Overview

Job Location:
Claremont

ABOUT THE POSITION:

Purpose of Position: This role assists the Director of Central Facilities (“Director”) and manages administrative personnel, services, assets, and finances to ensure smooth, effective, and high-quality operations. Divisional and organizational knowledge of policies, and procedures is required to make effective and sound decisions and recommendations, serve as a representative or liaison, and serve in the absence of the Director. This position requires working knowledge of facilities operations, preferably in higher education, maturity, supervisory experience, strong organizational skills, and an ability to manage unexpected events and changes in priorities with composure.

ESSENTIAL FUNCTIONS

Operations and Leadership:

  • Assist in decision-making, assessment, development, and recommendations for Central Facilities Services (CFS) policies, procedures, services, and goals.

  • Develop and revise procedures pertaining to the provision of services (e.g., priorities, scheduling, nature and extent of services provided, and charges to recipients of services).

  • Develop long- and short-term planning, asset control, and resource utilization for CFS.

  • Conduct ongoing evaluation of the effectiveness of services provided and customer satisfaction and recommend changes.

  • Assess administrative support staffing needs and capabilities, and implement changes as needed.

  • Work with administrative team to assess work assignments, maintenance schedules and practices, and implement changes as needed.

  • Responsible for the efficient management of the Work Control System (Azzier) and ensure that information and data is being entered timely and accurately.

  • Monitor recurring operating and annual capital budget allocations to manage expenditures in a fiscally responsible manner. Assist the Director with multi-year operating budget planning and strategic planning process, including the development and implementation of short and long-term goals and objectives.

  • Oversee the management of the centralized contracted services, such as elevator service and hazard material disposal.

  • Supervise the personnel necessary to support the functions described in this position description.

  • Ensure effective relationships with vendors of goods and services with whom procurement arrangements are in place, review contracts and agreements as necessary.

  • As requested, analyze problem areas, and review functional areas in order.

  • Serve as CFS representative on committees as assigned, specifically the Safety Committee.

  • Assist in managing the department’s financial system to include preparing and monitoring annual operating and utility budgets, developing pricing for services (billing rates), billing for work, collecting revenues, and paying expenses.

  • Serve in the absence of the Director of Central Facilities Services.

  • Act as liaison between CFS and TCCS, ensuring quality services and timely responses to work requests.

CFS Supply (General Stores):

  • Oversee staff responsible for the operation of the CFS supply, including inventory of all maintenance stock, purchasing of materials and equipment, sourcing of specialty or costly items, receiving, stocking, and security.

  • Review annual inventory of all CFS tagged equipment and supplies, and reports prepared for Financial Services.

Administration:

  • Facilitate and oversee the production of reports on division activities, including information such as work accomplished, work outstanding, man hour and material expenditures, stock levels and purchases, and program costs.

  • Review monthly billing reports prepared by administrative staff for distribution to the consortium Colleges and TCCS Financial Services and reconcile work order revenues with revenue in the Workday Financial System.

  • Oversee Azzier Work Order System auditing/quality control reviews.

  • Review reports of personnel transactions, such as time off and leaves.

  • Ensure division equipment needs and requests are completed in a timely manner

  • Work with Environmental Health and Safety to ensure training requirements are completed.

  • Perform other related duties as assigned.

Supervisory Responsibility

  • Number of Direct Reports: 5

  • Title(s) of Direct Report(s): Facilities Service Administrator, Facilities Service Coordinator, Data Entry Clerk, Supply Warehouse Specialist, Custodial Supervisor.

  • Recruit, select, train, evaluate, and develop staff.

  • Clearly communicate job requirements and expectations.

  • Coordinate training and resources to support the performance of work duties.

  • Provide ongoing coaching that is balanced, helpful, timely, and contributes to a work environment of open communication, ownership of duties, and trust.

  • Address performance issues early, create appropriate documentation, and ensure follow through. Collaborate with Human Resources as needed.

  • Complete annual written performance reviews

QUALIFICATIONS

The following qualifications are required to perform the essential functions of this position, or the individual must be able to demonstrate how the essential functions will be performed (with or without reasonable accommodation) using other qualifications not listed below.

Education and Experience:

Equivalent to graduation from a four-year college or university in a related field AND four years of progressively responsible experience managing facilities maintenance and operations, including experience supervising skilled trades and developing policies and procedures.

Experience managing preventive maintenance programs, complex budgets, and financial resources. Additional experience, which has demonstrated the requisite skills and abilities, may be substituted for required education on a year-for-year basis. A graduate degree in a related field may be substituted for two years of the required experience.

Knowledge, Skills and Abilities:

  • Working knowledge of the functions of multiple building trades.

  • Familiarity with generally accepted accounting principles, auditing principles, risk management, and procurement standards.

  • Performance management and effective methods to coach and develop direct reports.

  • Use computerized databases and work order systems.

  • Retrieve data, run, and analyze reports.

  • Proficiency with Microsoft Word, Outlook, and Excel.

  • Maintain accurate files and records, some of which may be confidential.

  • Be able to be contacted by telephone during non-working hours.

  • Be available for overtime work and to be on-call.

  • Fluent written and oral English skills.

  • Effective and professional communication skills with a diverse population of employees, TCCS leadership, vendors, and contracted personnel.

  • Compose written documents and reports using proper business writing, metrics, tables, and diagrams as needed. Ability to prepare presentations as needed.

  • Maintain multiple accounts, monitor purchase agreements, contracts, and other basic accounting for the division.

Preferred Qualifications:

  • Azzier work order system experience.

  • Work experience in facilities operations for an institution of higher education.

  • Certified Educational Facilities Professional (CEFP) certification.

Work Schedule: The regular hours for this full-time position are 8 a.m. to 5 p.m., Monday through Friday. Must be accessible by telephone 24/7 during non-working hours and may occasionally be required to respond by going onsite. May be required to work holiday, weekend, and/or evening hours. Regular hours may vary due to needs of the organization or business unit.

COMPENSATION

Pay: The monthly salary for this position is competitive and commensurate with the duties, responsibilities, and qualifications required for the position, between $7,500.00 – $8,750.00 per month (depending on experience).

Benefits: This position is eligible for our employment benefits package including:

·         medical, dental, vision,

·         10% retirement contributions after one year (no matching required),

·         group life insurance,

·         generous time off,

·         professional development funds,

·         discounts for mobile plans, software, and entertainment,

·         access to fitness facilities,

·         and more!

Disclaimer:

This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position. When duties and responsibilities change and develop, The Claremont Colleges Services will review this job description and make changes of business necessity. TCCS reserves the right to modify job duties or assign additional duties as needed.

ADA/OSHA:

This job description defines the essential job duties of this position. The Claremont Colleges Services expects that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA).

Equal Opportunity Employer:

TCCS is an equal opportunity employer. TCCS managers make employment decisions on the basis of merit, with the aim of having the best available person in every job. TCCS prohibits discrimination based on all characteristics protected by federal, state, or local law or ordinance or regulation. TCCS also prohibits discrimination based on the perception that anyone has any of these characteristics or is associated with a person who has or is perceived as having any of these characteristics. All such discrimination is unlawful.