Facilities Operations and Procurement Manager

As the Facilities Operations and Procurement Manager, you will need to think creatively and serve as a leader driving the departments organizational success for procurement, operations, and customer service. You will be an active member of the Facilities Management team and will work closely with the Assistant Vice President to skillfully execute strategic plans centered on accomplishing internal metrics for warehouse, mailroom, and access control systems operations. You will thrive in this role if you like combining your construction, engineering, or facilities management background and comprehensive experience with project administration while effectively managing departmental work order administration focused on supporting the ESU Campus community. To be successful in this role, you must possess progressive supervisory experience, strong working knowledge of federal, state, & local compliance regulations, and working experience soliciting development, bidding, and contract administration.

Your schedule will be 8:00 AM to 4:30 PM, Monday to Friday. You may have to flex your schedule from time to time based on the needs of the business to be a true Facilities Operations and Procurement Manager. When our team shows up for work, they are energized and motivated to succeed – all while being the most crucial piece to keeping the ESU operations humming.

What Will I Do At ESU? (AKA Essential Duties)

Facilities Operations Leadership

• Provide leadership and oversight for departmental administrative operations, warehouse services,
  mail services, customer care functions, and facilities support services.
• Supervise and evaluate assigned professional, administrative, and support staff.
• Develop, implement, and maintain departmental policies, procedures, and operational standards.
• Assist the Assistant Vice President for Facilities Operations with strategic planning, operational initiatives, and special projects.
• Ensure campus event setups are coordinated, scheduled, and completed accurately and in a timely manner.
• Oversee management of the University’s fleet assets and related operational procedures.
• Manage facilities supply inventories and ensure efficient distribution of departmental resources.

Procurement and Contract Administration

• Direct and manage procurement activities for Facilities Management, including construction, professional services, technical services, maintenance services, and specialized service contracts.
• Develop solicitation documents, bid packages, requests for proposals, and related procurement materials for facilities projects.
• Coordinate and administer procurement processes including pre-bid conferences, solicitation activities, bid openings, evaluations, contract awards, and contract administration.
• Participate in planning meetings, selection committees, bid evaluations, and project-related procurement activities.
• Manage the University’s open-end professional design services solicitation process.
• Assist in the negotiation and administration of architectural, engineering, and consulting agreements.
• Ensure procurement activities comply with applicable federal, state, PASSHE, and University policies, regulations, and procedures.
• Review procurement documentation and contract administration processes to ensure accuracy, compliance, and operational effectiveness.

Capital Planning & Project Support

• Participate in the development and implementation of capital construction and facilities improvement plans.
• Support the planning, design, construction, and closeout phases of capital projects in collaboration with the Director of Planning, Engineering & Project Management.
• Coordinate procurement support activities throughout project development and execution.

Space Management and Facilities Systems

• Develop, maintain, and oversee the University’s inventory of building, room, and space utilization data.
• Assign and classify space in accordance with applicable standards, policies, and reporting requirements.
• Generate space utilization reports, analyses, floor plans, and related data for institutional planning and decision-making purposes.
• Oversee administration of facilities management software systems, including computerized maintenance management systems (CMMS) and related operational databases.

Access Control and Security Systems

• Maintain administrative oversight of physical and electronic access control systems serving University facilities.
• Develop, implement, and maintain policies and procedures governing key management and electronic access controls.
• Ensure effective management of physical keys, access credentials, and electronic security systems.
• Supervise staff responsible for key and card access administration.

What We’re Looking For (AKA Qualifications)

• Bachelor’s degree in Business Administration, Public Administration, Construction Management, Engineering, Architecture, Facilities Management, or a related field; or an equivalent combination of education, training, and experience.
• Five (5) years of progressively responsible experience in facilities management, procurement, construction, project administration, or a related field.
• Experience supervising staff, administering procurement and contracts, and managing operational systems, including access control and CMMS.
• Able to read, write, and comprehend English; able to follow verbal instructions.
• Valid Drivers License.
• Experience with Word, Excel, Teams required.

Preferred Qualifications

• Experience in higher education facilities management.
• Knowledge of Pennsylvania public procurement laws and construction contracting.
• Experience with Banner, ERP, CMMS, or other facilities, procurement, inventory, and space management systems.
• Strong organizational, project management, communication, and leadership skills.
• Ability to manage multiple priorities, exercise sound judgment, maintain confidentiality, and build collaborative relationships.
• Ability to perform standard office duties, travel throughout campus, and occasionally lift up to 25 pounds.

What We Offer

• Outstanding benefits package including benefits such as medical from date of hire, retirement contributions, employee wellness program, and paid leave
• Salary Based on Experience

Living by the Warrior Code:

• Accountable for One’s Actions
• Committed to Self-Growth
• Willing to Sacrifice for the Greater Good
• Positive, Honest, and Loyal
• Respectful of the Environment and Community
• Dedicated to Empowering Others

Employment Eligibility & University Commitment

Must be at least 18 years old and be able to read and write English. Employment with ESU is contingent on the selected candidate passing a thorough background check that includes: FBI fingerprinting, PA Child Abuse, and employment. We are proud ESU is an equal opportunity employer. For more information on President Long’s 10-point plan, click here: https://www.esu.edu/president/10-action-plan.cfm

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