TITLE Superintendent of Physical Plant, West Plains
CLASSIFICATION NUMBER 1401
IMMEDIATE SUPERVISOR Director of Business and Support Services
MAJOR ADMINISTRATOR Chancellor, West Plains Campus
The Superintendent of Physical Plant, West Plains is the chief administrator of the Physical Plant on the West Plains campus, which includes Maintenance, Grounds, and Custodial Services Departments and is responsible for management of the University's buildings, facilities, and grounds. The Superintendent coordinates the delivery of essential facility maintenance and custodial services, ensuring compliance with health, life safety and building codes, recommending priorities for needed repairs and renovations, and directs the development of contingency plans for exceptional grounds and maintenance efforts under emergency conditions. The Superintendent assists in the preparation of the annual state appropriations request for maintenance and repair of existing University buildings and facilities. The Superintendent also supervises the receipt of items shipped into and out of the West Plains and Mountain Grove facilities.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: An Associate's degree in Construction or Project Management or a technical degree from a Vocational or Technical School (above high school) in either mechanical, electrical, or civil engineering or a related field is required.
Experience: At least five years experience in the management of a physical plant or as a facilities manager is required. Experience in physical plant administration at an educational institution is preferred.
Skills: Management skills, particularly problem-solving and decision-making as well as organizational and supervisory skills, are required. Strong oral and written communication skills are required. Computer literacy is required.
Effort: Must be able to lift and carry materials and equipment weighing up to 50 pounds. Must be able to operate power hand tools and related mechanical shop equipment in order to instruct others on their proper use. Must be able to move throughout campus, including climbing stairs in all University buildings, in order to inspect the cleanliness of facilities and inspect mechanical, structural and electrical systems. Work is performed indoors and out-of-doors.
Other: Scope of the job frequently requires working in the evenings and on weekends, particularly during the progress of construction projects. Scope of the position requires responding to facilities emergencies or other unforeseen situations around-the-clock.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Ensures that all University facilities and grounds are maintained in a manner which provides a clean and safe environment by developing departmental procedures and guidelines which address these objectives, directing the priorities for work assignments, regular and special duties, supervising the activities of grounds and custodial staff directly, anticipating requirements for exceptional efforts and developing appropriate contingency plans, and inspecting the quality of work performed.
2. Advises senior administration regarding the improvement of University facilities by assessing the condition of facilities, establishing project priorities and developing long range plans for maintenance and repair of facilities and grounds.
3. Ensures that grounds and custodial services meet the guidelines established by senior administration by developing long range plans for the purchase and replacement of equipment, training, staffing needs, and needed contract services.
4. Evaluates the condition of all University buildings and facilities by using audits of the facilities to document their current condition and compliance with life safety and building codes and advises senior administration of the status of existing University facilities regarding life safety requirements making recommendations for corrective action of unsafe conditions in the physical plant.
5. Reduces the potential for the loss of University buildings and facilities as well as the lives of students, faculty, and staff from fire(s) by ensuring that all Fire Protection Systems such as fire alarm panels, emergency power systems for emergency lighting and exit signs, smoke/heat detectors, sprinkler systems, and fire pumps are checked regularly, meet National Fire Prevention Association (NFPA) standards, and are fully operational at all times.
6. Provides for a safe campus environment by directing the development of appropriate contingency plans that anticipate requirements for exceptional grounds maintenance efforts under emergency conditions and include the use of contracted services beyond the University's capabilities.
7. Reduces the likelihood of a significant disruption of mechanical services (i.e., heating, cooling, electricity) provided to the University campus and assures around-the-clock responsiveness to mechanical failures or emergency situations by anticipating requirements for exceptional mechanical maintenance efforts, developing appropriate contingency plans to respond to those needs and other emergency conditions, coordinating for contracted services beyond the capabilities of the University to handle, and supervising (as needed) the maintenance effort(s) to restore the University environment to normalcy.
8. Ensures that the University has an operational fleet of Motor Pool vehicles by directing a strategy of preventative maintenance for all vehicles which maximizes their availability and guarantees their operational condition, maintaining a well functioning garage facility, managing the mechanical staff in the garage, coordinating a scheduling system for use of fleet vehicles, bidding out vehicle maintenance services beyond the University's capabilities, and keeping records of vehicle operational costs for use during budget development and capital replacement.
9. Protects the condition of University facilities, offices, furniture and equipment by coordinating moving services throughout campus, and arranging for seating, staging, tables and similar items to be set up for all University events and activities.
10. Reduces the University's reliance on outside consultants, particularly with less significant projects, by providing in-house technical support and expertise.
11. Recommends the acquisition of contract services to senior administrators by writing and/or reviewing the specifications for the contract work to be performed, analyzing estimates from reputable vendors, and determining (in conjunction with the Purchasing Officer) the lowest/best bid.
12. Ensures that contract services meet specified results by inspecting the work performed and directing corrective action to be taken as necessary to include renovation projects by observing the progress of projects, interpreting plans and specifications, and recommending change orders.
13. Facilitates the University's participation in the state's Materials Recovery Program by budgeting and coordinating for contract services that provide material recovery containers, removal and purchase of recyclables, educating the University community regarding what items are recyclable, and collecting recyclable materials from departmental offices.
14. Works with the University System Environmental Management Officer to ensure the appropriate actions are taken to comply with federal and state environmental requirements.
15. Develops an effective and efficient staff by hiring qualified applicants, training personnel to departmental standards, assigning work appropriate to employees' capabilities, and evaluating performances.
16. Reduces the likelihood of injury to or unsafe practices by custodial and grounds employees by informing personnel of safety information regarding supplies and equipment, making that information available to all employees through posting on bulletin boards, and maintaining a file of all publications and bulletins regarding safety information.
17. Ensures that grounds and custodial personnel have the equipment and supplies necessary to perform services by reviewing requests from staff for supplies and equipment, requisitioning for replacement items as necessary, and directing the storage of supplies and equipment in a secure facility.
18. Reduces the potential for loss or misappropriation of non-expendable University property by complying with established procedures for the receipt, tagging, storing, and subsequent accountability of property purchased by or donated to the University, assisting with physical inventories of University property, and reporting discrepancies between reported inventories and actual on-hand property to senior administration.
19. Helps to maintain the safety and security of the University by administering the keying system, tracking and checking out keys to staff, vendors and contractors, reviewing and approving requests for keys and keying changes, updating the lock/core data, maintaining records of all keys, cores and key check out records.
20. Provides essential personnel management services for grounds and custodial personnel by maintaining appropriate supervisory records, handling or referring employee grievances as appropriate, remaining knowledgeable of and enforcing the University Collective Bargaining Agreement provisions, reviewing and approving employee requests for vacation, sick leave, and other excused periods away from work, and completing employee performance evaluation reports.
21. Enforces University rules and policies regarding employee conduct by advising building, grounds and custodial personnel of the University's rules and policies on employee conduct, issuing verbal warning and written reprimands for violations, and recommending termination of employment to senior administration as necessary.
22. Manages funds by assisting senior administration in the preparation of the annual operating budget by planning, developing and controlling the annual departmental budgets and monitoring operating budget expenditures throughout the year.
23. Promotes preventive maintenance as a strategy in maintaining electronic test equipment and mechanical tools by keeping accurate records on each piece of equipment indicating all required and performed maintenance, performing spot checks of equipment to determine their working condition, and scheduling and supervising the periodic cleaning and servicing of tools and equipment.
24. Contributes to the overall success of the Department of Physical Plant by performing all other duties and responsibilities as assigned.
The Superintendent of Physical Plant, West Plains is supervised by the Director of Business and Support Services and supervises Physical Plant staff including Groundskeepers, Foremen, Custodians and office staff.
WEST PLAINS CAMPUS REVISED SEPTEMBER 2009
JOB FAMILY 2
Factor 1: Educational Requirements of the Job
Level 5 - 300 Points: The job requires a high school diploma or equivalent and an Associate's degree (60 credit hours or more) or equivalent vocational training or certification.
Factor 2: Skill Requirements - Craft and Trade Skills
Level 4 - 750 Points: Knowledge of an extensive set of operations and procedures, specific skills and demonstrated ability, that requires considerable creativity or mechanical aptitude. Skills at this level normally require more than two and as much as five years of experience and previous training.
Factor 3: Managerial Responsibility
Level 7 - 1000 Points: General administration of a large unit of employees where the nature of the managerial work involves providing general direction for other supervisory personnel. Managers at this level have substantial responsibility for the operation of a unit including responsibility for the budgeting process, budgetary and inventory control, purchasing, and regulatory compliance, as well as administrative authority over staffing issues and disciplinary outcomes. General administrative work, rather than direct supervision of others, takes up rather large portions of work time.
Factor 4: Guidelines
Level 4 - 150 Points: Administrative policies and procedures are available in general terms, but employee uses initiative and creativity in deviating from past practices to develop new methods or policies. Employee must exercise judgment in interpreting the intent of guidelines, methods, procedures, and processes to achieve objectives is left up to the incumbent.
Factor 5: Contacts
Level 5 - 350 Points: The purpose is to influence or motivate others to engage in negotiation regarding common, everyday issues. Contacts may be with students, coworkers, or the general public, may be moderately unstructured, and may involve persons who may be uncooperative or who have opposing objectives. Contacts at this level require considerable interpersonal skill, particularly in persuasion, negotiation, and conflict resolution.
Factor 6: Work Environment
Level 3 - 70 Points: The work area involves moderate discomfort and/or risk such as operating heavy machinery or dangerous equipment, or frequent exposure to hazardous materials. Alternatively, the work area may be subject to environmental discomfort such as poor ventilation. Loud noises, and/or extremes of heat or cold. The work often requires wearing protective gear that may be uncomfortable. The nature of the work environment may produce moderate levels of stress.
Factor 7: Physical Demands
Level 3 - 100 Points: Work requires continuous moderate with some strenuous physical exertion including standing, climbing, crawling, and regular lifting of objects over 50 pounds.
Factor 8: Responsibility for Facilities and Resources
Level 4 - 100 Points: At this level would be jobs in which the incumbent has the primary responsibility for the security of one or more facilities and the safety of the public within the facility. Jobs at this level might also involve total responsibility for the security and operation of expensive equipment used by others. Consequences of error would likely result in high risk of injury or death to self, other employees, or the public, and/or major damage to University assets.
Factor 9: Complexity
Level 5 - 1000 Points: The work involves varied duties requiring many different and unrelated processes and methods applied to a broad range of activities or substantial depth of analysis, typically for an administrative and professional field. Decisions regarding what need to be done include areas of uncertainty in approach, methodology, or interpretation and evaluation processes resulting from such elements as continuing changes in programs, technological developments, unknown phenomena, or conflicting requirements. The work requires originating new techniques, establishing criteria, or developing new information.