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Seattle Pacific University

Office Manager/AA - Facility Management

Seattle Pacific University
Seattle, Washington, United States

Date Posted: 09/02/2016
Categories: Administrative - Facilities Management
Job Type: Full-Time

Job Description:
  • Prepare and create 15-20 AIA construction and renovation contracts and maintain 11 Custom Templates a year for review by University legal counsel and department head for proposals and bids received by contractors.  Ensure that contracts contain drawings, specifications and all adequate descriptions of the work.
  • Manage three office budgets - track current expenses, make expense projections and ensure correct expense coding.
  • Manage utility consumption of roughly $2 million annually for 750-800 accounts.
  • Manage master utility list as needed and check student work.
  • Ensure payment of bills within 48 hours upon receipt.
  • Check meter numbers and bill calculations for accuracy.
  • Inform managers of rate increases or planned work by utility companies that require an outage.
  • Review bills for unusual activity.
  • Provide administrative and project support to the AVP of Facility Management including calendar management, preparing professional leave reports for AVP and eight managers, memos, and letters.
  • Make travel and conference arrangements as well as professional travel requests.
  • Manage office supplies and the Ricoh printer contract.
  • Track temporary staff and student labor budget consumption of roughly $450,000/year.
  • Maintain budget tracking spreadsheet, student files and referrals.
  • Analyze student labor wage and market comparison.
  • Hire, train and supervise 3-4 part time office student employees per year that work the combined equivalent of 1.0 FTE.
  • File personnel correspondence.
  • Prepare paperwork for newly hired employees.
  • Monitor departmental attendance and provide daily attendance report to key managers (including the OM) every morning on the "Emergency Yellow Card."
  • Maintain and analyze all custodial complaints e-mailed or called in and update the AVP of complaints on a monthly/quarterly basis.
  • Manage tracking system for the contracted grounds maintenance and Facility and Project Management, ensuring any deserved quarterly credits while staying within budget.
  • Assist AVP in managing approximately $500,000 in annual expense.


  • Bachelors degree.
  • 3 years of similar work experience.
  • Proficient with Microsoft Office applications including Outlook, Word, Excel, and OneNote.
  • Outstanding writing, editing and proofing skills.
  • Excellent interpersonal skills.
  • Numerical aptitude.
  • Ability to be flexible with your schedule as needed and on occasion.
  • Strong attention to detail.
  • Tactful and energetic.
  • Valid Washington State Driver's License with a good driving record.