Administrative Operations Manager

Administrative Operations Manager Posting Number req23338 Department Planning & Operations Phoenix Department Website Link Location Greater Phoenix Area Address Phoenix, AZ USA Position Highlights

University Facility Services-Phoenix is seeking an experienced and motivated Administrative Operations Manager to lead the daily administrative functions at the Maricopa County facilities. This position will supervise a small team of administrative professionals and work closely with the Assistant Director to help ensure campus spaces remain clean, safe, and fully operational.

The Administrative Operations Manager will play a key role in coordinating administrative processes that support the universitys mission. The role contributes to maintaining environments that foster research, teaching, and learning through attention to regulatory compliance, preventive planning, and responsive maintenance support.

Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to UA recreation and cultural activities; and more!

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Duties & Responsibilities

• Supervisor oversight of document control, utility management, surplus coordination, door operations, contract repairs signage, keys, and business access employees.
• Administrative oversight of contracted Custodial and Maintenance Services.
• Provides administrative and strategic coordination of outsourced custodial and maintenance operations across campus facilities by supervising employees.
• Serves as the primary point of contact for communicating service needs to vendors and ensuring contract terms are clearly defined, documented, and adhered to.
• Coordinates the scheduling and documentation of vendor activities, ensuring services are delivered in accordance with established timelines, quality standards, and safety protocols.
• Monitors vendor performance through regular inspections and administrative tracking, documenting deficiencies and initiating corrective actions through vendor management channels.
• Maintains detailed records of service issues, resolutions, and follow-ups, escalating concerns to the Assistant Director when necessary.
• Administers internal complaint intake processes, acting as the liaison between campus departments and vendor leadership to ensure timely and effective resolution of service-related concerns.
• Verifies completion of contracted tasks and ensures compliance with operational and safety guidelines through consistent administrative review and reporting.
• Provides comprehensive administrative coordination for the end-to-end processing of facilities-related work orders.
• Oversees the intake, documentation, routing, and tracking of service requests using computerized maintenance management systems (CMMS) to ensure timely and accurate resolution.
• Maintains detailed records and generates reports to monitor performance against service level agreements (SLAs) and compliance standards.
• Acts as a key administrative liaison between facilities staff, vendors, and internal departments to ensure clear communication and efficient workflow.
• Serves as a backup to enter, update, or close work orders when necessary, ensuring continuity of operations.
• Reviews and approves work order actions and associated expenditures in alignment with departmental policies and procurement procedures.
• Provides administrative oversight and logistical coordination for campus events, including large-scale and high-profile functions.
• Serves as the primary liaison between event organizers, facilities staff, and external vendors to ensure all setup and breakdown requirementssuch as furniture arrangement, equipment placement, and general laborare clearly documented, scheduled, and executed in alignment with university standards and event specifications.
• Manages event support requests through internal systems, ensuring accurate tracking, timely communication, and proper resource allocation.
• Verifies that all event-related services are completed as scheduled and that spaces are restored post-event.
• Maintains detailed records of event logistics, service outcomes, and vendor performance, and supports continuous improvement through administrative feedback and reporting.
• Performs various administrative and inventory tasks.
• Assists with submitting purchase requests, tracking invoices, and maintaining inventory of custodial and maintenance supplies.
• Supports surplus property coordination and signage requests.
• Serves as a back up to supervised employees with administrative tasks dealing with document control, utility management, building access, keys, door operations for contract repair, and signage.

Knowledge, Skills, and Abilities:

• Strong oral and written communication skills.
• Knowledge of facility maintenance and administration.
• Knowledge of facility planning, coordination, procurement, facility management and supervision of as they relate to campus operations.
• Knowledge of Microsoft platform and other applications related to facilities maintenance.
• Advanced knowledge of the position and organizational requirements related to general facility operations and administration.

Minimum Qualifications

• Bachelor's degree or equivalent advanced learning attained through professional level experience required.
• Minimum of 5 years of related work experience or equivalent combination of education and work experience required.

Preferred Qualifications

• Previous work experience in a college/university setting.
• Experience in the supervision of custodial and grounds management, familiar with maintenance operations, procurement, contractual management experience and contractor interactions.
• 7 years of experience in related field.

FLSA Exempt Full Time/Part Time Full Time Number of Hours Worked per Week 40 Job FTE 1.0 Work Calendar Fiscal Job Category Organizational Administration Benefits Eligible Yes - Full Benefits Rate of Pay $65,687 - $85,393 Compensation Type salary at 1.0 full-time equivalency (FTE) Grade 9 Compensation Guidance The Rate of Pay Field represents the University of Arizonas good faith and reasonable estimate of the range of possible compensation at the time of posting. The University considers several factors when extending an offer, including but not limited to, the role and associated responsibilities, a candidates work experience, education/training, key skills, and internal equity.

The Grade Range represent a full range of career compensation growth over time. The university offers compensation growth opportunities within its career architecture. To learn more about compensation, please review our Applicant Compensation Guide and our Total Rewards Calculator . Career Stream and Level PC3 Job Family Administrative Operations Job Function Organizational Administration Type of criminal background check required: Fingerprint criminal background check (security sensitive due to title or department) Number of Vacancies 1 Target Hire Date 8/4/2025 Expected End Date Contact Information for Candidates ... Open Date 7/7/2025 Open Until Filled Yes Documents Needed to Apply Resume and Cover Letter Special Instructions to Applicant Notice of Availability of the Annual Security and Fire Safety Report In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act), each year the University of Arizona releases an Annual Security Report (ASR) for each of the Universitys campuses.Thesereports disclose information including Clery crime statistics for the previous three calendar years and policies, procedures, and programs the University uses to keep students and employees safe, including how to report crimes or other emergencies and resources for crime victims. As a campus with residential housing facilities, the Main Campus ASR also includes a combined Annual Fire Safety report with information on fire statistics and fire safety systems, policies, and procedures.
Paper copies of the Reports can be obtained by contacting the University Compliance Office at ....