Benefits:
Dental insurance
Health insurance
Paid time off
Vision insurance
JOB SUMMARY:
The Director of Support Services will plan, direct, and coordinate the organizational operations of supportive services for DePaul Community Resources. The primary areas of responsibility are Information Technology, facilities operations, and automotive fleet.
SUPERVISION RECEIVED AND EXERCISED:
The Director of Support Services will supervise the Coordinator of Facilities and Fleet and will report directly to the Chief Financial Officer.
ESSENTIAL FUNCTIONS AND DUTIES:
This list is not an exhaustive & all-inclusive list of job responsibilities. The distribution of time allotted for any function or duty is subject to change with or without notice. Nothing in this job description restricts management's right to assign other responsibilities to this job or reassign them elsewhere at any time.
Works under minimal supervision. Point of contact with our IT managed services company NCG; SEGRA – Fiber Internet Services, VOIP phone services, Kairos third party technology liaison, HP Direct sales, Inteliquent telefax services, copier/printer provider ESI, and various other third-party vendors.
Hardware and software support to all staff through phone or email communication for on-site and remote users. Submit and consistently monitor tickets to NCG for all staff to resolve downtime. This position requires a working knowledge of IT terminology. It will perform various duties, such as working with multiple aspects of the company's operations and technology infrastructure, including assisting end-users with problem-solving, instructing, training, or installing hardware and software systems. The incumbent will be an organizational liaison with all technology projects.
The incumbent will possess technical aptitude and enjoy assisting others. Must have excellent communication skills and keep current on the latest developments and trends in the industry.
Responsible for ensuring the optimal working environment for all of the organization's staff members with oversight of maintenance services at all locations.
The incumbent is responsible for resolving building issues and serves as a liaison between company employees and outside contractors called in to address those issues.
Typical facilities tasks include managing all buildings and equipment to ensure safety and suitability for daily work and preparedness for any facility emergencies. Responsible for the oversight of creating maintenance schedules and hiring crews to clean the facilities while adhering to an annual budget for maintenance. This position also serves as an emergency response contact with alarm companies, fire departments, police departments, and internal risk management teams and agencies.
This position involves evaluating and planning for future building space needs and providing communication with vendors and organization leadership on all changes or conditions. Point of contact for outfitting office space, such as new furniture and office renovations, and will plan necessary changes by requesting approval from upper management.
The incumbent assists in administrating and coordinating the organization's fleet of motor vehicles, ensuring compliance with government rules and regulations, and assisting with paperwork supporting this compliance as needed. Oversight of repairs or preventative maintenance needs, ensuring accurate records of vehicles are completed while consistently evaluating the number of fleet vehicles available for organizational needs.
Ready Fleet review, analyze data, and eliminate or lessen vehicular risk. The incumbent is accountable for the DePaul fleet of approximately 35 vehicles. Will guide the Coordinator of Facilities and Fleet and communicate with the CFO as necessary.
Will work on standards for fleet administration and policies regarding vehicle operation. Work directly with the CFO to establish the yearly budget and cycle out of vehicles. Ready Fleet assists with the analysis of data to provide operating cost reports. The incumbent will be the final approval for all rental cars.
KNOWLEDGE, SKILLS, ABILITIES & OTHER CHARACTERISTICS REQUIRED:
Knowledge, skills, abilities, and other characteristics or KSAOs are attributes needed to perform a job that are demonstrated through qualifying training, education, and experience. This list is not an exhaustive & all-inclusive list of all KSAOs for this job.
Knowledge of:
Office and records administration techniques and procedures
The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar
Microsoft Office Word, Excel, Powerpoint, Outlook, Sharepoint, Teams, and virtual meeting applications such as Zoom, WebEx, Google Meet
Maintenance work order system software
DePaul's policies, procedures, and standard practices and the rules and guidelines established by regulatory and governing agencies
Relevant policies, procedures, and strategies to promote the safety and protection of people, data, and property
Methodologies and resources used to assess the needs of the listener or audience to share information or engage in ongoing communication
Applicable safety requirements ·
Program planning and implementation, qualitative and quantitative performance analysis, and return on investment measurement techniques
Skill/Ability to:
Give full attention to what other people are saying, take time to understand the points being made, ask questions as appropriate, and not interrupt at inappropriate times
Demonstrate verbal and written communication and body language that conveys information, ideas, or inquiries effectively and concisely that purveys professional composure, emotional intelligence, thoughtfulness, patience, and respect amidst change, ambiguity, and within the daily trajectories of work
Demonstrate the use of logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems
Collect and analyze data
Manage department budget and determine how finances will be spent and resources allocated and account for these expenditures
Demonstrate negotiation, mediation, facilitation, mentoring, and coaching
Monitor/assess the performance of self, employees, and the overall department and implement improvements
Obtain and monitor the appropriate use of equipment, facilities, and materials needed to work
Motivate, develop, and direct people as they work, identifying the best people for the job
Public speaking and delivering presentations to individuals and groups
Manage multiple priorities and complete assignments on time, accurately, and with attention to detail, and ensure a high-quality work product
Work collaboratively within a team environment and build strategic relations with community partners, coworkers, management, and business associates
Communicate effectively in both oral and written form
Learn and adhere to policies, procedures, and guidelines established by DePaul, professional organizations, governing agencies, and local laws, statutes, regulations, codes, and standards related to the area of responsibility
Operate a computer and be proficient using MS Office Suites, virtual meeting software, internet, and department or program-specific software
Develop objectives, evaluate effectiveness, and assess service plans for individuals served
Analyze and prepare concise and accurate documents, reports, and correspondence
Communicate and interact effectively with members of the public
Read and understand information and ideas presented in writing
Analyze complex data and develop plans to address identified issues
Establish program goals and objectives that support the strategic plan
Plan, assign, train, and/or supervise the work of others
Effectively market the programs and services of the department
Exercise sound judgment and critical thinking in decision-making and solving various work-related situations
Make arithmetical computations and tabulations
Operate standard office equipment such as telephone, calculator, printer, scanner, cellular phone, tablet, laptop, postage machine, shredder
Assist with the general upkeep and cleaning of office areas and agency vehicles
Other Characteristics:
Demonstrate self-awareness, ongoing self-evaluation, and a commitment to being part of a diverse, equitable, respectful, and inclusive workplace where all people are valued
Demonstrate professional composure in difficult and stressful situations
Demonstrate the FIRST (fairness, integrity, respect, safety, trust) values in the daily trajectories of work
Demonstrate professionalism regarding access to sensitive and confidential information related to employees, clients, and business records with no disclosure to others without needing to know
MINIMUM REQUIREMENTS TO APPLY:
An Associate's Degree with four years of related IT management experience is required. A comparable combination of education and experience may be considered.
WORK ENVIRONMENT:
The work environment characteristics described herein represent those an employee encounters while performing the position's essential functions. The employee regularly works in an office environment and occasionally in the field. Due to the nature of the work, the incumbent may be exposed to situations of a highly emotional nature; incumbents are expected to use verbal skills to resolve interpersonal situations to achieve desired results independently. Work is generally completed regularly during weekdays; however, daily work hours may vary. Completion of job duties outside of normally scheduled hours may be required. Work is subject to frequent interruptions, and noise levels are varied based on the work locations.
PHYSICAL REQUIREMENTS:
The physical demands described herein are representative of those that an employee in this position must meet, with or without reasonable accommodations, to perform the essential functions successfully. Physical activities required are finger dexterity necessary to operate equipment used in the position, effective communication and seeing or hearing verbal cues. Walking from one-third to two-thirds of the time, sitting from one-third to two-thirds of the time, standing from one-third to two-thirds of the time, bending from one-third to two-thirds of the time, stooping from one-third to two-thirds of the time, lifting/pushing/pulling no more than twenty pounds is required. When accessing various locations, the incumbent must climb stairs and ramps. This position requires driving approximately forty percent of the employee's working time to various locations. Public transportation may not be available. Individuals needing reasonable accommodations should speak with their immediate supervisor/hiring manager.
SPECIAL REQUIREMENTS AND QUALIFICATIONS:
After a conditional job offer, the following may be required: current DMV driving record with results that comply with insurer guidelines; drug and alcohol screening with satisfactory results stipulated by applicable governing, funding, or regulatory agencies; criminal and child protective services background report. The applicant shall not have been convicted of any barrier crime(s) on the criminal background report. The applicant will have no founded disposition of child abuse or neglect as documented by the Child Protective Services background report.
NOTE:
This description provides information regarding the essential functions of the designated job and the general nature and level of work associated with the job. It should not be interpreted to describe all the duties whose performance may be required of such employees or be used to limit the nature and extent of assignments such an individual may be given.
DePaul is an Equal Opportunity Employer and E-Verify participant.