Assistant Director of Operations

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Tampa, FL

Job Title: Assistant Director of Operations

Location: The Village, University of South Florida (Tampa, FL)  

Reports to: Director of Facilities  

Salary: $55,000.00 – $60,000.00

FLSA Status: Exempt  

Summary

The Village is comprised of five residence halls housing approximately 2,000 undergrad students and 2 asset buildings. Reporting to the Director of Facilities; the Assistant Director-Facilities Operations is primarily responsible for assisting with daily operations, facilities administration, account management & relations, office coordination, and developing a student-centered approach to operations. The ideal candidate will have proven customer service skills, experience with facilities management including managing work order processes and scheduling experience for facilities projects, possess strong administrative and organizational skills while developing policies and procedures for the residential community. 

Essential Duties and Responsibilities

Leadership:

  • Professional attitude and actions at all times; role model to staff.
  • Enforce Management policy and procedures.
  • Support Leadership team members.

Administrative:  

  • Coordinate all office operations, accounts payable / receivable, filing and file audits.  
  • Supervise Facilities Coordinator.
  • Assists in responsibilities for data entry; generating regular and recurring reports; maintaining up to date files. 
  • Secures appropriate insurances and paperwork from vendors.   
  • Takes part in regular review and audit of policies and procedures.  
  • Participate in rotating management 24-hour on-call duties.  
  • Work with various partners and staff to manage reporting schedules and expectations.  
  • Participates in staff recruitment, selection, training, evaluation and policy enforcement.   
  • Participates in monitoring and management of the site-operating budget.   
  • Work with supervisors and coordinator to manage training schedules and to support administrative responsibilities.  
  • Assists in maintaining policy and procedure manuals and maintaining key logs and protocols.   
  • Primary scheduler of Preventative Maintenance and Safety Equipment inspections. Primary escort for these vendors. These are proactive services.

 Facilities:  

  • Assisting Director and Supervisors in coordinating work, projects and vendors.   
  • Assists in review of work orders; coordinating turn schedules; follow up with work order issues and complaints.
  • Assist with move out, turn, move in that could include after hours and on weekends.   
  • Takes part in regular safety and compliance audits/ inspections; i.e. Fire Drills, ENS testing, etc.
  • Leads safety discussions and presentations.
  • Assists in capital projects, asset management, and scheduling/coordination.
  • Conducts asset walks in all buildings; residential building walks are with ResEd, nonresidential buildings are with USF and other partners.
  • Conducts biannual walks of the entire property creating a deficiency report.
  • Works with supervisors for information so that it can be shared with ResEd RLCs daily. Direct contact for RLCs.
  • Key and core management
  • Supervise Housekeeping Supervisor by holding the Supervisor accountable to the cleanliness of the property.

 Student Approach:   

  • Assist in creating a student first atmosphere in the community.   
  • Assist in developing procedures, policies, and training for staff to achieve the highest standards of customer service.   
  • The first line of communication and follow up with students. Directly investigates concerns, works with Director and Supervisors to get appropriate answers before closing out with a student and their concerns.
  • Other duties as assigned.  


Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  While performing the duties of this job, the employee is frequently exposed to wet and/or humid conditions; moving mechanical parts; fumes or airborne particles; toxic or caustic chemicals; outside weather conditions and risk of electrical shock.  The noise level in the work environment is usually moderate.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is frequently required to climb or balance and stoop, kneel, crouch, or crawl. The employee is occasionally required to sit. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision and distance vision.

Education/Experience Required:
High school diploma or general education degree (GED) and three to five years’ experience.

Skills Required:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Language Skills – Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.   Ability to speak effectively before groups of customers or employees of the organization.  All must be accomplished in English.
  • Mathematical Skills – Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.  Ability to apply concepts of basic algebra and geometry.
  • Reasoning Ability – Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
  • Computer Skills – To perform this job successfully, an individual should have knowledge of Microsoft Word, Excel, and Outlook. Must be computer literate.
  • Other Skills and Abilities – Ability to operate basic office equipment including photocopier, fax, and telephone.  Basic typing and computer skills.

Other Information

Salary commensurate on experience. Competitive benefits package, including health benefits, dental benefits, vision coverage, and 401K. Applicants must be able to pass a pre-employment background check and drug screening.