TITLE Assistant Director of Facilties Management, Grounds
CLASSIFICATION NUMBER 1392
IMMEDIATE SUPERVISOR Director of Facilities Management
MAJOR ADMINISTRATOR Associate Vice President for Administrative Services
The Assistant Director of Facilities Management, Grounds performs responsible supervisory and administrative work in directing grounds services and supervises the activities of grounds supervisors directly and foremen and groundskeepers indirectly, ensuring that grounds services meets the guidelines established by the Director of Facilities Management. 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.
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, at least ten years of supervisory experience is required, preferably in grounds services. With the bachelor’s degree, five years of supervisory experience is required. Experience in office management 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 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: Requires the ability to inspect the grounds by physical examination. Requires some walking, climbing, bending and reaching.
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 supervisors directly, 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. Reduces the likelihood of injury to or unsafe practices by grounds employees by informing personnel of safety information regarding supplies and equipment, making that information available to all employees through posting on bulletin boards, and maintaining a file of all publications and bulletins regarding safety information.
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 Purchasing 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. 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.
9. 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.
10. Develops an effective staff by hiring qualified applicants, training employees to standards, supervising the performance of departmental tasks, evaluating employee performance, and directing corrective measures to be taken when necessary.
11. 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.
12. Assures compliance with University rules and policies regarding employee conduct by advising grounds personnel of the University's rules and policies on employee conduct, providing positive progressive discipline to include verbal warnings and written reprimands for violations, and recommending termination of employment to the Director of Facilities Management as necessary.
13. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
14. 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.
15. 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 JUNE 2012
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.