Whitman College · 13 hours ago
Facilities Services Administrative Manager
WALLA WALLA, Washington, United States
Full-time
Onsite
Senior Level
$55K/yr - $57K/yr
5+ years expWhitman College, located in Walla Walla, Washington, is seeking a Facilities Services Administrative Manager to oversee the administrative operations and financial activities of the department. The role involves providing high-level support to the AVP for Facilities Services and managing various operational processes to ensure efficient service delivery.
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Responsibilities
Support the AVP by managing their work calendar, scheduling and coordinating internal and external (community) meetings and events for the AVP, preparing and distributing agendas and sending other communications. May make travel arrangements and prepare and submit travel, credit card and expense claims
Participate in departmental strategic planning related to capital budget planning and development, with a focus on equitable resource allocation that supports the diverse needs of the College
Serve as liaison when assigned to departments within the College, the public, and/or outside agencies, contractors and vendors to respond to inquiries and provide information on available resources and services
Participate in/on a variety of meetings, committees, and/or other related groups to communicate information regarding FS’ programs, information resources, services, and/or other pertinent information as appropriate. Cultivate and manage relationships with key stakeholders
Develop, monitor, evaluate, and recommend improvement to operational processes, procedures, workflow, and/or standards, ensuring alignment with the College’s mission, values, goals and objectives and local, state, and federal laws and regulations and reducing costs
Manage and administer the budget accounting and complex statistical data; review financial statements, manage financial operations and allocate resources following budget approval. Analyze, interpret and forecast financial costs and provide information to the AVP
Manage and process all financial transactions, such as account payables, credit cards etc. for all FS departments
Plan, organize, monitor and manage the day-to-day processes and operations of a variety of warehousing, logistics, receiving, distribution to campus departments, property administration, and online office supply ordering
Manage and coordinate the implementation, installation, configuration, troubleshooting, maintenance and repair of applicable technologies and associated hardware
Support the preventive maintenance, replacement and coordination to maintain compliance for FS’ communication devices
Lead data gathering activities for benchmarking surveys; review results and make recommendations and implement improvements based on survey findings
Support the management and implementation, installation, configuration, troubleshooting, maintenance and repair of Facilities Services’ computer maintenance management system (CMMS) technologies and associated hardware
Lead the coordination of the College’s Rental Fleet Program
Manage the Fleet software program for scheduling use of fleet vehicles, preparing paperwork, billing departments for usage, keeping vehicle insurance list current, and maintaining van-certified drivers list
Work closely with the Grounds-Automotive Department, ensuring vehicles are clean and in safe operating conditions
Work closely with the EHS Department, ensuring all College vehicle operators have completed an MVR and Driver’s Safety training
Update and provide the AVP with recommendations on policy changes as appropriate and as updates are needed
This position may have to work after hours and perform other related duties as assigned management responsibilities
Qualification
Required
Knowledge of supervisory principles
Strong organizational skills and the ability to prioritize and manage multiple tasks while considering the varied needs of a diverse community
High degree of accuracy and attention to detail including spelling, proofreading, composition of correspondence and accurate reports with minimum guidance and direction; communicate effectively in English (proper usage, spelling, vocabulary, and grammar)
Excellent communication skills, both verbal and written, are necessary to diplomatically relate to students, families, other campus departments, overseers, trustees and external constituencies
Ability to work in an open office setting with frequent interruptions from telephone calls and walk-in visitors
Financial & budgeting principles and practices
Applicable federal, state, and local laws, rules, regulations, and ordinances
Non-profit/college fund accounting systems and principles
Advanced internal control practices
Advanced financial analysis principles and methods
Research methods and techniques
Automated financial systems
Perform mathematical calculations with accuracy; develop and maintain statistical records
Perform difficult, complex and specialized administrative work with accuracy and speed; type or keyboard with accuracy and efficiency from clear copy or handwritten notes; take and transcribe minutes/memos with speed and accuracy
Ability to perform effectively in a fast-paced environment with competing priorities
Ability to positively and actively contribute to the College's core values of diversity, equity, inclusion, antiracism and access
Ability to maintain confidentiality and professionalism
Ability to take initiative on new projects and use problem solving skills to find creative solutions
Willingness to work as part of a diverse team, and to take on responsibilities which will help the team reach FS' goals and uphold the College's commitment to DEIA
Associate's degree and 5+ years of experience supporting financial and administrative operations in a complex organization, including responsibility for budget tracking, financial transactions or operational coordination
Demonstrated strong computer skills including proficiency with Microsoft Office Suite (Word, Excel and PowerPoint), familiarity with Google Workspace applications (Google Drive, Google Calendar, Gmail, etc.), and ability to learn new software (e.g., financial, CMMS) programs quickly
Preferred
Bachelor's Degree AND 5+ years of experience
Experience in higher education
Experience in a Facilities Services environment
Other relevant subject matter expertise, education, training or professional certifications in addition to the above-referenced degree
Benefits
Medical/Dental/Vision Insurances.
Basic life, accidental death and dismemberment and long term disability insurances with the capability to elect additional voluntary coverage.
403(b) Defined Contribution Retirement Plan with a 10% matching contribution after eligibility requirements are met.
Paid Time Off: 20 accrued vacation days, 12 accrued sick days, 13 paid holidays.
Tuition Remission – Dependent Children
Employee tuition waiver for two Whitman courses per semester.
Employee Assistance Program
Relocation assistance for eligible employees.
Company
Whitman College
Whitman College is a private liberal arts college based in Walla Walla, Washington
201-500 employees
H1B Sponsorship
Whitman College has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (11)
2024 (5)
2023 (3)
2022 (5)
2021 (3)
2020 (6)
Funding
Current Stage
Growth StageTotal Funding
$8M2015-04-02Grant· $8M
Leadership Team
Dan Terrio
Chief Information Officer
Ginger Withers
Co-Director and Founder: Brain, Behavior and Cognition Program, Whitman College
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