Business Services Manager

ANNOUNCMENT OF POSITION VACANCY

FLSA Status:

United States of America (Exempt)

Compensation:

$58,000 - $61,750

Commensurate with education and experience. Excellent health and retirement benefits package: Click here for more information!

SECTION I - OUR VALUES CULTIVATE OUR VISION AND CULTURE

At 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 Values

Love - Extending oneself for nurturing the growth of self and others

Dignity - Respecting the intrinsic value of each person and believing that others act from a foundation of goodwill

Courage - Taking risks in the pursuit of new possibilities

Humility - Suspending one's ego and pride to recognize that no idea is perfect and being open to the input of others

Resiliency - Investing in the future by adapting to changes, overcoming challenges and pursuing Opportunity

Curiosity - Cultivating awe and exploring the unknown

Power - The strength to act collaboratively with individual agency to achieve our goals

SECTION II - THE SEAT

At 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 Manager

OVERVIEW AND ROLE SCOPE OF TEAM AND/OR TASKS

ures 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 communication

• Lead, 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 departments

• Space 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 utilization

• Strategic Collaboration & Reporting (10%)

• Data Analysis: Generate monthly budget reports and spending forecasts for all facilities cost centers

• Cross-Campus Liaison: Serve as the primary administrative contact for all facilities services departments

• CORA requests: Gather department data to ensure timely response for all department specific CORA requests.

• Additional Duties as assigned

ROLES

• Financial & Procurement Management
• Lead, Manage, Accountability
• Space Allocation & Asset Management
• Strategic Collaboration & Reporting

ACCOUNTABILITY TO RESULTS

• Sound Financial Management & Budget Control.

• Department expenditures remain within budget targets

• Monthly budget reports are completed accurately and timely

• Budget adjustments and transfers are processed within established timeframes

• Timely processing of Payment

• Process and pay 98% of invoices by due date

• Maintain zero service disruptions resulting from late payments

• Ensure invoices are correctly coded in Workday

• Maintain an error rate of less than 1% on transactions

• Follow all procurement rules to ensure no findings related to account payable activities

• Procurement Compliance

• Process 95% of procurement requests within established timelines

• Achieve annual cost savings or cost avoidance targets identified by departmental leadership

• Maintain 100% compliance with procurement policies and approvals requirements

• Montior and evaluate supplier performance, resolving identified issues within established timeframes

• Maintain positive customer satisfaction from department staff and university stakeholders

• Vendor Contract Management

• Conduct quarterly performance reviews for 2 vendors per quarter (90-day rock)

• Achieve at least 95% compliance with vendor service level agreements

• Resolve vendor performance issues within established timelines

• Identify and implement at least one vendor related process improvements or cost savings opportunities per quarter (90-day Rock)

• Maintain complete and current vendor documentation

• Process Improvement

• Achieve measurable results including reduced processing time and improved customer satisfaction

• Document and communicate outcomes and benefits of proposed improvements

• Identify and present one process improvements quarterly (90-day Rock)

• Marketing and Campus Communication

• Publish regular project updates and stakeholder communication

• Achieve annual improvements in stakeholder engagement including website visits and tabling event participation

• Maintain current and accurate communication materials

• Provide timely communication for major facilities projects, construction impacts, and service changes/disruption

• Manage required reporting

• Submit 100% annual reporting with the Office of the State Architect

• Provide timely support and communication to project managers, consultants, and campus stakeholders

• Space Allocation and Asset Management

• Produce quarterly classroom utilization and fill rate reports with 98% accuracy

• Identify and recommend three opportunities to improve utilization and fill rate for a classroom or lab (90-day Rock)

• Strategic Collaboration and Reporting

• Deliver 100% of monthly budget reports by established deadlines

• Support budget forecasting efforts resulting in year-end projects within 5% of actual expenditures

• Implement one reporting process improvement that increases efficiency or data qualify quarterly (90-day Rock)

• 90-Day Rocks (Quarterly Goals) - 80% completion

CORE PROCESSES

Owned:

• Process pay applications, change orders, and contract amendments for all contractors, utility suppliers, and assigned vendors

• Manage call center and front desk operations to ensure timely response to all communication with campus stakeholders

• Negotiate and manage vendor contracts for facilities cost centers

• Oversee department website & all related marketing and communications

• Supervise, mentor, & evaluate administrative support staff

• Maintain accurate files, records, and plans

• Document building square footage, classroom and lab utilization and fill rate

• Generate monthly reports that document number of work orders in queue, number completed, number outstanding

• Manage department software to prevent downtime

Contributor:

• Direct, forecast, and reconcile operating budgets for all facilities cost centers

• Manage all department related reporting

• Manage hiring, onboarding, payroll processing and time tracking for all facilities teams

• Track and facilitate mandatory safety certifications, technical trade licensing, and university compliance training for all facilities staff

• Coordinate with department leads to track high value parts, tools, and machinery

Reasonable 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 FIT

For 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 REQUIREMENTS

• Knowledge of higher education business operations, budgeting, accounting principles, procurement and contract administration
• Knowledge of facilities management practices, capital planning, maintenance operations, and project management
• Knowledge of applicable federal, state, and City of Grand Junction regulations, policies, and compliance
• Understanding of organizational planning, performance management, and continuous process improvement
• Knowledge of enterprise systems (Halo, Workday)
• Skilled in contract management, procurement practices, and vendor relations
• Proficient in workload prioritization and organizational management
• Demonstrated leadership and team development skills
• Strong written, verbal, and interpersonal communication skills
• Advanced analytical, problem solving, and decision-making skills
• Ability to prepare, manage, monitor, and report on complex budgets
• Ability to develop collaborative relationships with internal and external stakeholders
• Ability to manage multiple priorities, deadlines, and competing demands
• Ability to interpret financial and operational data and translate into findings and actionable recommendations
• Ability to lead organizational change and process improvements
• Ability to exercise sound judgement and discretion when dealing with sensitive and confidential matters
• Ability to work independently while fostering collaboration amongst diverse teams
• Ability to align departmental operations and resources with institutional goals and strategic plans
• Ability to maintain high levels of accuracy, accountability, and professionalism under pressure
• Ability to maintain focus and productivity while responding to urgent operational needs

ESSENTIAL EXPERIENCE FOR RIGHT FIT

• A 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 operations
• A 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 SKILLS

The 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 ABILITY

Strategic 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 DEMANDS

The 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 ENVIRONMENT

The 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 letter

• Resume

• Copy 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.