The Operations Manager (OM) is responsible for the management, oversight and performance of multiple operational activities in support of core departmental functions including central service administration, cross-departmental integration, housing services performance, and financial monitoring. This Operations Department position coordinates support services provided to student residences, events management, academic programs, scheduling, and public safety. This position centralizes core Facilities Department operations including procurement and purchasing support, project scheduling and support, personnel and resource coordination, data management, technical report generation, and accounting and clerical support.
Manages integration between multiple Facilities services provided to college units, including: Residential Life, Advancement, Enrollment Services, Academic Affairs and Academic Program Managers, Educational Technology, and Public Safety.
Core Facilities Operations: In close coordination with Director of Facilities, manages coordination and scheduling of inspection, maintenance, and contractor services in all campus buildings and grounds including communication with stakeholders, vendor tracking, on-site coordination and confirmation of services requested. Administers Facilities work-study program.
Develops, implements, and maintains systems and processes to support smooth day-to-day operations on two campuses, including leased and owned office buildings and residential facilities. Establishes and maintains approved list of FF&E items to be maintained college-wide by Facilities Department Centralizes administration and coordination of multiple facilities service activities Consolidates, systematizes, and organizes services requested and provided by the Facilities department. Maintains annual Facilities work schedule Communicates with building users about scheduled system testing, planned maintenance, construction, and other scheduled activities Coordinates service contractor preventative maintenance and custodial schedules in response to unplanned maintenance requirements, emergent needs, or requested support services Coordinates life safety system testing and inspection services in all campus buildings Coordinates access and support for vendors and contractors with public safety and facilities staff Coordinates annual energy, sustainability and hazardous materials inventory and reporting processes Works with AVP to coordinate special project support from technicians when needed. Housing:
The Operations Manager develops, implements, and maintains operational systems and processes to support student housing operations including annual and project base scheduling, assessment of services provided; in close coordination with the Director of Facilities, assists to deploy staff technicians, coordinate contract services, schedule of routine and preventative maintenance, track and monitor progress of services provided, and occasionally to provide on-site coordination and supervision of work.
Centralizes administration and coordination of Facilities services provided to Residence Life for student housing; Acts as primary liaison between residential facility management operator and California College of the Arts.
Develops, implements, and maintains operational systems, processes, and protocol to support Facilities and Residence Life program integration including service request, health and safety, turnover activities.
Works closely with Director of Facilities and Residence Life to develop timelines, schedules to ensure regular and effective communication between departments
Works closely with Director of Facilities and Residence Life staff to develop seasonal work schedules and advance planning for improvements
Back up contact for after hours and emergency issues in housing
Accounting and Clerical Services:
Administers central processing and tracking of the Facilities Department's payment for goods and services. Acts as liaison between Facilities and the Business Office.
Act as a liaison between Operations and the Business Office. Suggest changes to consider to ensure smooth running of the department. Provide feedback on implemented systems and suggest ways to run them more efficiently.
Work closely with Accounts Payable staff as needed, to accomplish Operational goals.
Ensures that other departments requests for purchase of facilities related items comply with CCA policies for safety and use.
Oversees payment for services and procurement of goods including processing of invoices, purchase orders/requisitions, and expense reports
Verifies and ensures invoices are correct and applied to appropriate budget
Monitors budget lines and tracks payments and expenditures
Establishes and maintains vendor and account documentation
Event and Extracurricular Programming Support:
Provides oversight and continuity for all Facilities services provided in support of curricular and extracurricular programming and campus events. The OM coordinates directly with multiple stakeholders including internal and external event planners, the scheduling manager, the media services manager, and the lead facilities technician. Interfaces regularly with Public Safety supervisors to coordinate custodial, parking, and security services.
Centralizes administration and coordination of event and campus programming support services
Meets with event planners and support staff to develop and document support requirements
Communicates Facilities services requirements and ensures appropriate use guidelines are understood and enforced
Develops timelines, schedules, and staffing plans
Leads the support for the EOY activities.
Secures necessary permits to comply with AHJ event policies
Centralizes coordination between multiple stakeholders, functions, and programs planned for the back lot
Develops guidelines, use parameters, and resources to streamline event support for campus users
Department Administration and Communication:
Acts as first point of contact for communications between the CCA community or external parties and the Facilities Department. Ensures that communications are received and routed to the appropriate source. Responsible for establishing standards of customer service and quality with Director of Facilities and the entire Facilities department.
Establishes a program for effective communication and customer service training of all facilities staff. Works to insure standards are being met within the department through measurable outcomes.
Supervises the Operations Coordinator in response to drop-in, call and email requests
In coordination with Director of Facilities, establishes standards for work order handling including processing timeframes, quality of work, and effective communication with requestor. For quality assurance purposes, tracks and follows up on work not meeting standards, and works with the Facilities Director to resolve.
Performs administrative tasks, such as ordering and purchasing supplies, digitizing and organizing operational and project documentation, completing asset inventories, etc.
Researches new service contractors vendors and evaluates work
Location San Francisco
Application Instructions Applicants are required to attach a cover letter and resume. Incomplete applications will not be considered. Recommended document file formats are Word or PDF. If there are multiple attachments, we recommend compressing/zipping your files into a zip format file. There is also a place in the application for you to provide a link to large documents. Please submit an application form for each position for which you believe you are qualified. Applications are not kept on file for future positions.
Application Deadline For staff positions, screening begins immediately and continues until the position is filled.
EEO Statement As an educational and cultural institution, California College of the Arts has a responsibility to provide access and opportunities for all people, with special attention to supporting groups historically underrepresented in higher education.
We believe that a culturally diverse campus is integral to academic excellence, and our student, faculty, staff, and trustee bodies should reflect the diverse world in which we live, with attention to race, ethnicity, religious creed, national origin, age, sex, sexual orientation, gender identity or expression, and ability.
California College of the Arts is an equal opportunity employer and encourages applications from individuals who will contribute to its diversity.
Founded in 1907, California College of the Arts (CCA) is an independent art college with 21 undergraduate programs in architecture, design, fine arts, visual studies, and writing. The college also has graduate programs in architecture, comics, curatorial practice, design, design strategy, film, fine arts, visual and critical studies, and writing. Through these programs, the college has created a dynamic and interdisciplinary environment. Diverse cultural perspectives enrich the CCA community and the college believes that continuing to expand the horizons of the students and faculty is essential to achieving its educational objectives. With campuses in Oakland and San Francisco, CCA currently enrolls 1,950 full-time students.