OFFICIAL JOB TITLE: Assistant Director Facilities
DIVISION: Administration & Finance
DEPARTMENT: Facilities Operations
BARGAINING UNIT STATUS: ESU; Cat. 18
FLSA STATUS: EXEMPT
EEO STATUS: 32
JOB CODE: 0430
REPORTS TO: The Director of Facilities.
MINIMUM SALARY: $73,921
SUPERVISES: The Assistant Director provides direct supervision to the staff in the areas of grounds keeping and custodial services.
SUMMARY PURPOSE OF POSITION: The Assistant Director of Facilities has the day-to-day responsibility for managing the custodial and grounds operations for all buildings and areas of the University of Massachusetts Dartmouth. This position is responsible for coordinating facility operations staff and resources for all on and off campus activities, events, conferences and meetings. In addition this position is the department’s point of contact for sustainability activities and initiatives. Responsible for developing and maintaining a clean and safe physical environment for all Facilities and grounds at UMD. The Assistant Director must provide a high quality of both a living area and learning environment for students and University guests. The physical scope of the position encompasses all UMD buildings. Responsible for providing oversight for related contract services, vendors and the related operational aspects of supporting the summer conference program, athletics department events both inside and outside, and special outdoor events all over UMD. This position is part of the facilities department management team and as such is engaged with strategic planning and decisions of the department and also assists the Director in planning and oversight for special projects.
Follows the University’s best practices to build and/or support student academic success and retention, and assist in meeting strategic objectives for persistence and timely graduation of all the student population.
EXAMPLES OF PRIMARY DUITES AND RESPONSIBILITIES:
- Provides direct and indirect supervision to grounds and custodial staff in the Department of Facilities.
- Participates in the enforcement of OSHA safety and Department regulations.
- Makes recommendations to the Director for all schedules, work shifts changes.
- Participates in the recruitment and selection of hires within the housekeeping and grounds unit.
- May conduct ongoing in-house training and makes recommendations for professional development training needs for custodial and grounds employees.
- Establishes a quality assurance assessment program based on housekeeping and landscape services work standards to include rating structures from appropriate bargaining unit contracts. Conducts annual evaluations of assigned employees.
- Analyzes staffing needs and makes recommendations to the Director for new positions and upgrades using the official Position Authorization form.
- Responds to and coordinates operations response to emergency situations during regular shifts, nights, weekend and holidays; serves "on-call" on a rotating basis with professional staff to manage facilities related emergencies and approve call backs as appropriate.
- Promotes and maintains a customer service orientation between operations staff, students, clients and co-workers.
- Participates in developing bid specifications, bidding, contracting, and overseeing maintenance contracts for window treatments, flooring, pest control, field maintenance, snow removal, or other related work. Manages contracts with outside vendors as appropriate.
- Ensure that the preparation and submission of proposals and bid documents conform to University and state purchasing policies and procedures.
- Track and evaluate all projects, contract services, and procurement, to ensure compliance with all requirements and specifications.
- Develops and maintains a room inventory of all furniture in the resident and dining halls.
- Oversees the development and maintenance of an equipment inventory of all housekeeping and grounds equipment.
- Recommends furniture, equipment and chemical acquisitions.
- Oversees summer conference events orientation and related activities for facility operation.
- Oversees the management of the moving of various items in campus buildings; coordinates a surplus property management plan. Coordinates furniture relocations to support Facility Operation activities and departmental requests.
- Oversees the management of automotive services and heavy equipment operation.
- Consults with and advises the Director of Facilities to evaluate the need for services from outside agencies and contractors to support housekeeping and grounds services.
- Coordinates the snow response team, essential personnel and is present on all snow operations.
- Administers the facilities recycling, waste disposal, pest control and sustainability efforts.
- Uses conferencing software to approve all resources and space requests, attend meetings and coordinate the Department with Conferencing and Res life.
- May serve on various University committees and represents the department to the University community and the general public.
- Responsible for planning, coordination, and implementation of projects associated with campus construction and renovation outside of the auspices of capital projects.
- As directed, act as a liaison to capital projects, assist the Director in the review and coordination of schedules and scope of work involving capital initiatives.
- Manages a comprehensive housekeeping and grounds management program for all facilities and property.
- Serves as back-up to other Assistant Directors of Facilities.
- Uses the work order system to manage the workload and respond to customer service issues.
- Maintaining the Dept Quality Assurance Rounding program, which includes, but is not limited to assigning buildings for inspection (rounds) entering data and initiating work orders, assigning work and follow up.
- Supervise, track and evaluate all work order requests and preventive maintenance functions to ensure that all work is completed in a satisfactory and acceptable manner.
- Oversees the Departments Gas key policy in response to internal audit’s management plan.
- Responsible for the development and implementation of a plan that provides for the routine identification and correction of campus facility deficiencies.
- Other administrative duties as assigned.
EDUCATION: Bachelor’s Degree in Business, Hotel and Restaurant management or related field
EXPERIENCE: Significant (over seven years) experience in housekeeping management, grounds, waste and pest management and vendor contracts in an institutional or large residential facility. Demonstrated experience in the supervision of housekeepers and grounds personnel.
OTHER: Must be available to respond to situations that arise during holidays, weekends or evenings, including being “on call” after normal business hours. Valid driver’s license required. May work under adverse conditions and extremes of heat, cold, dampness, and humidity. May be exposed to the harmful effects of noxious gases, mold, mildew, may work in confined spaces and various heights such as manholes, ladders, and staging.
KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:
- Advanced knowledge and understanding of housekeeping, grounds management and pest management operations within a mid-size residential system.
- Demonstrated ability to work successfully with clients, students, staff, faculty, other departments and other agencies.
- Demonstrated ability in working with external vendors and contractors.
- Thorough knowledge of human resource management.
- Proficient in the use of office software and work management systems. Proficient oral and written communication skills.
- Ability to train staff
- Project management skills
- Planning and estimating skills
- Work loading skills
- Extensive knowledge working with work standards and specifications
- Space management
- Knowledge of code regulations
- Ability to supervise housekeepers and grounds personal.
- Landscape services certification
- IEHA certification
- ISO 9000 certification
To apply for this position, please submit a letter of interest, current resume and the contact information for three professional references.
The deadline to apply is July 13, 2021.
The review of applications will begin Jul 14, 2021.