UPD Administrative Services Manager - Framingham State University

Job Description:

GENERAL STATEMENT OF DUTIES:

The UPD Administrative Services Manager ("Manager") has responsibility and provides critical administrative oversight for several functions in the University Police Department. The Manager oversees operations of the University's ID card office, providing support for all uses of University ID cards; coordinates and supervises student staffing for the ID office and police dispatch window; manages procurement and billing processes for the department; supports departmental budget development and tracking; and coordinates timecard and payroll entry and reconciliation for the department. The Manager interacts frequently with students, faculty, staff, and visitors and, as an administrator in the department, leads or participates in department programming initiatives within the broader FSU community.

SUPERVISION EXERCISED:

Student Workers and may supervise contract employees, as assigned

SUPERVISION RECEIVED:

Chief of University Police and Deputy Chief

EXAMPLES OF SPECIFIC DUTIES AND RESPONSIBILITIES:

ID Office Management

• Direct the activities, management, and production of University ID cards and card access system.

• Provide access and data services to several departments on campus for various purposes including building access, food services, vending, athletic center, parking lot access, labs, and other secure University areas.

• Hire and supervise performance of student employee team in ID Office and police dispatch window.

• Ensure quality and efficiency in ID and access services for faculty, staff, and students.

• Exercise professional decision making and discretion in determining procedures and scheduling operations.

Budgeting, Procurement, and Billing

• Support department budget development.

• Maintain accurate spreadsheets on expenditures and balances of the police department budget, including uniform allowances for departmental personnel.

• Maintain and evaluate summary figures for budget analyst. Compile budget reports.

• Coordinate vendor contracts, process purchase requisitions, track purchase orders, confer with sales representatives and supervisors regarding bids and purchases.

• Processes billing and payments related to the university and outside police details.

Payroll

• Responsible for the collection and reconciliation of timecards, leave requests, distribution of physical checks issued through the Business Office

• Reconciles and approves payroll for all student employees in the department.

?Other Administrative Functions

• Maintain and update departmental files, personnel records, and training file, including record keeping on the in-house computer aided dispatch records management systems. Forwards original documents as required to Human Resources.

• Oversees departmental materials inventory.

• Establishes maintenance schedules, oversees routine maintenance, and arranges for service on equipment within the police department and ID Office, while working in conjunction with Information Technology Services.

• Assist in developing, implementing, and enforcing all publications and policies that are distributed by the University police department and ID Office, sets priorities and deadlines.

• Assist with parking assignments and parking permit distribution.

• Create and maintain reports in compliance with State and Federal Public Records Laws

• Prepare correspondence.

General Responsibilities

• Maintain confidentiality in all departmental business.

• Inspects work in progress and upon completion to ensure that quality and quantity standards are compiled with.

• Will work with the Dean of Students Office and Human Resources, as a liaison between the departments on campus pertaining to police reports and other matters.

• Keeps up to date with all departmental rules and regulations, state statutes, contracts, and communication standards related to the university police departments operations.

• Designated as a Campus Security Authority under the Clery Act.

• Responsible for reporting to the Equal Opportunity Officer or Title IX Coordinator knowledge or receipt of reports of discrimination, discriminatory harassment, and retaliation from students or other members of the university community.

• Performs related work and other duties, as assigned.

WORKING CONDITIONS:

• Work primarily occurs in an indoor shared office setting, which will require the employee to sit and/or stand for extended amounts of time.

• This position is considered essential, requiring the employee to work during periods of inclement weather, and emergencies.

• Some holiday, weekend, and evening work will be required during peak periods of the University operations and for participation in programmatic initiatives.

Requirements:

MINIMUM QUALIFICATIONS

• Bachelor's Degree.

• Strong Interpersonal skills.

• Experience using an enterprise data system and Microsoft Office or related software.

• Strong written and oral communication skills and the ability to prepare written documents.

PREFERRED QUALIFICATIONS

• At least 1 year of work experience in a supervisory position with operational oversight responsibility.

• Knowledge and familiarity of Johnson Controls (Tyco) C-Cure 9000 software.

• Demonstrated knowledge of higher education principles, practices, and procedures.

• Ability to work effectively with Students, Faculty, and Staff.

• Ability to exercise sound judgment, in stressful situations.

• Ability to maintain an accurate records system.

• Ability to establish and maintain effective working relationships with others.

• Ability to make accurate and rapid arithmetical calculations.

• Ability to understand and carry out complex oral and written instruction.

• Candidates who are bilingual in English and Spanish or English and Portuguese are strongly encouraged to apply.

Additional Information:

This is a full-time, non-exempt, benefits-eligible position in the Association of Professional Administrators (APA) bargaining unit with a title of Staff Associate. The salary range is $57,000-65,000.

Framingham State University conducts criminal history and sexual offender record checks on recommended finalists prior to final employment for all positions.

Framingham State University is an equal opportunity/affirmative action employer.

Members of underrepresented groups, minorities, women, veterans, persons with disabilities, and all persons committed to diversity and inclusive excellence are strongly encouraged to apply.

Application Instructions:

Candidates must apply online by submitting:

• Cover Letter,

• Resume/CV,

• Equity and Inclusion Statement*

• Names and contact information for three (3) professional references (references are not contacted automatically upon submission of application).

• The Equity and Inclusion Statement is an opportunity for candidates to discuss professional skills, experience and/or willingness to engage in activities that would enhance the university's efforts to promote a diverse, equitable, and inclusive community. Equity and inclusion statements will be considered as part of a transparent and comprehensive review of candidate application materials.

For best consideration, please apply by April 14, 2024. The review of applications may continue beyond that date until the position is filled.

Framingham State University only accepts application materials through our online application system. We are unable to accept application materials through mail, email, fax, or hand delivery. If you experience technical issues with the online application process, please submit a helpdesk ticket.

Framingham State University understands that persons with specific disabilities may need assistance with the job application process and/or with the interview process. For confidential assistance, please contact the Human Resources Office at 508-626-4530 or humanresources@framingham.edu.