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, operationally efficient, well-maintained, and safe.  This position develops long range plans for upgrading or replacing electrical, mechanical, plumbing, and fire protection systems, upgrading or replacing utility infrastructure, including utility tunnels, repairing or replacing building roofs, maintaining the building exterior envelope, and maintaining or replacing interior finishes. The Assistant Director of Facilities Management, Maintenance establishes priorities for scheduled maintenance services and operations, administers preventive maintenance programs for all facilities, and supervises the performance of emergency and routine maintenance on campus facilities.  Responsibilities include enforcement of federal regulations governing environmental protection, hazardous waste disposal, and the use of chemical substances and materials. The Assistant Director of Facilities Management, Maintenance develops constructive relationships with clients, coworkers, supervisors, and peers and presents the goals, objectives, and service philosophy of Facilities Management to the campus community.  This position works as a team member with other Assistant Directors in Facilities Management and promotes a team mentality across all units with in Facilities Maintenance to develop, support, and implement the goals and objectives of Facilities Management.  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, business management, or a related field is preferred. 

Experience: With an Associate’s degree, seven years of progressively responsible experience in the management of the 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 the management of the installation, construction, and maintenance of equipment, utilities, and buildings, including pneumatic and electronic control systems, is required. Experience in managing a successful preventive maintenance program is required. Experience and/or training in business management with an emphasis on budget is required.  Experience in working with organizational contracting agents to develop specifications and bid documents for goods and services is required.  Experience in the maintenance of facilities in a higher education campus setting or with a state agency in a campus setting is preferred.  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 and motivate a team of technical tradespersons and supervisors is required. Management and administrative skills, particularly the ability to analyze, organize and delegate, are required.  Exceptional customer service and interpersonal skills, as well as verbal and written communication skills, are required.  Computer literacy is required.  Familiarity with Building Management Systems (BMS) and Computer Management Systems (CMMS) 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 and understand construction documents, 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.

 ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Ensures that all University facilities and associated support systems are structurally sound, operationally efficient, well-maintained, 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 life safety systems such as fire alarm panels, emergency power systems for emergency lighting and exit signs, smoke/heat detectors, smoke control systems, sprinkler systems, and fire pumps.

4. Minimizes institutional liability regarding the University's compliance with local, state, and 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 Facilities Management administration and makes recommendations for maintenance, repair, improvement, and/or replacement of University facilities by assessing the condition of facilities, establishing project priorities, and developing long range plans for upgrading or replacing mechanical, electrical, plumbing, fire protection equipment, and utility infrastructure, making structural repairs, replacing roofs, maintaining or repairing exterior building envelopes, and refurbishing building interiors. 

6. Facilitates the promotion of energy conservation for the University through oversight of the Energy Management Office and operation and maintenance of the Building Management System (BMS) 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 services (e.g., electrical, heating and air conditioning, plumbing, fire protection, etc.) to senior administrators for maintenance and repair projects beyond the capability of University personnel to perform.

8. Works with Procurement Services or Planning, Design & Construction as appropriate in developing bid specifications and contract documents 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.

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

10. 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.

11. 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.

12. 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.

13. 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.

14. Provides essential oversight of personnel management services for Facilities Maintenance personnel by ensuring maintenance of appropriate supervisory records, handling or referring employee grievances as appropriate, remaining knowledgeable of and enforcing the provisions of the Memorandum of Agreement, University and IBEW, reviewing and approving employee requests for vacation, sick leave, and other excused periods away from work, and completing employee performance evaluations. 

15. 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.

16. Maintains an environment of open communication with all customers, colleagues, and affiliates, both on and off campus, serves as a liaison with other departments in the resolution of day-to-day administrative, billing, and operational issues, and resolves differences constructively and tactfully while treating others with respect.

17. Focuses on customer needs and customer satisfaction, projects a positive customer service environment to both internal and external customers, and promotes and encourages an attitude of exemplary customer service and high integrity to all of the staff within Facilities Maintenance.

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

19. 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.

20. 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 MARCH 2015

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.