1321 Director of University Support Services
POSITION IDENTIFICATION
TITLE Director of University Support Services
CLASSIFICATION NUMBER 1321
GRADE 47
CLASSIFICATION Exempt
IMMEDIATE SUPERVISOR Vice President for Administrative & Information Services
MAJOR ADMINISTRATOR President
GENERAL FUNCTION
The Director of University Support Services assists the Vice President for Administrative and Information Services by serving as an extension of the Vice President in terms of communication and coordination, completing special projects assigned by the Vice President, and representing the Vice President as assigned at meetings and on committees. The Director of University Support Services provides comprehensive facilities planning assistance to all units of the University, ensuring maximum utilization of physical space resources for both academic and administrative units and serves as the University’s facilities database administrator. The Director of University Support Services has budget and management responsibility for all facilities rented or leased by the University and assists the Vice President in negotiating leases for rental of facilities as well as offers and contracts for purchasing real property.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A bachelor’s degree is required with an emphasis in public administration, business administration, management, communication, or a related field. A master’s degree is preferred.
Experience: At least five years of progressively responsible administrative experience is required, which includes experience in project management and facilities and space planning. Experience working with community and governmental leaders is preferred.
Skills: Effective verbal and written communication skills are required. Demonstrated ability to negotiate with different constituencies, develop consensus among groups with diverse goals, and implement plans of action is required. Database management skills are preferred. The ability to read and interpret technical facilities drawings and related documents is preferred.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Assists and provides support for the Vice President by serving as an extension of the Vice President in terms of communication and coordination, completing special projects assigned by the Vice President, and representing the Vice President at meetings and on committees.
2. Assists the Office of the Provost with facilities resource planning and space management by analyzing administrative and academic space utilization, managing the Space Audit budget, conducting an annual, system-wide, comprehensive facilities audit, and supervising student audit staff.
3. Assures informed decision-making and efficient implementation of recommendations by coordinating the efforts of the Relocation Assistance Planning Team.
4. Assures the University’s responsiveness to concerns about space needs by processing all requests for facility additions, modifications, and utilization changes in a timely manner.
5. Coordinates the use of non-University-owned space for University purposes by negotiating and managing the Rental of Facilities budget.
6. Assists the Vice President in negotiating rental leases and offers and contracts for purchases of real property.
7. Assures the timeliness and reliability of information gathered on space utilization by managing and administering the University’s facilities management database (FaMM) and providing administration and maintenance of the University’s facilities database, R-25.
8. Oversees operations and management of the 800 MHz trunked two-way radio system for units of Facilities Management and Safety and Transportation.
9. Completes special projects as assigned by the Vice President for Administrative & Information Services, such as overseeing the emergency response preparedness implementation, coordinating street vacation and right of way issues, planning and facilitating the transfer of areas of responsibility, such as the relocation of key control, etc.
10. Represents the Vice President for Administrative & Information Services on committees and at meetings as assigned by the Vice President.
11. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development seminars, and attending training and/or courses required by the Vice President for Administrative & Information Services.
12. Contributes to the overall success of the Administrative & Information Services unit by performing all other duties as assigned.
SUPERVISION
The Director of University Support Services is supervised by the Vice President for Administrative & Information Services and supervises student workers.
OFFICE OF HUMAN RESOURCES
REVISED NOVEMBER 2009
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 2 - 130 Points: Regular, but limited, supervision, training, or directing the work assignments of (a) small numbers of student, part-time or temporary workers, or (b) one or more permanent, full-time employees. The nature of supervision is largely confined to scheduling work and assigning tasks. Supervision at this level typically does not include a full range of supervisory responsibilities, and supervisory duties typically do not consume a large portion of the work day.
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.