1364 Associate Director, Facilities Management

POSITION IDENTIFICATION

TITLE Associate Director, Facilities Management

CLASSIFICATION NUMBER 1364

GRADE 46

CLASSIFICATION Exempt

IMMEDIATE SUPERVISOR Director, Facilities Management

MAJOR ADMINISTRATOR Associate Vice President for Administrative & Information Services

GENERAL FUNCTION

The Associate Director of Facilities Management assists the Director in all aspects of operations.  This includes coordination of the delivery of essential facility maintenance, grounds, and custodial services, ensuring compliance with health, life safety, and building codes, recommending priorities for needed repairs and renovations, and directing the development of contingency plans for exceptional grounds and maintenance efforts under emergency conditions.  The Associate Director directs the programming, scheduling, and accounting of the University Construction Team, supervises the Work Management Center, and assists in the preparation and planning maintenance and repair of existing University buildings and facilities.

MINIMUM ACCEPTABLE QUALIFICATIONS

Education: A Bachelor's degree in Management, Business Administration, Engineering, or Architecture, or a related field is required.  A degree in Engineering or Architecture 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 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.  Strong customer service skills and the ability to work with constituents possessing varying levels of construction knowledge are 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: The 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. 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 and Information Services, review unit plans for Facilities Maintenance, Custodial Services, and Grounds Services within the context of Facilities Management's goals and objectives, and evaluate progress toward their achievement.

2. Assists in coordinating the delivery of essential facility services by working with the Director to guide 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 and the needs of the University.

3. 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 senior administration of the status of existing University facilities regarding life safety requirements, and makes recommendations for corrective action of unsafe conditions in the physical plant.

4. 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.

5. 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, 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, and ensuring the Work Management Center achieves and maintains a high level of customer services.

6. Manages the stores (tools, materials, equipment, supplies), information technology, and lock shop operations for the department.

7. Assists in providing for a safe campus environment by directing the development of appropriate contingency plans that anticipate requirements for exceptional grounds maintenance and mechanical maintenance (generators, etc.) efforts under emergency conditions and include the use of contracted services beyond the University's capabilities.

8. 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.

9. Assists in ensuring that all University facilities are maintained in a manner which provides a clean and safe environment.

10.  Assists in the management of the Facilities Management University Construction Team effort by coordinating with the Assistant Director of Facilities Management-Maintenance and the University Architect and Director of Planning, Design & Construction, liaising 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 to the Team, and forwarding a quarterly budget review to the Facilities Management Director.

11. Assists in coordination with Planning, Design & Construction regarding projects that will be turned over to Facilities Maintenance upon completion by understanding the processes under which Planning, Design & Construction must operate, including state bidding regulations and procedures, prevailing wage requirements, bonding and insurance requirements, minority business statements, proper advertising of projects, receipt of bids, and award of the contract.

12. Assists in ensuring 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, recommending change orders, and reviewing completed work.

13. Assists in facilitating 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, making recommendations for compliance with federal and state statutes that include the costs and design of compliance modifications, and coordinating with the Office of Equity and Diversity.

14. 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.

15. Assists in the development of an effective and efficient staff by hiring qualified applicants, coordinating a Facilities Management orientation program, training personnel to departmental standards, assigning work appropriate to employees' capabilities, and evaluating performance.

16. 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.

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

18. 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.

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

SUPERVISION

The Associate Director of Facilities Management is supervised by the Director of Facilities Management, directs the programming, scheduling, and accounting of the University Construction Team, and supervises the Work Management Center and the Administrative Coordinator, and other personnel in support of projects assigned by the Director.

OFFICE OF HUMAN RESOURCES

REVISED JUNE 2012

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.