The Claremont Colleges Services (TCCS) is the shared services organization for a highly regarded cluster of seven independent colleges known as The Claremont Colleges located in Southern California. Today, TCCS is a nationally recognized educational model for academic support, student support and institutional support services to meet the needs of 6,300 students and 2,300 faculty and staff. Some of the more than 30 different services include: campus safety, a central library, health and counseling services, cultural centers, central bookstore, physical plant and facilities support, payroll and accounting, information technology, real estate, risk management and employee benefits.
TCCS is committed to offering a work environment that is supportive, collaborative, accountable and enjoyable. TCCS offers generous time off benefits, employer-paid retirement contributions, tuition remission benefits and professional development opportunities. Our employees also take advantage of discounted meals provided in the TCCS caf, regular employee events and an opportunity to work with exceptional colleagues.
NOTE TO APPLICANT: Please submit your resume and cover letter along with your application. You may submit both documents as one attachment in the My Experience section of the application under the 'resume/CV' upload section, or as separate attachments. Once you submit your application, you will not be able to attach additional documents.
Job Posting Title: Facilities Service Administrator
Provide a broad range of computer functions within a work request database. Includes data entry and updating of current records, creation of custom reports, scheduling and printing of preventative maintenance work requests, and tracking college-owned equipment with manufactured specifications, including warranty and other information as necessary. Coordinate CFS work and customer requirements. Facilitate overall customer service experience with institutions and provide support to department supervisors in order to ensure adherence to customer-service standards.
Operations and Leadership
Conduct reviews of work in progress and upon completion.
Review work assignments, maintenance schedules, and practices, and make improvements as needed.
Responsible for the management of the Work Control System.
Manage several centralized contracted services, such as elevator service and hazardous material disposal.
Assess division equipment needs, prepare reports on equipment status, and create equipment requests using data and sound judgment.
Oversee vendors of goods and services with whom procurement arrangements have been made to ensure high-quality and upholding of contracts and agreements.
Supervise the personnel necessary to support the functions described in this position description.
Act as liaison between CFS and TCC: Handle customer inquiries, complaints, questions, and suggestions in a friendly and professional manner.
Ensure department proposals and quotes are completed thoroughly and timely.
Follow-up on outstanding proposals, as needed.
CFS Supply (General Stores)
Oversee the operation of the CFS supply, including inventory of all maintenance stock, purchasing of materials and equipment, sourcing of specialty or costly items, receiving, stocking, and security.
Manage an annual inventory of all CFS tagged equipment and prepare a report for Financial Services.
Prepare reports on division activities, including information such as work accomplished, work outstanding, man-hour and material expenditures, stock levels, purchases, and program costs.
Prepare monthly billing reports for distribution to the consortium Colleges and TCCS Financial Services.
Review and prepare reports for personnel transactions, such as time off and leaves.
Prepare and manage work control and revenue management reports.
Review division equipment needs, prepare reports on equipment status, and develop equipment requests.
Ensure shop's compliance with Environmental Health and Safety training requirements.
Perform other related duties as assigned.
Number of Direct Reports: 3 Title(s) of Direct Report(s): Compliance Coordinator, Warehouse Operator, Data Entry Clerk.
Required Work Hours: The regular hours for this full-time position are 8 a.m. to 4:30 p.m., Monday through Friday. May be required to work holiday, weekend, and/or evening hours. Regular hours may vary due to needs of the organization or business unit.
Required Qualifications: The following qualifications are required to perform the essential functions of this position, or the individual must be able to demonstrate how the essential functions will be performed (with or without reasonable accommodation) using other qualifications not listed below.
Education and Experience:
A high school diploma or the equivalent.
Experience must include at least two years of experience in a supervisory position.
Knowledge, Skills, and Abilities:
Working knowledge of the functions of multiple building trades.
Familiarity with generally accepted accounting principles, auditing principles, risk management, and procurement standards.
Performance management and effective methods to coaching and develop direct reports.
Use computerized databases and work order systems.
Retrieve data, run, and analyze reports.
Proficiency with Microsoft Office Suite (Word, Outlook, Excel, Teams).
Maintain accurate files and records, some of which may be confidential.
Fluent written and oral English skills.
Effective and professional communication skills with a diverse population of employees, TCCS leadership, vendors, and contracted personnel.
Compose written documents and reports using proper business writing, metrics, tables, and diagrams as needed.
Ability to prepare presentations as needed.
Maintain multiple accounts, and monitor purchase agreements, contracts, and other basic accounting for the division.
Must provide evidence of complete COVID-19 vaccination within 30 calendar days of hire, unless a medical or religious accommodation or exemption is requested and granted.
Preferred Qualifications: The following qualifications are preferred:
Bachelor's degree in Business Administration.
Work experience in facilities operations for an institution of higher education.
Certified Educational Facilities Professional (CEFP) certification.
This job description defines the essential job duties of this position. The Claremont Colleges Services expects that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA).
This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position. When duties and responsibilities change and develop, The Claremont Colleges Services will review this job description and make changes of business necessity.
Equal Opportunity Employer:
TCCS is an equal opportunity employer. TCCS managers make employment decisions on the basis of merit, with the aim to have the best available person in every job. TCCS prohibits discrimination based on race, color, religious creed (including religious dress and grooming practices), gender (including gender identity and gender expression), national origin or ancestry, genetic information, physical or mental disability, medical condition, marital status, registered domestic partner status, age, sexual orientation, sex (which includes pregnancy, childbirth, breastfeeding, and medical conditions related to pregnancy, childbirth, or breastfeeding), military or veteran status, and status with regard to public assistance, or any other basis protected by federal, state or local law or ordinance or regulation. TCCS also prohibits discrimination based on the perception that anyone has any of these characteristics, or is associated with a person who has or is perceived as having any of these characteristics. All such discrimination is unlawful.
The Claremont Colleges, a consortium of five undergraduate liberal arts colleges, two graduate institutions, and Claremont University Consortium, which provides shared institutional support services, is reminiscent of the Oxford-Cambridge model. The undergraduate colleges include Pomona College, Scripps College, Claremont McKenna College, Harvey Mudd College, and Pitzer College. The two graduate institutions include Claremont Graduate University and Keck Graduate Institute.