TITLE Assistant Director of Facilities Management, Custodial
CLASSIFICATION NUMBER 1391
IMMEDIATE SUPERVISOR Director of Facilities Management
MAJOR ADMINISTRATOR Associate Vice 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