The Administrative Manager position provides leadership and direction on administration, business operations and projects in Energy Management. Provides high-level administrative work for the Director of Energy Management and is an integral component of the Energy Management leadership team serving as a sounding board in the development of strategic initiatives and department priorities. Directly accountable for all administration and staffing requirements. This position supervises the central administrative-technical team supporting all seven departments within Energy Management, developing goals, managing status and responsible for deliverables in leading/advancing key operational initiatives, projects and continuous improvement efforts. This position requires outstanding judgment in order to act on behalf of the Director of Energy Management in both planful and real-time ways. The incumbent is expected to demonstrate a versatile and adaptable skill set with the ability to shift easily to new assignments, to learn new skills, build professional relationships, and navigate complex environments. This position reports to the Director of Energy Management.
Responsibilities: Leadership / Supervision / Human Resources:
Acts on behalf of and in alignment with Director and Assistant Directors. Evaluates workload and staffing levels with leadership. Oversees department orientation, training and resources serving as primary liaison to University Services Human Resources. Provides leadership and direction on administration and business operations for the entire Energy Management staff which includes the seven departments/areas within Energy Management; advising on and enforcing University policies and related departmental procedures. Areas include: Energy Administration, Steam Operations, Electricity Operations, Water-Sewer Operations, Chilled Water Operations, Facilities Engineering, and Building Controls. Advises on policies and procedures for initiating and establishing internal and external projects, and interfacing with Capital Project Management (CPM), U Construction and FM-District Operations. Aligned with Director/Assistant Directors, assigns engineering projects and other customer requests to the proper personnel within the department. Supervises the Energy Management central administrative-technical team which consists of data analysts, utility planner/schedulers, associate administrators, and administrative students. Responsible for administering the student engineering program which consists of student positions across varying College of Science and Engineering disciplines.
Responsible for all administrative functions/services and establishes/maintains relationships with partnering University units/depts in the areas of human resources, finance/budget, project initiation and management, operations and maintenance planning and scheduling, training, purchasing, contract management and negotiations, office services, professional/trade/institutional licensures management, staff and student data, safety, security access, data and technology, utilities/facilities/space management, communications and marketing, and event planning. Initiates, leads/advances and implements administrative projects and departmental procedures. Serves as liaison and resource with other University departments, external individuals and groups. Represents the department at FM/University Services meetings, committees and task forces, U-wide committees, and to external partners and agencies with authority to make commitments based on administrative policy and procedures. Communicates with internal and external audiences/offices. Serves as department writer/editor including monthly reports and metrics. Serves as the Department Facility Representative responsible for authorizing and overseeing access for multiple restricted utility buildings and areas/tunnels and for managing department space projects, utilization, costs and procurement.
Operational & Technical Expertise:
Serves as principal Computerized Maintenance Management System and reporting subject matter expert for the department. Supervises the administrative-technical team responsible for data and records. Maintains deep understanding of how informational and data systems are integrated and how they interact/interface with each other. Recommends solutions using this knowledge base. Leads efforts and works with/delegates to team to maintain and provide training on the devices and systems used by Energy Management including internal personnel and external, partnering units/departments.
Budget and Finance:
Has primary responsibility for the Energy Administration budget and oversight responsibility for the other seven departments’ administrative budgets. Oversees department contracts and procurement programs. Serves as primary liaison to University Services Finance. Participates in the budget development process; makes recommendations for budgeting/forecasting. Reviews, approves and monitors financial documentation and transactions. Serves as department purchase/contract approval authority. Responds to inquiries regarding cost allocations, invoicing, purchasing and other procurement practices. Partners with Finance analyst to solve complex problems.
Partners with Directors and Assistant Directors in establishing departmental goals, objectives, systems and processes that help capture opportunities for improved service delivery and efficiencies. Networks with the University Services organizations and other university departments to gain and maintain insight to aid in the development of planning; for the long-range, the short term and in between. Analyzes current business processes and makes recommendations to improve systems, methods and practices. Conducts research, recommends action, and provides advice to the Director (and leadership) on complicated, sensitive, and confidential situations.
Special Projects, Project Management, Committees, and Marketing:
Represents the department on Facilities Management, CPPM, University Services and/or the greater University working groups formed to address financial, operational or administrative processes, Manages department space planning/renovation projects. Oversees/Leads University-wide energy marketing events, campus job fairs and conferences that include outside schools, companies and professional organizations.
Work Environment Work is 90% office environment. 10% is spent in the field for events in and around Twin Cities campus buildings which requires minimal lifting and moving materials; also spent on utility plant tours and informational events where hearing and eye protection is required.
Bachelor's degree in business administration, liberal arts or related field, plus at least four years of progressively more responsible experience in related field.
Experience with large, complex institutions.
Knowledge, Skills and Abilities:
Superb communication, interpersonal and human relations skills.
Knowledge of engineering, construction, facility management and business terminology.
Exceptional knowledge of principles and practices in: business operations; financial/budgetary/accounting; purchasing; preventive maintenance, resource planning and utilization; and building systems, equipment and service delivery; and inventory management.
Detailed knowledge of and ability to operate an integrated work management system (IWMS).
Strong computer proficiency with Microsoft and Google products; capability to quickly learn other systems.
Skill in interpreting and analyzing application of policies, rules and contract provisions.
Skill in process improvement.
Exceptional strategic and analytic thinking skills required with ability to develop meaningful business and operational reports that convey financial, personnel or performance data.
Office management and administration with supervisory experience. Ability to lead a team.
Self-starter comfortable with high degree of independent judgment who takes initiative to obtain results.
Ability to work independently and as part of a team across all areas of administration with ability to integrate complex concepts with existing/new resources, people, time and money.
Ability to work both independently and as a team player in a fast-paced, deadline driven environment.
Ability to organize and manage competing priorities and multiple options.
Integrity required for maintaining confidentiality and dealing with sensitive information.
Strong analytical and problem solving abilities.
Demonstrated ability to serve a broad, diverse customer and employee base.
Ability to supervise and direct workflow.
Must be adaptable.
Internal Number: 332441
About University of Minnesota, Twin Cities
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