TITLE Assistant Director of Facilties Management, Grounds
CLASSIFICATION NUMBER 1392
IMMEDIATE SUPERVISOR Director of Facilities Management
The Assistant Director of Facilities Management, Grounds administers and directs programs that ensure that all University grounds are clean, safe, and well maintained. The Assistant Director of Facilities Management, Grounds establishes priorities for grounds services and operations, plan for and responds to weather events and campus events, and responds to emergency situations. The Assistant Director of Facilities Management, Grounds performs responsible supervisory and administrative duties, ensuring that grounds services meets established standards. The Assistant Director of Facilities Management, Grounds assists in the acquisition of contract services for exceptional, specialized, or emergency services and maintains appropriate administrative and personnel records affecting grounds operations. Responsibilities include enforcement of federal regulations governing environmental protection, hazardous waste disposal, and the use of chemical substances and materials as it relates to Grounds Services. The Assistant Director of Facilities Management, Grounds 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 Grounds 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 a high school diploma or the equivalent, at least ten years of grounds-related experience is required; with an associate’s degree, at least seven years of grounds-related experience is required; with a bachelor’s degree, five years of grounds-related experience is required. Experience must demonstrate progressive responsibility in grounds operations and the supervision of grounds staff and associated administrators. Experience in grounds operation in a higher education campus setting or with a state organization with a campus setting is preferred.
Skills: Supervisory and administrative skills are required. Management skills, particularly in budget development, planning and organizing, and delegation of responsibilities, are required. Knowledge of grounds procedures, supplies, and equipment and the ability to instruct others in their proper application and use is 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.
Effort: The ability to inspect the grounds by physical examination is required.
Other: The scope of the position requires responding to grounds emergencies or other unforeseen situations around-the-clock.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Ensures that all University grounds 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 work assignments, regular and special duties, supervising the activities of grounds personnel, anticipating requirements for exceptional efforts and developing appropriate contingency plans, and inspecting the quality of work performed.
2. Ensures that grounds services meet the guidelines established by the Director of Facilities Management by developing long-range plans for the purchase and replacement of equipment, training, staffing needs, and needed contract services.
3. Coordinates with Planning, Design & Construction to provide major landscape design changes, reforestation, and landscape master planning information and provides recommendations and assistance in the selection, installation, and upkeep of landscape of new and/or renovated facilities for cost reduction and successful plant selections.
4. Advises the senior administration regarding the general condition and cleanliness of University grounds by conducting regular inspections, reviewing condition reports from supervisors, and submitting appropriate reports and documents to the Director of Facilities Management.
5. 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.
6. Minimizes institutional liability regarding the University’s compliance with locals, 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.
7. 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.
8. Ensures that contract services meet specified results by inspecting the work performed and directing corrective action to be taken as necessary.
9. Manages funds by assisting the Director of Facilities Management in the preparation of the annual operating budget for the Grounds Department and monitoring operating budget expenditures throughout the year.
10. Ensures that grounds 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.
11. Develops an effective staff by hiring qualified applicants, training employees to standards, supervising the performance of departmental tasks, evaluating employee performance, directing corrective measures to be taken when necessary, and planning professional development of Grounds Services personnel.
12. Provides essential personnel management services for grounds 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.
13. Assures compliance with University rules and policies regarding employee conduct by advising and counseling grounds personnel regarding the University's rules and policies on employee conduct, providing positive progressive discipline in accordance with University policy to include verbal warnings and written reprimands, recommending termination of employment, keeping the Director of Facilities Management informed of disciplinary actions, and seeking approvals throughout the processes as appropriate.
14. 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.
15. 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 services and high integrity to all of the staff within Grounds Services.
16. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
17. 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 supervisor.
18. Contributes to the overall success of the Facilities Management by performing all other duties and responsibilities as assigned.
The Assistant Director of Facilities Management, Grounds is supervised by the Director of Facilities Management and supervises Grounds Supervisors and office staff and indirectly supervises Foremen and Groundskeepers in unique or exceptional instances.
OFFICE OF HUMAN RESOURCES
REVISED OCTOBER 2020