TITLE Administrative Coordinator, Facilities Management
CLASSIFICATION NUMBER 8876
IMMEDIATE SUPERVISOR Associate Director of Facilities Management
MAJOR ADMINISTRATOR Director of Facilities Management
The Administrative Coordinator, Facilties Management performs responsible supervisory and administrative work in supervising the administrative functions of the Facilities Management Department including personnel who are responsible for the daily work management (work orders) system, data collection systems involving worker utilization, key control and the lock shop operations, and the business functions of the department. The Administrative Coordinator, Facilties Management organizes and manages all aspects of customer service functions for the department. The Administrative Coordinator, Facilties Management is responsible for parts, supplies, and services procurement, inventory operations, and maintenance of records of all capital equipment for all units within the department. The Administrative Coordinator, Facilties Management develops and maintains technical specifications for service contracts for the department. The Administrative Coordinator, Facilties Management assists in the annual assessment of the department, buildings, and operations. The Administrative Coordinator, Facilties Management assists the Assistant Directors of Facilities Maintenance, Grounds Services, and Custodial Services in developing long range plans for upgrading the infrastructure of the University and develops and implements a viable preventive maintenance program. In conjunction with the respective supervisors, the Administrative Coordinator, Facilties Management develops, schedules, and/or presents training events to include safety and professional development topics. The Administrative Coordinator, Facilties Management assures compliance with federal regulations governing environmental protection, hazardous waste disposal, and the use of chemical substances and materials within his/her areas of responsibility.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A high school diploma or the equivalent is required. A technical degree from a post secondary vocational or technical school in either mechanical, electrical, or Business Management is preferred.
Experience: At least six years of progressively responsible experience in all phases of facility maintenance and operations is required. Two years of supervisory experience is required. Experience and/or training in business and computerized inventory management are required. Experience in technical specification writing and contract bidding are required. Experience with assessment or program evaluation is preferred. Experience in implementing or operating computerized maintenance management system software including a preventative maintenance program is preferred. Experience with accounting procedures for credit cards, accounts payable, invoices, and internal and external billing is preferred. Experience in developing and maintaining work logs and reports for management review of departmental effectiveness is preferred.
Skills: Supervisory and administrative management skills are required. The ability to work with computer systems, applications, programs, and peripheral devices is required. Effective verbal and written communication skills are required; strong customer service skills are required. The ability to interact effectively with contractors is required. The ability to delegate, analyze, and organize 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 incumbent may occasionally lift and transport materials and equipment weighing up to fifty pounds. The incumbent must be able to move throughout campus, including climbing stairs and ladders to inspect work of contractors. Work is performed indoors and out-of-doors, occasionally in environments that are dusty, noisy, or which could have work hazards.
Other: The scope of the position requires responding to emergencies or other unforeseen situations around-the-clock.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Supports the Facilities Management Department by assisting the Assistant Directors of Facilities Maintenance, Custodial Services, and Grounds Services in the development of departmental policies and procedures, developing and scheduling training on safety topics, and maintaining safety training records.
2. Supports Facilities Management by developing schedules and required materials for the preventive maintenance program.
3. Plans, assigns, and reviews work activities for Facilities Maintenance, Grounds, and Custodial staff by utilizing the Computerized Maintenance Management System (CMMS) application, conducting job site inspections, providing advice to staff on procedures, problem areas, job specifications, and required documentation.
4. Develops technically qualified and cooperative support staff by supervising and evaluating all assigned support staff and assuring compliance with University rules and policies.
5. Coordinates and oversees all procurement actions by establishing and implementing service contracts, reviewing and maintaining supply inventories, preparing and approving all supply requisition orders, assuring procurement actions are in compliance with all University policies and procedures, preparing and writing technical specifications for all service contracts, including but not limited to, glazing, emergency roof repair, emergency generators, water treatment chemicals, emergency plumbing repairs, insulation installation and repair, emergency electrical repairs, grounds and lawn care services, and contract carpet cleaning, and ensuring that all contracted services meet expected results through communication with the department ordering the services and the respective service contractor.
6. Assists the Associate Director of Facilities Management in managing 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 customer satisfaction, ensuring the Work Management Center prepares weekly, monthly, and annual reports for work order traffic handled by each department, advising University departments on labor requirements as associated costs for all requested work orders, and coordinating billing and recharge activities to ensure accuracy.
7. Assists the Associate Director of Facilities Management in managing the stores (tools, materials, equipment, supplies), information technology, key control, and lock shop operations for the department.
8. Assists in the annual assessment of the department, buildings, and operations, performs and maintains condition surveys and life cycle cost data on facilities and infrastructure, provides data to support facility repairs and improvements, and identifies and develops in-house applications to assist data management efforts.
9. Ensures proper interface between administrative support operations, work orders, and the supply of parts by supervising administrative staff and developing training on the electronic inventory and work order system for Facilities Maintenance, Grounds, and Custodial staff, as well as other University functional areas when appropriate.
10. Assures compliance with federal regulations related to environmental protection, hazardous materials, hazardous waste, and the handling of chemicals by coordinating with the Director of Environmental Management, enforcing applicable policies, laws, and regulations, and maintaining all Material Safety Data Sheets (MSDS) and “Right to Know” stations, per the Occupational Safety and Health Administration (OSHA) Hazard Communication Standard.
11. Helps to reduce the likelihood of a significant disruption of utility services (i.e., heating, cooling, electricity) provided to the University campus by providing utility interruption approvals and notifications to affected areas.
12. Assures around-the-clock responsiveness to mechanical failures or emergency situations by assisting the Assistant Director, Facilities Management-Maintenance to anticipate requirements for exceptional mechanical maintenance efforts, assisting in developing appropriate contingency plans to respond to those needs and other emergency conditions, assisting in the coordination of contracted services beyond the capabilities of the University to handle, and assisting with maintenance efforts to restore the University environment to normalcy.
13. Organizes and manages all aspects of customer service functions for the department and sets standards for Work Management personnel in a manner that promotes excellent customer services and user-friendliness.
14. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
15. 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 required by the Associate Director of Facilities Management.
16. Contributes to the overall success of the Facilities Management department and performing all other duties and responsibilities as assigned.
The Administrative Coordinator, Facilities Management is supervised by the Associate Director of Facilities Management, supervises assigned administrative support staff, enforces University and departmental policies, and makes recommendations which are given particular weight regarding the hiring, termination, advancement, promotion, and other changes of status of those supervised.
OFFICE OF HUMAN RESOURCES
REVISED JUNE 2013
JOB FAMILY 2
Factor 1: Educational Requirements of the Job
Level 2 - 100 Points: The job requires a high school diploma or equivalent.
Factor 2: Skill Requirements - Craft and Trade Skills
Level 5 - 1100 Points: This level represents journeyman-level skill in building trades or related areas requiring extended training and/or experience and considerable practical knowledge in a trade or technical area, or other skills requiring similar levels of training. Skill at this level normally requires six years of experience within the trade.
Factor 3: Managerial Responsibility
Level 5 - 500 Points: Supervision of a work group or department including hiring, training, disciplining, and directing the work of others. At this level the required supervision will likely include general rather than close supervision of others. Typically, the nature of the work may involve the supervision of other supervisors or work group leaders, or the responsibility for a rather large group of operative employees in non-technical or non-highly skilled areas. At this level, supervisory responsibilities consume significant amounts of work time and include substantial responsibility for budget development as well as financial control, purchasing, and work planning responsibilities.
Factor 4: Guidelines
Level 4 - 150 Points: Administrative policies and procedures are available in general terms, but employee uses initiative and creativity in deviating from past practices to develop new methods or policies. Employee must exercise judgment in interpreting the intent of guidelines, methods, procedures, and processes to achieve objectives is left up to the incumbent.
Factor 5: Contacts
Level 5 - 350 Points: The purpose is to influence or motivate others to engage in negotiation regarding common, everyday issues. Contacts may be with students, coworkers, or the general public, may be moderately unstructured, and may involve persons who may be uncooperative or who have opposing objectives. Contacts at this level require considerable interpersonal skill, particularly in persuasion, negotiation, and conflict resolution.
Factor 6: Work Environment
Level 2 - 40 Points: The work area involves moderate discomfort and/or risk such as that from moving machinery, occasional work with hazardous substances, or moderate levels of noise. The work may require wearing of protective gear. The work area is generally adequately lighted and ventilated, but may involve uncomfortable temperatures at times.
Factor 7: Physical Demands
Level 2 - 60 Points: Work requires some exertion such as standing for long periods of time, considerable walking, frequent bending kneeling, reaching, and stooping. May include occasional lifting of moderately heavy objects. Work may require specific but common physical abilities.
Factor 8: Responsibility for Facilities and Resources
Level 4 - 100 Points: At this level would be jobs in which the incumbent has the primary responsibility for the security of one or more facilities and the safety of the public within the facility. Jobs at this level might also involve total responsibility for the security and operation of expensive equipment used by others. Consequences of error would likely result in high risk of injury or death to self, other employees, or the public, and/or major damage to University assets.
Factor 9: Complexity
Level 5 - 1000 Points: The work involves varied duties requiring many different and unrelated processes and methods applied to a broad range of activities or substantial depth of analysis, typically for an administrative and professional field. Decisions regarding what need to be done include areas of uncertainty in approach, methodology, or interpretation and evaluation processes resulting from such elements as continuing changes in programs, technological developments, unknown phenomena, or conflicting requirements. The work requires originating new techniques, establishing criteria, or developing new information.