TITLE Director, Facilities Management
CLASSIFICATION NUMBER 1365
IMMEDIATE SUPERVISOR Associate Vice President for Administrative & Information Services
MAJOR ADMINISTRATOR Vice President
The Director of Facilities Management is the chief administrator of the Department of Facilities Management, which includes Facilities Maintenance, the Work Management Center, Grounds, and Custodial Services departments and is responsible for management of the University's buildings, facilities, and grounds. The Director 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 Director assists in the preparation of the annual state appropriations request for maintenance and repair of existing University buildings and facilities.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A Bachelor's degree is required, preferably in Management, Business Administration, Engineering or Architecture. A Master's degree in similar fields is preferred.
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, particularly in the use of automated work order systems, is required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.
Effort: Requires the ability to move throughout the campus on foot, including climbing stairs in all University buildings, and stairs and/or ladders on construction sites.
Other: Scope of the job frequently requires working in the evenings and on weekends, particularly during the progress of construction projects.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Ensures the success of the Department of Facilities Management by coordinating the development of goals and objectives that are consistent with and supportive of the institutional mission of the University and the Division of Administrative & Information Services, reviewing and approving unit plans for Custodial, Maintenance, Work Management Center, and Grounds Departments within the context of Facilities Management’s goals and objectives, and evaluating progress toward their achievement.
2. Coordinates the delivery of essential facility services by organizing the various units of the Facilities Management in a logical, non-duplicative, and effective manner which best meets the work requirements and mission of the department and the needs of the University, and establishing appropriate policies and procedures that promote a strong service-orientation to students, faculty and staff.
3. Facilitates the development of an overall plan for needed repairs and renovations of University buildings and facilities by analyzing the data from facilities audits, understanding the impact of repairs and/or renovations on existing mechanical, electrical, structural and related systems, and recommending the appropriate priorities for repairs and renovations.
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. Ensures the success of capital projects and physical improvements by coordinating with Planning, Design & Construction from the installation and commissioning of engineered systems and preparation for occupancy continuing throughout the life of the facilities; on an ongoing basis, works with Facilities Management to develop solutions to facility-related problems.
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. Ensures that the University has an operational fleet of Facilities Management 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.
8. Ensures that all University facilities are maintained in a manner which provides a clean and safe environment by directing the custodial services efforts that include the use of contracted services beyond the University's capabilities.
9. Ensures that the conditions of plans and specifications for assigned renovation projects are met by contractors by observing the progress of projects, interpreting plans and specifications, and recommending change orders.
10. Assists in the preparation of the annual state appropriations request for maintenance and repair of existing University buildings and facilities by developing data derived from facility audits that identify and prioritize repairs and renovations consistent with the campus master plan, and identifying capital renewal projects which support the campus master plan.
11. Facilitates the University's compliance with accessibility requirements mandated by federal and state statutes by understanding the requirements of applicable laws, reviewing the physical accessibility of University structures and facilities, advising senior administration of deficiencies in meeting accessibility requirements, and making recommendations for complying with federal and state statutes that include the costs and design of compliance modifications.
12. 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.
13. Reduces the University's reliance on outside construction contractors for less significant projects by providing in-house construction support from the campus construction team.
14. Develops an effective and efficient staff by hiring qualified applicants, training personnel to departmental standards, assigning work appropriate to employees' capabilities, and evaluating performances.
15. Manages funds by planning, developing and controlling the annual departmental budgets.
16. Facilitates 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 Vice President for Administrative & Information Services.
18. Contributes to the overall success of the Department of Facilities Management by performing all other duties and responsibilities as assigned.
The Director of the Facilities Management is supervised by the Associate Vice President for Administrative and Information Services and supervises Facilities Management staff.
OFFICE OF HUMAN RESOURCES
REVISED JULY 2012
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 6 - 1050 Points: General administration of a large unit or multiple units of employees where the nature of the managerial work involves providing general direction for other managerial personnel. Managers at this level have substantial responsibility for the operation of a functional 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 3: Interactions with Others
Level 5 - 850 Points: Interactions are highly unstructured and incumbents are often required to resolve difficult and unstructured problems. Interactions are commonly with administrators, cost-center heads, high level committees, or external constituents in order to defend, negotiate, or resolve controversial and/or long-range issues and problems. Interactions occur in situations subject to divergent views, skepticism, resistance, uncooperative attitudes, and conflicting objectives. Interactions often require high levels of interpersonal skill and require the ability to influence, interrogate, or control others through debate, persuasion, or authoritative recognition and require strong analytical and decision-making skills.
Factor 4: Job Controls and Guidelines
Level 4 - 850 Points: The employee operates under administrative supervision and makes decisions based on broadly-stated University objectives and available resources. Administrative guidelines are expressed in terms of project or program outcomes and deadlines with few comprehensive guidelines. Decisions are based on inadequate guidelines that require considerable interpretation and force the employee to plan all phases of the assignment. Assignments may be unrelated in function and the work requires many different processes and methods and a great deal of analysis to identify the nature and extent of problems. The work may require the employee to develop new methods and to deal with many variables, including some that are unclear or conflicting. Characteristic jobs at this level may involve directing large and/or complex programs, projects, or departments in which the work cuts across functional lines or requires dealing with unprecedented issues.
Factor 5: Managerial Responsibility
Level 5 - 2350 Points: Work involves primary accountability for a larger 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, influences internal or external operations, or impacts students, faculty, and/or staff. Work activities have a direct and significant impact on the department. Work activities also have a significant effect on the efficiency and reputation of the cost center and represent a relatively major function within the cost center. At this level would be jobs in which the incumbent may have responsibility for developing budgets, distributing budgeted funds, and exercising primary control over a moderately-sized budget.