DUTIES AND RESPONSIBILITIES

(including, but not limited to):

Essential Duties:

Strategic Leadership & General Administration Oversee, evaluate, and optimize the daily administrative functions of the department, continuously refining protocols to drive operational efficiency and service quality.\nDevelop and execute a comprehensive action plan and service model for administrative services to support university-wide projects and initiatives.\nDevelop, design and monitor departmental policies and procedures, ensuring they are audited, updated, and implemented at least annually to maintain regulatory compliance and exceptions.\nParticipate in and drive special projects and cross-functional initiatives as directed by the Executive Director prioritizing competing tasks in alignment with executive leadership goals.\nDevelop processes and facility condition reports, tabletop design and facilitation, Oversee the lifecycle of all physical and network departmental files, enforcing strict compliance with university and department data retention policies.\nDesign and develop departmental newsletter and website updates along with reporting and FAQs. Facilities Operations & Work Order Systems Administer current system and develop training for the enterprise facilities work order system and Computerized Maintenance Management System (CMMS), establishing protocols for high-efficiency intake, prioritization, tracking, and closeout of maintenance requests.\nDesign and deploy training, guidance, and ongoing performance support for technicians and supervisors utilizing the CMMS and automated dispatch workflows.\nAlign and coordinate daily maintenance priorities across directors, assistant directors, supervisors, and technicians to ensure clear organizational alignment.\nServe as the critical liaison between administrative leadership and field technicians regarding scheduling constraints, performance standards, and data documentation.\nMonitor and accelerate urgent and emergency work orders, ensuring immediate response and resolution.\nCreate and implement program for work order audit sessions during weekly leadership meetings to analyze open items, operational bottlenecks, and service trends.\nDesign and generate of the weekly Facilities Operations and Work Order Report, utilizing CMMS data streams to map labor allocation, backlog metrics, and completion rates.

Business Intelligence, Training & Safety Define Performance Metrics:

Establish, track, and analyze Key Performance Indicators (KPIs) including response times, backlogs, and completion rates to drive data-backed team accountability.\n

Deliver Executive Reporting:

Synthesize operational data into weekly work order reports and KPI dashboards for executive review and presentation.\nManage the Facilities Emergency Management framework, designing and executing a comprehensive disaster recovery plan.\nFacilitate high-impact quarterly tabletop crisis exercises and drills for facilities personnel to guarantee team readiness.\nWork with Executive Director to create Emergency management recovery plans including all related events and exercises. .\nForm, chair, and maintain the state-certified Workplace Safety Committee in strict alignment with the Pennsylvania Department of Labor and Industry.\nCoordinating mandatory staff training and maintaining an audited training database. Stakeholder Engagement & Customer Experience Serve as the point of escalation and primary contact for complex or high-priority requests from departments, students, parents, and community neighbors.\nEstablish and implement formal Customer Service SLAs to formalize and guarantee service delivery benchmarks.\nManage the formal intake of community data, delegating execution to internal or external resources while holding parties accountable to strict completion deadlines.\nDirect and broadcast critical messaging to university stakeholders during unscheduled utility outages and facilities emergencies.\nForge and sustain strategic partnerships with vital internal departments, including Finance, Human Resources, and Campus Safety.\nServe as the primary facilities conduit to Human Resources for the seamless rollout and implementation of staff-facing university policies. Vendor, Contract & Permit Management Partner with directors and legal stakeholders to evaluate, select, and execute optimal contract documents for design, maintenance, repair, and construction services.\nAuthorize and route all required documentation and executive signatures for contract validation in accordance with university policies.\nManage contract administration by holding external contractors accountable to documentation, compliance materials, and insurance verifications.\nSupervise the vendor database and drive Request for Quote (RFQ) and Request for Proposal (RFP) processes to secure competitive bidding.\nCoordinate the municipal permit application lifecycle with the City of Chester and other regulatory bodies, serving as the lead liaison to accelerate permit review and issuance. Fiscal Accountability & Financial Support Track, analyze, and manage the department's financial footprint, providing weekly budget reporting, forecasting, and status updates.\nReview and approve purchase requisitions, blanket purchase orders, and capital project spend to guarantee fiscal responsibility and maximum value.\nConduct processing and auditing of a high volume of vendor invoices, partnering with central Finance to ensure accurate, timely, and policy-compliant payments. Secondary Responsibilities Perform other job-related duties as assigned or directed to support departmental needs and align with the mission, values and goals of the Facilities Management and Widener University.

MINIMUM QUALIFICATIONS

(education/training and experience required):

Required:

Bachelor's degree in Facilities Management, Business Administration, Office Administration, or related field or ten (10) years of relevant experience. A combination of education and experience may be considered.\nFive (5+) years in the following areas are required: Progressive operational facilities administrative support. A combination of education and experience may be considered.\nProgram management development, implementation, and oversight.\nContract management experience with end-to-end process responsibility from RFP, vendor identification, selection, audit and compliance.\nDemonstrated increased project management skills and responsibility.\nBudget development, oversight, and auditing, preferably in facilities. Proficiency in Microsoft Office (Outlook, Word, Excel, and Access).\nSuperior interpersonal skills; excellent oral and written communication skills.\nAbility to communicate concepts and processes clearly and effectively in oral or written form.\nAbility to establish and maintain collaborative relationships with a full range of campus and external constituents.\nService focus - dedicated to meeting the expectations of the University by maintaining effective relationships with interested parties.\nFlexible hours as dictated by the needs of business for projects and meetings.

Preferred:

Bachelor's Degree AND Ten (10+) years progressive experience in Facilities Management or related field.\nExperience in higher education setting working with faculty, staff, and students to provide excellent customer service.\nKnowledge of modern Facilities Management trends.\nExperience in developing, maintaining and operating a modern comprehensive work order system.

PHYSICAL REQUIREMENTS AND/OR UNUSUAL HOURS

Requires valid driver's license with evidence of insurability.\nRegular walking, standing, sitting, and occasional lifting, pushing, and pulling to support daily facility operations.\nMust be able to sit and work at a computer for extended periods.\nExtended work hours are required during peak operational periods, emergencies, or special University events.\nExpected to assist in or oversee snow removal activities to ensure safe and accessible campus grounds during winter weather.\nThis role is required to serve in an on-call capacity. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, religion, color, national origin, age, sex, sexual orientation, disability status, or any other characteristic protected by applicable law. Widener University is committed to fostering an inclusive community in which faculty, staff, and students from a variety of backgrounds, cultures, and personal experiences are welcomed and can thrive. We are an equal opportunity employer and are committed to providing equal educational and employment opportunities for all persons without regard to age, color, national origin, race, religion, disability, veteran status, sex, sexual orientation, gender identity, genetic information, or status as a protected veteran. Widener University, an independent, metropolitan, doctoral-intensive university, connects curricula to social issues through civic engagement. Dynamic teaching, active scholarship, personal attention and experiential learning are key components of the Widener Experience. Located in Chester, PA, Widener's main campus is nestled between Philadelphia, PA and Wilmington, DE, with Law Schools located in both Harrisburg and Wilmington. For more information about the university, please visit our website at www.widener.edu. 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