Business Services Manager

ANNOUNCMENT OF POSITION VACANCYFLSA Status:United States of America (Exempt)Compensation:$58,000 - $61,750Commensurate with education and experience. Excellent health and retirement benefits package:SECTION I - OUR VALUES CULTIVATE OUR VISION AND CULTUREAt CMU, we believe in acting from a foundation of goodwill. This belief gives us the courage to form meaningful relationships, embark on joint endeavors and take risks in the pursuit of new possibilities. It’s this courage that enables the Mavily to explore new ways of thinking and doing, knowing that there is no perfect solution, no perfect idea.From this place of humility and courage, we’ve built a culture of resilience. We invest in the future by continuously adapting to change, overcoming challenges, and seizing new opportunities. We recognize that change is constant, and our resilience allows us to embrace it with confidence. Endless curiosity drives us to approach the unexpected as if it were expected, seeing opportunities for discovery and renewal in every challenge. In this community rooted in love and dignity, curiosity thrives, leading to endless opportunities for growth and advancement.Inspired by the soul of the West—the spirit that our region embodies—we emerge as a force for positive change, harnessing our collective power to build a Human Scale University that reflects our values and brings to life our shared vision of the world we aspire to create.Colorado Mesa University Core ValuesLove - Extending oneself for nurturing the growth of self and othersDignity - Respecting the intrinsic value of each person and believing that others act from a foundation of goodwillCourage - Taking risks in the pursuit of new possibilitiesHumility - Suspending one’s ego and pride to recognize that no idea is perfect and being open to the input of othersResiliency - Investing in the future by adapting to changes, overcoming challenges and pursuing OpportunityCuriosity - Cultivating awe and exploring the unknownPower - The strength to act collaboratively with individual agency to achieve our goalsSECTION II – THE SEATAt CMU, we look at every position as a seat. Every seat is vital and the individual in the seat contributes significantly to our mission of providing an affordable and accessible education and forming meaningful and mutually enriching partnerships that support the well-being and vibrancy of our community. As a human centric organization, a priority is to ensure we have the “right seats” in our organization, and that the expectations, ownership and accountabilities are defined and communicated clearly for the success of the individuals holding the seats.The Business Services Manager serves as the primary strategic financial and administrative leader for the Facilities Services Department at Colorado Mesa University. This role bridges the gap between technical trade operations (skilled and structural trades, utilities, grounds, custodial) and the university’s institutional structures.The Manager oversees multi-million dollar operational and capital budgets, handles procurement compliance, administers personnel workflows, and optimizes vendor contracts. This position ensures the university’s campus physical environment directly supports CMU’s academic mission.The Manager oversees multi-million dollar operational and capital budgets, handles procurement compliance, administers personnel workflows, and optimizes vendor contracts. This position ensures the university’s campus physical environment directly supports CMU’s academic mission.Business Services ManagerOVERVIEW AND ROLE SCOPE OF TEAM AND/OR TASKSures the university’s campus physical environment directly supports CMU’s academic mission.Financial & Procurement Management (40%)Budget Oversight: Direct, forecast, and reconcile annual operating budgets, auxiliary funds, and capital project allocations for all facilities cost centers.Billing Administration: Manage the financial workflows for all facilities cost centers.Procurement Compliance: Oversee purchasing processes, ensuring strict adherence to university, state, and federal procurement laws using institutional software.Vendor Contract Administration: Negotiate many, manage all contracts and purchase orders for facilities costs centers.Vendor Pay Applications: Prepare all pay applications and invoices for the department and submit to Accounts Payable for payment.Process Improvement: Document work processes in all departments, identify options to increase efficiency and reduce costs, and present findings and recommendations to the department leadership team.Operational HR, Marketing, Communications, & Personnel Supervision (30%)Marketing & Campus Communication: Oversee department website and all department related marketing and communicationLead, Manage and Accountability: Supervise, mentor, and evaluate administrative support staff and student employees.Manage all required reporting with the Office of the State Architect.Workforce Compliance: Coordinate hiring, onboarding, payroll processing, and time-tracking for all facilities teams.Professional Development: Track and facilitate mandatory safety certifications, technical trade licensing, and university compliance training for all facilities staff.Records Management: Maintain accurate files, records, and plans for all facilities departmentsSpace Allocation & Asset Management (20%)Asset Auditing: Coordinate with department lead to track high-value parts, tools, machinery, and university building materials.Space Optimization: Document building square footage, classroom and lab fill rate and utilizationStrategic Collaboration & Reporting (10%)Data Analysis: Generate monthly budget reports and spending forecasts for all facilities cost centersCross-Campus Liaison: Serve as the primary administrative contact for all facilities services departmentsCORA requests: Gather department data to ensure timely response for all department specific CORA requests.Additional Duties as assignedROLESFinancial & Procurement ManagementLead, Manage, AccountabilitySpace Allocation & Asset ManagementStrategic Collaboration & ReportingACCOUNTABILITY TO RESULTSSound Financial Management & Budget Control.Department expenditures remain within budget targetsMonthly budget reports are completed accurately and timelyBudget adjustments and transfers are processed within established timeframesTimely processing of PaymentProcess and pay 98% of invoices by due dateMaintain zero service disruptions resulting from late paymentsEnsure invoices are correctly coded in WorkdayMaintain an error rate of less than 1% on transactionsFollow all procurement rules to ensure no findings related to account payable activitiesProcurement ComplianceProcess 95% of procurement requests within established timelinesAchieve annual cost savings or cost avoidance targets identified by departmental leadershipMaintain 100% compliance with procurement policies and approvals requirementsMontior and evaluate supplier performance, resolving identified issues within established timeframesMaintain positive customer satisfaction from department staff and university stakeholdersVendor Contract ManagementConduct quarterly performance reviews for 2 vendors per quarter (90-day rock)Achieve at least 95% compliance with vendor service level agreementsResolve vendor performance issues within established timelinesIdentify and implement at least one vendor related process improvements or cost savings opportunities per quarter (90-day Rock)Maintain complete and current vendor documentationProcess ImprovementAchieve measurable results including reduced processing time and improved customer satisfactionDocument and communicate outcomes and benefits of proposed improvementsIdentify and present one process improvements quarterly (90-day Rock)Marketing and Campus CommunicationPublish regular project updates and stakeholder communicationAchieve annual improvements in stakeholder engagement including website visits and tabling event participationMaintain current and accurate communication materialsProvide timely communication for major facilities projects, construction impacts, and service changes/disruptionManage required reportingSubmit 100% annual reporting with the Office of the State ArchitectProvide timely support and communication to project managers, consultants, and campus stakeholdersSpace Allocation and Asset ManagementProduce quarterly classroom utilization and fill rate reports with 98% accuracyIdentify and recommend three opportunities to improve utilization and fill rate for a classroom or lab (90-day Rock)Strategic Collaboration and ReportingDeliver 100% of monthly budget reports by established deadlinesSupport budget forecasting efforts resulting in year-end projects within 5% of actual expendituresImplement one reporting process improvement that increases efficiency or data qualify quarterly (90-day Rock)90-Day Rocks (Quarterly Goals) – 80% completionCORE PROCESSESOwned:Process pay applications, change orders, and contract amendments for all contractors, utility suppliers, and assigned vendorsManage call center and front desk operations to ensure timely response to all communication with campus stakeholdersNegotiate and manage vendor contracts for facilities cost centersOversee department website & all related marketing and communicationsSupervise, mentor, & evaluate administrative support staffMaintain accurate files, records, and plansDocument building square footage, classroom and lab utilization and fill rateGenerate monthly reports that document number of work orders in queue, number completed, number outstandingManage department software to prevent downtimeContributor:Direct, forecast, and reconcile operating budgets for all facilities cost centersManage all department related reportingManage hiring, onboarding, payroll processing and time tracking for all facilities teamsTrack and facilitate mandatory safety certifications, technical trade licensing, and university compliance training for all facilities staffCoordinate with department leads to track high value parts, tools, and machineryReasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.DISCLAIMER - This position description is only a summary of the typical functions of this seat, and not an exhaustive list of all responsibilities and areas of accountability.SECTION III – OUR DESIRES FOR RIGHT FITFor the success of our mission and our teams, we desire to have individuals who are a “Right Fit” in our seats. We define “Right Fit” as those who embrace our culture, demonstrate our values, understand the seat and what is required. We seek individuals who want this seat, desire to be a part of a bigger vision and have the capacity to be a successful member of our CMU team.CAPACITY REQUIREMENTSKnowledge of higher education business operations, budgeting, accounting principles, procurement and contract administrationKnowledge of facilities management practices, capital planning, maintenance operations, and project managementKnowledge of applicable federal, state, and City of Grand Junction regulations, policies, and complianceUnderstanding of organizational planning, performance management, and continuous process improvementKnowledge of enterprise systems (Halo, Workday)Skilled in contract management, procurement practices, and vendor relationsProficient in workload prioritization and organizational managementDemonstrated leadership and team development skillsStrong written, verbal, and interpersonal communication skillsAdvanced analytical, problem solving, and decision-making skillsAbility to prepare, manage, monitor, and report on complex budgetsAbility to develop collaborative relationships with internal and external stakeholdersAbility to manage multiple priorities, deadlines, and competing demandsAbility to interpret financial and operational data and translate into findings and actionable recommendationsAbility to lead organizational change and process improvementsAbility to exercise sound judgement and discretion when dealing with sensitive and confidential mattersAbility to work independently while fostering collaboration amongst diverse teamsAbility to align departmental operations and resources with institutional goals and strategic plansAbility to maintain high levels of accuracy, accountability, and professionalism under pressureAbility to maintain focus and productivity while responding to urgent operational needsESSENTIAL EXPERIENCE FOR RIGHT FITA Bachelor's degree from an accredited institution in Business Administration, Finance, Public Administration, Facilities Management, or a closely related field. (Note: Professional experience in high-volume public sector administration or facilities management may substitute for the degree on a year-for-year basis).A minimum of 3 to 5 years of professional-level experience managing business operations, procurement, or administrative operationsA minimum of 3-5 years managing multi-fund budgets.Prior business or facilities management experience within a university setting, state agency, or large public municipality.Hands-on experience with enterprise software such as Workday (HR/Finance/Procurement), and specialized Computerized Maintenance Management Systems (Halo).Proven experience managing diverse teams consisting of both administrative professional staff, technical trade personnel, and student employees.LANGUAGE SKILLSThe language skills include:Ability to read, analyze and interpret general written materials, professional journals, technical procedures, or government regulations.Ability to write reports and prepare and conduct verbal and visual presentation of materials.Ability to effectively present information and respond to questions from top management, public groups, and board of directors.REASONING ABILITYStrategic and analytical reasoning skills are necessary. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.PHYSICAL DEMANDSThe physical demands described here are representative of those that must be met by an individual to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.While performing the duties of this job, the individual is frequently required to stand, walk, sit, and talk or hear. The individual must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this position include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.WORK ENVIRONMENTThe work environment characteristics described here are representative of those the individual in this position will encounter while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The individual typically performs the duties of the job in an open office setting. The noise level in the work environment is moderate to loud at times, with several disruptions throughout the day.HOW TO APPLY: Applicants will be asked to complete an online application by creating a profile and then providing personal and demographic information. In addition, please be prepared to upload a:Cover letterResumeCopy of transcripts for all degrees completed (if your transcripts include a social security number or birthdate, please redact that information before uploading the document. Official transcripts will be required upon hire)Colorado Mesa University is particularly interested in candidates who have experience working with students from diverse backgrounds and who have a demonstrated commitment to improving the levels of access and success for underrepresented students within higher education.Colorado Mesa University is committed to providing a safe and productive learning and living community. To achieve that goal, we conduct background investigations for all final applicants being considered for employment. Background investigations include reference checks, a criminal history record check, and when appropriate, a financial and/or motor vehicle history. Applicant must be able to verify U.S. employment eligibility. Colorado Mesa University is an Equal Opportunity Employer, committed to a culturally diverse faculty, staff and student body. Women and minorities are encouraged to apply. Any person with a disability as defined by the ADA Amendments Act of 2008 (ADAAA) may be provided reasonable accommodation upon request to enable the person to complete an employment assessment. To request an accommodation, please contact the CMU Human Resources Office by phone or email. You may be asked to provide additional information, including medical documentation, regarding functional limitations and the type of accommodation needed. #J-18808-Ljbffr