Southwestern University

Job Description

Southwestern University, located in Georgetown has an immediate opening for a Facilities Management Business Manager. This position provides operational support for the Associate Vice President for Facilities Management (AVPF), as well as for the entire Facilities Management Department. Serves as the central point of contact with the Business Office, Budget Office, Contracts Office, and Human Resources. Provides professional leadership and management for financial issues within the Facilities Management Department, including capital improvement projects. Oversees Administration, Fiscal, Materials and Performance Management, Work Control, Communications, and Event Management functions of the department. This is a full-time, fully benefited, exempt position who reports to the Associate Vice President for Facilities Management.

Primary Duties:

Serves as the central contact and conduit for all Facilities Management purchases, including maintaining inventory, budget development and management in collaboration with the Budget Office, creating purchase requisitions, processing invoices, and contacting/following-up with vendors.
Works in coordination with the AVPF to serve as the central contact and conduit for information about all service maintenance contracts, design/construction contracts, and other related contractual agreements.
Ensures department complies with purchasing card policies and procedures, and that expense reports are completed timely.
Identifies and implements best practices and reengineers processes as needed; ensures changes are documented and communicated to employees.
Oversees the preparation of various management reports to include budget to actual and overtime analysis.
Manages account reconciliation process ensuring expenditures are being charged to the appropriate account.
Applies principles of accounting to compile and analyze financial data; responsible for planning, forecasting, and managing budgets effectively.
Determines work procedures, prepares work schedules, and expedites workflow, studies, and standardized procedures to improve workflow efficiency and quality assurance.
Provides oversight of assigned administrative staff performing central administrative actions, including but not limited to requests for proposals, purchase requisitions, invoice processing, filing, and customer service, etc.
Provides fiscal guidance and recommendations to managers, supervisors, and AVPF; develops Facilities’ budget requests and projections.
Works in coordination with the Information Technology department to determine the technological needs of the department. Researches and recommends hardware and software; assists in the development plan formulation and implementation for technological tools.
Oversees the department’s purchasing function. Ensures compliance with university policies.
Ensures controls are developed and implemented to assure equipment and supply costs are within budget guidelines.
Operates and manages computerized maintenance management system (CMMS), Asset Essentials, and oversees the assignment of all work orders, data entry, reporting, and schedules, coordinates with department leadership and keeps the AVPF and department leadership informed of open work orders, time to completion, etc.
Directs and oversees all aspects of the organization’s customer service policies, objectives, and initiatives. Manages customer relations and communications; ensures that appropriate communication plans are in place to properly disseminate information to the campus, such as for capital/institutional projects, closures, alarm/testing notifications.
Manages Logistical Services Team and Mail Services Team. Ensures customer’s requirements are fulfilled for university events and postal/delivery services.
Conducts monthly Operations Review Meetings, and tracks performance metrics.
Perform other duties as assigned.

Position Requirements:

Bachelor’s degree in accounting, business, finance, or related field.
Five years of experience in a business management, procurement, budgeting, accounting, or similar role, to include at least two years of supervision experience.
Strong analytical thinking and business insight.
Excellent organizational skills and the ability to handle multiple tasks with keen attention to detail. Flexibility regarding changing priorities.
Experience in developing reports and analyzing data.
Knowledge and experience working with Microsoft Office, especially Excel, PowerPoint and Word.
Strong financial skills, as well as good spelling, grammar, punctuation, and proofreading skills.
Ability to work both independently and as a member of a team.
Excellent written and verbal communication skills.
Excellent conflict resolution and problem-solving ability.
Ability to maintain confidentiality.
Ability to reach, twist, bend, stoop, stand, kneel, handle, push/pull, and lift and carry up to twenty-five pounds.
Ability to work in a typical office environment, with or without accommodations.

Preferred Position Requirements:

Five to eight years of experience in a business management, budgeting, procurement, accounting, or similar role.
Prior experience in facilities management or construction.
Ability to quickly learn institutionally specific computer software such as Google Suite, Colleague Financial System.
Southwestern University offers competitive salary and benefits including health, dental, life, long term disability, retirement, paid holidays, vacation, sick leave, under graduate tuition assistance for yourself and your dependents, access to athletic facilities, free parking and discounted meal rates. Southwestern University is a selective, undergraduate institution committed to a broad-based liberal arts, sciences, and fine arts education. Southwestern University is deeply committed to fostering a diverse educational environment and especially encourages applications from members of groups traditionally under-represented in academia. For information concerning the University, visit our Web site at

To apply: The University will only accept application materials through Interfolio at Interested persons must submit a letter of interest, resume, the name and contact information of three professional references, and salary expectation. Email and paper applications will not be accepted. Only completed applications will be reviewed by the Search Committee. The Committee will review all completed applications until the position is filled. All offers of employment are contingent on successful completion of the University’s Background Check Policy process. Southwestern University is an E-Verify employer. EOE/M/F


Inclusion is the deliberate effort to create an environment in which people from all backgrounds* are not only included but welcomed, valued, respected, considered, and supported within our community. People from marginalized (i.e., devalued) and/or minoritized (i.e, underrepresented) groups are heard, seen, respected and accepted in all aspects of our community. Southwestern University is committed to inclusive excellence that provides access and support, enables participation, and removes barriers so that all people within our community are empowered and can thrive in a campus that is welcoming and validating.


*including but not limited to people of color (race, ethnicity, nationality), sex, sexual identity, gender identity, age, physical and mental disabilities, socioeconomic status, religion, immigrants, and the intersection of these identities.

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