TITLE Assistant Director of Facilities Management, Custodial
CLASSIFICATION NUMBER 1391
IMMEDIATE SUPERVISOR Director of Facilities Management
MAJOR ADMINISTRATOR AssociateVice President for Administrative & Information Services
The Assistant Director of Facilities Management, Custodial administers and directs programs that ensure that all University facilities are clean, safe, and well maintained. The Assistant Director of Facilities Management, Custodial establishes priorities for cleaning services and operations, plans for and responds to weather events and campus events, and responds to emergency situations. The Assistant Director of Facilities Management, Custodial performs responsible supervisory and administrative duties, ensuring that custodial services meet established standards. The Assistant Director of Facilities Management, Custodial assists in the acquisition of contract services for exceptional, specialized, or emergency services and maintains appropriate administrative and personnel records affecting custodial operations. 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, Custodial develops constructive relationships with clients, coworkers, supervisors, and peers and presents the goals, objectives, and service philosophy of Facilities Management to the campus community, works as a team member with other Assistant Directors in Facilities Management, and promotes a team mentality within Custodial Services to develop, support, and implement the goals and objectives of Facilities Management.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A high school diploma or the equivalent is required; a bachelor’s degree is preferred.
Experience: With the high school diploma or the equivalent, at least ten years of progressively responsible experience is required; with an Associate’s degree, seven years of progressively responsible experience is required; with a Bachelor’s degree, five years of progressively responsible experience is required. Experience must demonstrate the management of custodial operations. Experience must include the supervision of custodial staff and associated administrators. Experience or training in business management with an emphasis on budget is required. Experience in custodial operations in a higher education campus setting or with a state organization in a campus setting is preferred.
Skills: Supervisory skills, particularly the ability to instruct others, are required. Demonstrated ability to manage and motivate a team of custodial workers and supervisor is required. Management and administrative skills, particularly the ability to develop and manage a budget, as well as analyze, organize, plan, and delegate, are required. Demonstrated skills in problem solving, decision making, and conflict resolution are required. Knowledge of custodial procedures, supplies, and equipment and the ability to instruct others in their proper application are required.& Exceptional customer service and interpersonal skills, as well as verbal and written communication skills are required. Computer literacy is required. Knowledge of contract bidding, specification writing, material recovery operations (recycling), and associated responsibilities are required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required. Familiarity with public access requirements concerning individuals with disabilities (current Americans with Disabilities Act (ADA) standards for Accessible Design) is preferred.
Effort: The ability to move throughout campus, including stairs in all buildings, to inspect the cleanliness of facilities is required. Some climbing, bending, and reaching is required.
Other: Scope of the position requires responding to custodial emergencies or other unforeseen situations around-the-clock.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Ensures that all University facilities are maintained in a manner which provides a clean and safe environment by developing departmental procedures and guidelines which address these objectives, directing the priorities for daily work assignments, including special projects and support for campus events, supervising the activities of custodial personnel, anticipating requirements for exceptional efforts and developing appropriate contingency plans, and inspecting the quality of work performed.
2. Ensures that custodial services meet the established guidelines by developing long range plans for the replacement of equipment, training, staffing, and contract services.
3. Advises the senior administration regarding the general condition and cleanliness of University facilities by conducting regular inspections, reviewing condition reports from supervisors, and submitting appropriate reports and documents to the Director of Facilities Management.
4. Informs personnel of safety information regarding supplies and equipment, making that information available to all employees, and maintaining a file of all publications and bulletins regarding safety information.
5. 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 senior administration of technical changes in these laws and regulations.
6. Recommends the acquisition of contract services to senior administrators by writing and/or reviewing the specifications for the contract work to be performed, analyzing estimates from reputable vendors, and determining (in conjunction with the Procurement Officer) the lowest/best bid.
7. Ensures that contract services meet specified results by inspecting the work performed and directing corrective action to be taken as necessary.
8. Protects the condition of University facilities, offices, furniture, and equipment by coordinating set-up services throughout campus and arranging for seating, staging, tables, and similar items to be set up for all University events and activities.
9. Manages funds by assisting the Director of Facilities Management in the preparation of the annual operating budget for Custodial Services and managing operating budget expenditures throughout the year.
10. Facilitates participation by the University in the materials recovery program of the state by coordinating the removal and purchase of recyclables.
11. Ensures that custodial personnel have the equipment and supplies necessary to perform services by reviewing requests from supervisors for supplies and equipment, requisitioning for replacement items as necessary, and directing the storage of supplies and equipment in a secure facility.
12. Ensures that the fleet of Custodial Services’ vehicles is operational and supports the needs of the department by supervising vehicle operations, including all scheduled and contracted maintenance.
13. Coordinates with Planning, Design & Construction with regard to custodial needs by providing meaningful input during the design process, providing effective review of contract documents prior to award, facilitating appropriate communication throughout construction, and coordinating in a timely and complete transition of the facility to the University by appropriately stocking and staffing the facility to provide for custodial service.
14. Develops an effective staff by hiring qualified applicants, ensuring training of employees to proper standards, supervising the performance of departmental tasks (either directly or indirectly), overseeing the evaluation of employee performance, directing corrective measures to be taken when necessary, and planning the professional development of Custodial Services personnel.
15. Provides essential personnel management services for custodial personnel by maintaining appropriate supervisory records, handling or referring employee grievances as appropriate, remaining knowledgeable of and enforcing the University Collective Bargaining Agreement provisions, reviewing and approving employee requests for vacation, sick leave, and other excused periods away from work, and completing employee performance evaluation reports.
16. Assures compliance with University rules and policies regarding employee conduct by advising and counseling custodial personnel regarding University rules and policies on employee conduct, providing positive progressive discipline in accordance with University policy to include verbal warnings and written reprimands for violations, keeps the Director of Facilities Management informed of disciplinary actions, and seeks approvals throughout the process as appropriate.
17. 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.
18. 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 Custodial Services.
19. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
20. 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.
21. Contributes to the overall success of the Facilities Management by performing all other duties and responsibilities as assigned.
The Assistant Director of Facilities Management, Custodial is supervised by the Director of Facilities Management and supervises, directly or indirectly, all personnel assigned to the Custodial Services department.
OFFICE OF HUMAN RESOURCES
REVISED FEBRUARY 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 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.