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 university-owned 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:
- University Moves that are taking place as part of a renovation or new construction project will be coordinated by your Planning, Design & Construction Project Manager.
- Size and weight will determine if University movers can safely complete the requested work with existing equipment. Individual items' weight should not exceed 100 lbs. and items will need to fit into a passenger elevator. Moving staff are not responsible for uncrating, unpackaging or setting up any furniture or equipment.
- The Moving Shop will transport computers and peripherals on campus; however, the University movers are not trained in handling specialized equipment. Hiring a professional moving company is strongly recommended for valuable and/or delicate items as they carry liability insurance. Please see below for specific guidelines on responsibilities for procurement and delivery of Scientific Equipment.
Departmental Responsibilities for Specialized and Scientific Equipment:
In collaboration with Research Departments and the Procurement office, the follow are procedures and guidelines for coordination, receipt, movement of specialized or scientific equipment.
The requesting office is responsible for specifications of equipment to be procured ensuring all necessary utilities are available in the location it will be used, and ensuring the equipment can be safely transported through the building, fitting through doorways, etc.
If the lab does not have the required utilities for the piece of equipment to be procured, please submit a Ready Request in the work order management system to review the space and needs with our Facilities Management shops.
Considerations for coordinating an inside delivery to be quoted and included in your procurement document:
- Accessibility
- Size and Weight of Equipment: Large or heavy equipment that cannot be easily moved by the requesting office may require inside delivery, especially if it needs to be placed in a specific location within a building.
- Elevator Considerations – either too heavy or too large to maneuver via freight/passenger elevator
- Building Layout: If the equipment needs to be transported through narrow hallways, upstairs, or into specific rooms, inside delivery may be necessary. This service ensures the equipment is placed exactly where it is needed.
- Special Handling Requirements: Some specialized / scientific equipment may require special handling, such as careful calibration or installation.
- Safety and Liability: Vendors may prefer inside delivery to ensure the equipment is handled properly and to avoid potential damage or liability issues during transport within the building.
- Optional “White glove service”: This term indicates the inclusion of a premium delivery service that handles items with special care and often includes assembly, installation, calibration/leveling and packaging removal.
If none of the above considerations are necessary and/or the only viable option is to deliver equipment to the Social Science Dock, please ensure the requesting office includes contact name, phone number and email so the Warehouse can notify the office upon delivery for pickup via Ready Request. If assistance is needed by the Warehouse staff to deliver the equipment to a lab location on Campus, please coordinate this in advance and provide the expected delivery date and lab location in your Ready Request.
Please keep in mind our Warehouse staff are not trained in handling specialized / scientific equipment, and this should be taken into consideration. In addition, Warehouse staff will not be responsible for uncrating / unpackaging any equipment, as this will fall to the lab staff / requesting office.
Upon delivery of the equipment, the requesting office is ultimately responsible for overseeing the vendor’s installation or directly handling the installation, ensuring all University safety protocols are followed.
Note, while the above is specifically related to specialized / scientific equipment, the coordination of any other types of larger equipment (copiers, printers, etc.) should follow the same guidelines for a smooth delivery.
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.
Links & Forms
Project Funding Request Form (for internal use only)