1385 Assistant Director of Facilities Management, Maintenance

POSITION IDENTIFICATION

TITLE Assistant Director of Facilities Management, Maintenance

CLASSIFICATION NUMBER 1385

GRADE 46

CLASSIFICATION Exempt

IMMEDIATE SUPERVISOR Director, Facilities Management

MAJOR ADMINISTRATOR Associate Vice President for Administrative and Information Services

GENERAL FUNCTION

The Assistant Director of Facilities Management, Maintenance administers and directs programs which ensure that all University facilities are structurally sound, mechanically operational, electrically efficient, and safe.  Assistant Director of Facilities Management, Maintenance develops long range plans for upgrading electrical systems, replacing mechanical equipment like heating and air conditioning systems, and repairing/replacement of building roofs, establishes priorities for scheduled mechanical services and operations, administers preventive maintenance programs for all facilities, and supervises the performance of emergency and routine maintenance on campus facilities.  The Assistant Director of Facilities Management, Maintenance enforces federal regulations governing environmental protection, hazardous waste disposal, and the use of chemical substances and materials. The Assistant Director of Facilities Management, Maintenance provides personnel management for facilities personnel.

MINIMUM ACCEPTABLE QUALIFICATIONS

Education: An Associate's degree or a technical degree from a Vocational or Technical School (above high school) in facilities management, engineering technology, or a related field is required.  A Bachelor’s degree in a facilities-related engineering field, project management, or a related field is preferred. 

Experience: With an Associate’s degree, seven years of progressively responsible experience in installation, construction, and maintenance of equipment, utilities and buildings, including pneumatic and electronic control systems, is required; with a Bachelor’s degree, five years of progressively responsible experience in installation, construction, and maintenance of equipment, utilities and buildings, including pneumatic and electronic control systems, is required.  Experience and/or training in business management with an emphasis on budget is required.  Experience in contract bidding, specification writing and associated responsibilities is required.  Familiarity with construction and public access requirements concerning the disabled is preferred.

Skills:  Supervisory skills, particularly the ability to instruct others, are required.  Demonstrated ability to manage a team of technical tradesmen and supervisors is required. Management and administrative skills, particularly the ability to analyze, organize and delegate, are required.  Computer literacy is required.  Familiarity with Building Management Systems (BMS) and Computer Management Systems (CMMS) is required.  The ability to manage a successful preventive maintenance program is required.  Familiarity with methods, practices, and procedures related to sustainability is required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.

Effort: The ability to move throughout campus, including stairs in all University buildings, in order to inspect mechanical, structural and electrical systems is required.  The ability to assess and inspect repairs and maintenance, and read blueprints, building code manuals and other similar documents is required.  Work is performed indoors and out-of-doors. This position is on-call at all hours, with the exception of when in leave status.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Ensures that all University facilities and associated support systems are structurally sound, mechanically operational, electrically efficient, and safe by developing departmental policies and procedures for the Facilities Maintenance Department which address these functions, establishing priorities for scheduled mechanical services and operations, administering preventive maintenance programs for all facilities, inspecting buildings and utility systems to determine repair or replacement needs, and managing the performance of emergency and routine maintenance on campus facilities.

2. 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 managing the maintenance effort(s) to restore the University environment to normalcy.

3. 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 critical system operational procedures are implemented and are in full compliance with current standards and codes, including 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.

4. Minimizes institutional liability regarding the University's compliance with federal regulations by enforcing policies, laws and regulations governing environmental protection, hazardous waste disposal and the use of chemical substances and materials, and advising the senior administration of technical changes in these laws and regulations.

5. Advises the senior administration regarding the improvement of University facilities by assessing the condition of facilities, establishing project priorities, and developing long range plans for upgrading electrical systems, replacing mechanical equipment (such as heating and air conditioning systems), making structural repair/replacement recommendations to the Director of Facilities Management.

6. Facilitates the promotion of energy conservation for the University through oversight of the Energy Management Office and operation and maintenance of the Energy Management System (EMS) which controls the environment (heating and cooling) in University buildings when occupied and unoccupied. 

7. Ensures that maintenance services are available to meet mechanical services needs by recommending the use of contract mechanical services (e.g., electrical, heating and air conditioning, plumbing) to senior administrators for maintenance and repair projects beyond the capability of the University to perform, developing bid specifications for contract work to be performed, obtaining, reviewing, and analyzing estimates from reputable vendors, and preparing the bid tabulation sheets and associated paperwork to support the request.

8. Ensures that contracted maintenance services are properly monitored to accommodate facilities’ needs within budget constraints..

9. Coordinates with Planning, Design & Construction to provide effective review of contract documents prior to award, interfaces throughout the construction phases to promote contract administration efficiency, followed by a thorough and complete transition of the facility to the Facilities Management Department.

10. Ensures that the fleet of Facilities Maintenance vehicles is operational and supports the needs of the department by supervising vehicle operations, including all scheduled and contracted maintenance.

11. Manages funds by assisting the Director of Facilities Management in the preparation of the annual operating budget for Facilities Maintenance including facility-related budgets of remote sites and auxiliary entities and monitoring operating budget expenditures throughout the year.

12. Develops an effective staff of managerial, technical, clerical, secretarial, and support personnel by hiring qualified applicants, ensuring training of employees to proper standards, overseeing the evaluation of employee performance, directing corrective measures to be taken when necessary, and planning the professional development of Facilities Maintenance personnel.

13. Provides essential oversight of personnel management services for Facilities Maintenance personnel by ensuring maintenance of appropriate supervisory records, and proper disposition of employee grievances when necessary. 

14. Provides oversight for compliance with University rules and policies regarding employee conduct, including the use of counseling, verbal warnings, and written reprimands for violations at appropriate levels of Facilities Maintenance and recommending progressive disciplinary actions to the Director of Facilities Management when necessary.

15. Maintains an environment of open communication with all customers and affiliates on and off campus.

16. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.

17. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses as directed by the Director of Facilities Management.

18. Contributes to the overall success of the Department of Facilities Management by performing all other duties and responsibilities as assigned.

SUPERVISION

The Assistant Director of Facilities Management, Maintenance is supervised by the Director of Facilities Management and supervises all personnel assigned to the Facilities Maintenance Department.

OFFICE OF HUMAN RESOURCES

REVISED SEPTEMBER 2014

JOB FAMILY 4

Factor 1: Professional Knowledge, Skill, and Technical Mastery

Level 5 - 3300 Points: Knowledge of the principles and methods of an administrative, managerial, or professional field such as accounting or auditing, financial management, information technology, business administration, human resources, engineering, law, social sciences, communications, education, or medicine. Knowledge permits employee to supervise projects and/or departments using standard methods to improve administrative and/or line operations. Knowledge also permits employee to plan steps and carry out multi-phase projects requiring problem definition and modified techniques, to coordinate work with others, and to modify methods and procedures to solve a wide variety of problems. Knowledge at this level requires a Bachelor's or Master's degree with substantial related work experience, including up to two years of administrative or supervisory experience. Alternatively, this level may require a professional or clinical degree beyond the Bachelor's degree with moderate related work experience; knowledge requirements include significant levels of related work experience.

Factor 2: Supervisory Responsibility

Level 5 - 730 Points: Supervision of (a) several work teams or work team leaders, (b) a rather large group of operative, administrative support, or paraprofessional employees, (c) a work group involving direction of skilled technical employees, (d) professionals in technical and skilled areas, and/or (e) subordinate supervisory personnel. The incumbent performs a full range of supervisory responsibilities including the authority to hire, train, transfer, promote, reward, or discipline others. Supervision will likely be general rather than close supervision of others. At this level, supervisory responsibilities consume significant amounts of work time and include substantial responsibility for work planning activities, staffing, and performance management as well as budgeting and planning functions.

Factor 3: Interactions with Others

Level 4 - 500 Points: Interactions with others are somewhat unstructured. The purpose may be to influence or motivate others, to obtain information, or to control situations and resolve problems. Interactions may be with individuals or groups of co-workers, students, or the general public, may be moderately unstructured, and may involve persons who hold differing goals and objectives. Individuals at this level often act as a liaison between groups with a focus on solving particular unstructured problems. Interactions at this level require considerable interpersonal skill and the ability to resolve conflict.

Factor 4: Job Controls and Guidelines

Level 3 - 500 Points: The employee operates under general supervision expressed in terms of program goals and objectives, priorities, and deadlines. Administrative supervision is given through statements of overall program or project objectives and available resources. Administrative guidelines are relatively comprehensive and the employee need only to fill in gaps in interpretation and adapt established methods to perform recurring activities. In unforeseen situations, the employee must interpret inadequate or incomplete guidelines, develop plans, and initiate new methods to complete assignments based on those interpretations. Assignments are normally related in function, but the work requires many different processes and methods applied to an established administrative or professional field. Problems are typically the result of unusual circumstances, variations in approach, or incomplete or conflicting data. The employee must interpret and refine methods to complete assignments. Characteristic jobs at this level may involve directing single-purpose programs or performing complex, but precedented, technical or professional work.

Factor 5: Managerial Responsibility

Level 4 - 1500 Points: Work involves the primary accountability for a smaller department, program, or process. Work activities involve managerial decisions that directly affect the efficiency, costs, reputation, and service quality of the department, program, or process. Work affects a limited range of professional projects or administrative activities of the University. Work activities have a direct and substantial impact on the department. While work activities do have some effect on the efficiency and reputation of the cost center, departments, programs, or processes at this level represent a relatively minor function within the cost center. Employees in jobs at this level may have responsibility for developing budgets, distributing budgeted funds, and exercising the primary control over a relatively small budget.