Issue purchase orders, and process payments for all purchases $1,000+
Enter check requests and process and submit invoices to the Finance office weekly
Resolve billing issues with vendors or contractors
Request change orders and journal entries to code transactions to correct accounts
Assist vendors and contractors with setup in payment system; obtain documentation and submit to finance office:
W-9 & “Remit To” address
Certificate of insurance required for all contractors and their subcontractors
send vendors/contractors list of college’s insurance requirements
ACH/Direct Deposit forms (optional)
Make Facilities Management purchases via college credit card, maintaining receipts, giving copies to Inventory Control Coordinator for records, and signing off on purchases on VISA Intellilink;
Appreciation of, a sensitivity to, and respect for a diverse academic environment, inclusive of students, faculty and staff of many social, economic, cultural, ideological, racial and ethnic backgrounds.
Marginal Job Functions:
Contribute to the overall success of the department by performing all other essential duties and responsibilities as assigned.
Education and Experience
High school diploma with an Associate’s Degree (A.A.) preferred and or equivalent from a two-year college or technical school in business or related area; five to ten years’ experience and/or training; or equivalent combination of education and experience.
Knowledge and Skills
This position requires the ability to draft and edit correspondence; train or instruct employees in the same department; or other tasks requiring significant communication skills. Handles confidential information. Ability to work on call in an emergency. Maintain valid Kentucky driver’s license is required.
Walking or standing. Lifting and/or carrying object weighing 5-20 lbs. Lifting and/or carrying objects weighing more than 20 lbs. Pushing or pulling of carts, dollies, and the like. Driving an automobile, van or truck on public road and highways. Proof reading and checking documents for accuracy. Using a keyboard to enter, retrieve or transform data. Closely examining or inspecting materials.
Centre College, a highly selective liberal arts college of about 1,400 students, has one of the nation’s premier study abroad programs and is ranked among the top fifty National Liberal Arts Colleges by U.S. News & World Report. Classes are small and academic standards are high. Centre graduates enjoy extraordinary success, with entrance to top graduate and professional schools, prestigious fellowships for further study abroad, and rewarding jobs. Centre strives to create an environment where differences are celebrated rather than discouraged, where the individuals have the opportunity to exchange ideas and share in the richness of mutual experiences. Please view the Statement of Community.The College is located in Danville, Kentucky, a town of 18,000 recognized for its high quality of life. It is within easy driving distance of Lexington, Louisville, and Cincinnati. Centre College is committed to an environment that welcomes and supports diversity. For information concerning the college, visit our web site at www.centre.edu.