The Administrative Services team plays a crucial role by supporting all Facilities Management, providing professional budgetary, finance, staffing, operational technology administration, procurement, and internal controls oversight to ensure all other units within Facilities Management can provide and meet critical operations and project execution.
The Administrative Services team strives to continuously make positive contributions to the University’s mission of providing a world-class and safe facility for our students, staff, and faculty.
Objectives
- Budget & Finance: Oversee all budgets including Operating and Capital for daily operations and projects. Our goal is to allocate resources effectively and responsibly. Finances and all expenditures are monitored and analyzed routinely to ensure resources are utilized in alignment with University policies, procedures, and priorities.
- Procurement & Contracts: Committed to the successful acquisition of maintenance, operational, and construction-related goods and services at competitive prices in support of the creation, safety, and preservation of University buildings, grounds and associated assets. Support in-house architects, engineers, construction managers and various facility shops’ supervisors with procurement strategies and contract management services to enable the fulfillment of the University’s mission.
AiM Work Management System: Manages all aspects of the work that Facilities Management performs, from changing a light bulb to constructing a new building. This SUNY hosted system tracks labor, material and contract costs for our work and has a customer interface for faculty and staff to request services.
- University Supply & Receiving Warehouse: Centrally purchases, receives, and disburses cleaning supplies, HVAC filters, light bulbs, paper goods, hardware, and other items most frequently used by Facilities Management staff to provide the highest level of service to the campus community. Warehouse staff also deliver packages purchased by departments that are shipped to the main receiving dock at Social Sciences. Please arrange inside delivery (directly to your room location) for any newly purchased computers, furniture and scientific equipment.
The Moving Shop offers limited on-campus moving services for the convenience of Faculty and Staff. Typical moves performed by Facilities include moving standard sized furniture from one location to another, moving file cabinets, bookshelves, boxes, and various items related to special events, such as flags for commencement.
Scheduling:
- All moves are completed on a first come/first serve basis, and as staffing permits.
- A cost estimate will be provided to the client and may include overtime, depending upon the client’s timeline, availability of staff and potential restrictions on performing the work during regular business hours.
Restrictions:
- Moves that are taking place as part of a renovation or new construction project will be coordinated by your Planning, Design & Construction Project Manager.
- Moving staff are unable to move scientific equipment for liability reasons. All such equipment must be handled by professional movers so that any damages will be covered by the carrier’s insurance policy. When relocating sponsor-owned equipment, please consult the sponsor as there may be specific transportation requirements for the instrument.
- The Moving Shop will transport a limited number of computers and peripherals on campus; however, the University will not reimburse the client for any damages that may occur during transit. Hiring a moving company is strongly recommended for valuable and/or delicate items.
- Recruitment & Staffing: Strive to keep the Facilities Management staffed, provide guidance and solutions to meet critical operational needs through our staffing resources, and support Facilities employees with resources to foster success and succession at the University.
- Operational Systems: Focused on streamlining and modernizing Industrial Control Systems by implementing cutting-edge technologies that help optimize the management of critical infrastructure, and ensure the safety and efficiency of campus operations.
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