TITLE Associate Director, Facilities Management
CLASSIFICATION NUMBER 1364
IMMEDIATE SUPERVISOR Director, Facilities Management
MAJOR ADMINISTRATOR Vice President for Administrative Services
The Associate Director of Facilities Management assists the Director in all aspects of operations by providing leadership within the department and serves as an extension of the Director in terms of communication and coordination. This includes coordinating the delivery of essential facility maintenance, grounds, in-house construction, and custodial services, ensuring compliance with health, life safety, and building codes, recommending priorities for needed repairs and renovations, assisting in the management and development of departmental budgets, guiding personnel related issues and staff development in conjunction with appropriate supervisors and Human Resources, and directing the development of contingency plans for exceptional grounds, custodial, and maintenance efforts under emergency conditions. The Associate Director directs the programming, scheduling, and accounting of the Campus Construction Team and oversees the operation of Business Services within Facilities Management, including the Work Management Center, Key Control, Academic Lockshop, Central Stores, and Information Technology.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A Bachelor's degree in Management, Business Administration, Engineering, or Architecture, or a related field is required. A master’s degree in a related field is preferred.
Experience: At least three years of experience in physical plant operations, administration, and supervision is required. Experience in physical plant administration at an educational institution is preferred.
Skills: Management and administrative skills, particularly the ability to develop and manage budgets, as well as analyze, organize, plan, and delegate are required. Demonstrated skills in problem-solving, decision making, and conflict resolution are required. Knowledge of the principles and methods of personnel administration is required. Exceptional customer service and interpersonal skills as well as strong verbal and written communication skills are required. Computer literacy is required. Supervisory skills, particularly the ability to instruct others, are required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.
Effort: This position is required to move throughout the campus, including using stairways in all University buildings and stairs and/or ladders on construction sites.
Other: The scope of the job requires responding to emergencies or other unforeseen situations around-the-clock and may require working evenings and weekends to fulfill job functions.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Assists in ensuring the success of the Department of Facilities Management by working with the Director to coordinate the development of goals and objectives that are consistent with and supportive of the institutional mission of the University and the Division of Administrative Services, reviews unit plans for Facilities Maintenance, Custodial Services, Grounds Services, Business Services, and the Campus Construction Team within the context of Facilities Management's goals and objectives, and evaluates progress toward their achievement.
2. Assists in coordinating the delivery of essential facility services by working with the director to organize the various units of Facilities Management in a logical, non-duplicative, and effective manner which best meets the work requirements and mission of the department while meeting the needs of the University.
3. Assists in establishing appropriate policies and procedures that promote a strong service orientation to students, faculty, and staff.
4. Ensures that all University facilities are maintained in a manner which provides a clean, safe, and well maintained environment by assisting the Director in overseeing the departments within Facilities Management and providing direction as appropriate.
5. Assists in evaluating the condition of all University buildings and facilities by working with the Director in conducting audits of the facilities to document their current condition and compliance with life safety and building codes, advises the Director of the status of existing University facilities regarding life safety requirements, and makes recommendations for corrective action of unsafe conditions in the physical plant.
6. Assists in developing plans and budgets for necessary repairs and renovations of University buildings and facilities by working with the Director in analyzing the data from periodic 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.
7. Manages the Work Management Center by coordinating the timely and appropriate response by the departmental operating units to requests for both emergency and routine work orders and ensuring the Work Management Center achieves and maintains a high level of customer service.
8. Maintains and manages an accurate Computer Maintenance Management System (CMMS) by gathering and maintaining the necessary data, developing statistics regarding work order performance and satisfaction, ensuring the Work Management Center prepares weekly, monthly, and annual reports for work order traffic handled by each department, advising University departments on manpower requirements and associated costs for all requested work orders.
9. Manages the central stores (tools, materials, equipment, and supplies), information technology, lock shop, and key control operations for the department.
10. Assists in providing for a safe campus environment by directing the development of appropriate contingency plans that anticipate requirements for exceptional grounds, maintenance, and custodial efforts under emergency conditions and include the use of contracted services beyond the University's capabilities.
11. Assists in oversight of the operational fleet of Facilities Management vehicles by working with the Director to implement a strategy of preventative maintenance and replacement for all vehicles which maximizes their availability and guarantees their operational condition, 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.
12. Assists in the management of the Campus Construction Team by coordinating with the Assistant Directors within Facilities Management, the University Architect and Director of Planning, Design & Construction, and others impacted by construction, communicating with the customers requesting work, scheduling the work via coordination with the supervisor performing the on-site effort, coordinating with Planning, Design & Construction for design assistance or code review, assuring the proper billing of the customer and the budgetary sustainability of the Team, and forwarding a quarterly budget review to the Director, Facilities Management.
13. Assists the University in helping to maintain a campus environment that is physically accessible to all by being familiar with standards, regulations, and laws related to accessibility, bringing discrepancies to the attention of the Director, providing recommendations for possible solutions, and coordinating with the Office of Institutional Equity and Compliance as necessary.
14. Supports campus sustainability initiatives by working with the Sustainability Coordinator, Sustainability Commission, and other campus sustainability organizations to support sustainability efforts within the control of Facilities Management and in the best interest of the University and assists in the management of campus utilities with a focus on efficient use of energy resources and assessment and use of new technology for energy conservation that is in the best interest of the University.
15. Assists in facilitating the University’s participation in the state’s Materials Recovery Program by working with the Director and others in budgeting and coordinating for contract services that provide material recovery containers, removal and purchases of recyclables, educating the university community regarding what items are recyclable, and collecting recyclable materials from departmental offices.
16. Works in conjunction with Human Resources and appropriate Facilities Management Assistant Directors and supervisors to oversee and manage personnel issues within the department including proper recruitment and screening of applicants for employment, hiring of qualified personnel at appropriate pay rates, in-processing and orientation into Facilities Management, disciplinary activities, performance evaluation and improvement, separation from employment and out-processing, etc.
17. Remains knowledgeable of and facilitates Human Resources and Payroll policies and procedures including policies and procedures contained in the Employee Handbook and applicable bargaining unit agreements.
18. Promotes the professional and personal development of Facilities Management staff by working with the Assistant Directors and supervisors to plan, coordinate, and document personnel training and staff development programs including orientation into the department as well as training with regard to departmental standards, procedures, and safe work practices.
19. Assists in the management of funds by working with the Director in planning, developing, and reviewing the annual departmental budgets and assisting in ongoing budget tracking with periodic reporting, identification of fiscal concerns, and development of fiscal strategies.
20. Encourages high morale and the delivery of quality, customer-focused services by the departments, units, and employees of Facilities Management by employing a leadership style that motivates employees to accomplish established goals and objectives in a collegial, self-motivating manner.
21. 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.
22. 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 Management.
23. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
24. 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, Facilities Management.
25. Contributes to the overall success of the Department of Facilities Management by performing all other duties and responsibilities as assigned.
The Associate Director of Facilities Management is supervised by the Director of Facilities Management, supervises the staff of the Campus Construction Team, Business Services, and other personnel in support of projects assigned by the Director.
OFFICE OF HUMAN RESOURCES
REVISED DECEMBER 2016
JOB FAMILY 4
Factor 1: Professional Knowledge, Skill, and Technical Mastery
Level 4 - 2300 Points: Knowledge of the principles, concepts, practices, methods and techniques of an administrative, managerial, or professional field such as accounting or auditing, financial management, business administration, human resources, engineering, social sciences, communications, education, law, or medicine. Knowledge permits the employee to complete assignments by applying established methods to recurring types of projects/problems susceptible to well-documented precedents or to schedule, plan, and carry out precedented projects. Alternatively, knowledge at this level might also permit the employee to carry out precedented projects requiring considerable experience in specific areas within higher education. Knowledge at this level is typically acquired through a combination of formal education and/or training and experience that includes a requirement for a college degree in a specific technical or professional specialty along with significant related work experience. Alternatively, equivalent knowledge requirements at this level include a non-technical or general Bachelor's degree requirement with substantial work experience or a non-specific Master's degree requirement with substantial work experience. Knowledge requirements generally also include a significant amount of related work experience and may include administrative or supervisory experience.
Factor 2: Supervisory Responsibility
Level 3 - 270 Points: Supervision of a limited number of (a) operative, administrative support, or paraprofessional employees who do not exercise a full range of supervisory responsibilities over other full-time employees, (b) a very small number of professional employees, or an equivalent combination of (a) and (b). The incumbent performs a full range of supervisory responsibilities including performance reviews of subordinates. The incumbent is generally responsible for training, planning, and directing the work of permanent employees, and provides major input into hiring decisions. Supervisory responsibilities consume moderate amounts of work time and may include general work planning tasks.
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 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.