Facilities Operations Manager



Posting Details

Posting Number S01319 Position Title Facilities Operations Manager Internal Position Title Facilities Operations Manager Department Facilities Administration Position Type Staff Job Family Professional Job Summary

The College of Lake County has a leadership opportunity for an experienced Operations Manager in facilities to manage a staff of approximately 85 union staff and 4 non-union supervisors in the day-to-day operations of three main campus sites in Grayslake, Waukegan and Vernon Hills. Strategic leadership and planning will be provided in the areas of campus facilities work in HVAC, maintenance, grounds and custodial services. The ideal applicant will be a manager with extensive experience effectively leading a team of diverse backgrounds and talent, developing and training staff, interpreting, implementing and negotiating collective bargaining agreements, who is highly organized, able to successfully communicate with all stakeholders and drive change.

CLC offers a competitive salary, excellent benefits that currently includes BlueCross/BlueShield of Illinois health, Delta dental and Superior vision insurance plans, tuition support for employees and qualified family members, three retirement plans, disability, group and supplemental life insurance, health and dependent care flexible spending account plans, a four-day work week in the summer (Fridays off!), generous vacation, sick and personal time off and 13 paid holidays each year.

The College of Lake County ( CLC ) is a comprehensive community college located in northeastern Illinois committed to being an innovative educational institution providing life-changing paths for our students by offering exceptional learning experiences.

The college is widely recognized for student success, business and community partnerships and for the achievements of our faculty, staff and alumni. Long-known as an employer of choice in Lake County, CLC was ranked #15 on the Forbes list of Top 100 Employers in the State of Illinois for 2019.

Summary of Essential Functions

Strategic Leadership and Personnel Management 60%

• Lead, advocate for and develop all union facilities staff in accordance with College guidelines, human resource policy and procedures, and the collective bargaining agreement.
• Mentor and develop all facilities supervisors. Support leadership training, education and advancement.
• Plan, coordinate and arrange for appropriate training of staff. Foster positive working relationships with all members of the facilities team.
• Manage the hiring of facilities staff and supervisors. Make recommendations for employment and discharge of staff members to the Director.
• Hire and mentor student interns, workers and apprentices.
• Actively participate in the facilities collective bargaining, informal and formal grievance and arbitration processes.
• Chair the Labor-Management committee. Meet regularly with supervisors and union leaders to ensure open and direct communication, consistent and accurate union contract interpretation.
• Maintain a high level of cooperation and communication with college community, and effectively communicate assignment expectations to team members and stakeholders in a timely and clear fashion. Provide detailed reports to the Director of Facilities, team members and stakeholders as requested.
• Communicate with other administrators, vendors, State and government agencies and contractors to coordinate activities and programs; resolve issues as needed.
• Partner with the Director and Project Manager on assignments that require coordination between capital project and day-to-day facilities maintenance. Ensure appropriate assignment of College union employees and external vendor staff within union guidelines.
• Assure compliance with laws, codes, regulations, and health and safety precautions related to maintenance and operations activities.
• Coordinate remodeling projects and assigned construction projects. Consult with engineers on heating, mechanical and electrical requirements of new and renovated buildings; maintain utility and energy management systems.
• Conduct site checks to monitor progress and quality standards of day-to-day assignments. Issue progress reports as needed regarding costs and timelines of assignments. Problem solve with supervisors and staff to address delays, emergencies or other issues.
• Manage and report on risks associated with projects to Director of Facilities, with the understanding that risk sharing is maintained between management and project manager.

Department Operations, Procedures and Budget Management 30%

• Prepare, monitor and implement the budgets for Maintenance, HVAC, Custodial, Grounds/fleet, deferred maintenance and one-time funded projects; review and approve maintenance and operations requisitions within budgetary limitations.
• Utilize the work order management system (AkitaBox) to analyze, plan, schedule and implement a systematic program of work order response, inventory management, and preventive maintenance; establish priorities for maintenance and special projects; develop procedures to assure that routine and emergency maintenance needs are resolved. Direct the preparation and maintenance of a variety of narrative and statistical reports, records and files related to facilities and other assigned functions.
• Assist in the development of plans and specifications for work to be completed; reviews cost estimates submitted by outside contractors; recommend or determine equipment and materials to be purchased. Coordinate construction budgets as directed, change orders and other necessary documents.
• Inspect buildings, equipment and grounds for fire, safety and health hazards; recommend or require proper elimination of hazards; inspect buildings relative to energy usage and savings; evaluate and recommend cost-saving methods.
• Assist in the development of plans, specifications, bid documents and related materials; evaluate bids and recommend award of contracts for capital outlay projects, equipment and major repairs.
• Maintain inventory records of fixed assets under the Facilities Department responsibility; prepare documentation, evaluate and recommend disposition of surplus property. Coordinate and direct administrative functions such as key control and hazardous materials management.
• Obtain all necessary permits, approvals and other regulatory prerequisites
• Supervise staff as assigned which may include student workers, interns and apprentices.

Other 10%

• Participate in the shared governance process in the College including but not limited to participating on committees, commissions, lead discussions, present reports and updates to senates.
• Prepare and give presentations to the College leadership team and other constituent groups.
• Lead task forces or work groups related to facilities operations
• Other duties assigned

Required Qualification

• Master’s degree in Business Administration or related field with a minimum of 5 years’ of recent experience in directly managing skilled trades employees in a union environment;
OR
Bachelor’s degree with a minimum of 7 years’ of recent experience in directly managing skilled trades employees in a union environment.
• Minimum of 4 years of construction vendor management experience in a union environment
• Demonstrated knowledge of skilled trades including but not limited to HVAC, electrical, painting, construction.
• Demonstrated ability to budget, schedule, negotiate, and control costs
• High degree of familiarity with contract and subcontract documents, terms, and conditions
• Excellent communication skills and interpersonal abilities, including negotiation skills
• Knowledge of and experience using MS Office products with proficiency in Outlook and Excel
• Valid driver’s license with clean driving record.
• Proven ability to work effectively and constructively with persons of diverse cultures, language groups, and abilities; demonstrate sensitivity to and ability to work with the diverse academic, socioeconomic, cultural and ethnic backgrounds of community college students, faculty, and staff, including those with disabilities; establish and maintain effective working relationships with those contacted in the course of work.

Desired Qualifications

• Collective bargaining experience
• Proficiency in use of AkitaBox Facility Management or comparable tool
• Knowledge of OSHA and worker’s compensation
• Bilingual Spanish

Posting Date 11/10/2020 Closing Date 12/06/2020 Expected Start Date Special Instructions Summary Pay Rate Salary, benefits, and other terms and conditions of employment are highly competitive and will be commensurate with the candidate’s background and experience. Full-Time/Part-Time Full-Time Location Grayslake Total Hours per week 40.00 Work Schedule

Generally work is performed M-F during first shift hours. Occassional evenings, nights, weekends and/or holidays may be necessary to carry out the duties of this position.

Software Testing Required Excel, MS Word Interview Process Requirements None EEO Statement

The College of Lake County is an equal opportunity employer and has a strong commitment to diversity. In that spirit, it seeks a broad spectrum of candidates including minorities, women and people with disabilities. EOE /AA/M/F/D/V

Summary of Essential Functions

Strategic Leadership and Personnel Management 60%

• Lead, advocate for and develop all union facilities staff in accordance with College guidelines, human resource policy and procedures, and the collective bargaining agreement.
• Mentor and develop all facilities supervisors. Support leadership training, education and advancement.
• Plan, coordinate and arrange for appropriate training of staff. Foster positive working relationships with all members of the facilities team.
• Manage the hiring of facilities staff and supervisors. Make recommendations for employment and discharge of staff members to the Director.
• Hire and mentor student interns, workers and apprentices.
• Actively participate in the facilities collective bargaining, informal and formal grievance and arbitration processes.
• Chair the Labor-Management committee. Meet regularly with supervisors and union leaders to ensure open and direct communication, consistent and accurate union contract interpretation.
• Maintain a high level of cooperation and communication with college community, and effectively communicate assignment expectations to team members and stakeholders in a timely and clear fashion. Provide detailed reports to the Director of Facilities, team members and stakeholders as requested.
• Communicate with other administrators, vendors, State and government agencies and contractors to coordinate activities and programs; resolve issues as needed.
• Partner with the Director and Project Manager on assignments that require coordination between capital project and day-to-day facilities maintenance. Ensure appropriate assignment of College union employees and external vendor staff within union guidelines.
• Assure compliance with laws, codes, regulations, and health and safety precautions related to maintenance and operations activities.
• Coordinate remodeling projects and assigned construction projects. Consult with engineers on heating, mechanical and electrical requirements of new and renovated buildings; maintain utility and energy management systems.
• Conduct site checks to monitor progress and quality standards of day-to-day assignments. Issue progress reports as needed regarding costs and timelines of assignments. Problem solve with supervisors and staff to address delays, emergencies or other issues.
• Manage and report on risks associated with projects to Director of Facilities, with the understanding that risk sharing is maintained between management and project manager.

Department Operations, Procedures and Budget Management 30%

• Prepare, monitor and implement the budgets for Maintenance, HVAC, Custodial, Grounds/fleet, deferred maintenance and one-time funded projects; review and approve maintenance and operations requisitions within budgetary limitations.
• Utilize the work order management system (AkitaBox) to analyze, plan, schedule and implement a systematic program of work order response, inventory management, and preventive maintenance; establish priorities for maintenance and special projects; develop procedures to assure that routine and emergency maintenance needs are resolved. Direct the preparation and maintenance of a variety of narrative and statistical reports, records and files related to facilities and other assigned functions.
• Assist in the development of plans and specifications for work to be completed; reviews cost estimates submitted by outside contractors; recommend or determine equipment and materials to be purchased. Coordinate construction budgets as directed, change orders and other necessary documents.
• Inspect buildings, equipment and grounds for fire, safety and health hazards; recommend or require proper elimination of hazards; inspect buildings relative to energy usage and savings; evaluate and recommend cost-saving methods.
• Assist in the development of plans, specifications, bid documents and related materials; evaluate bids and recommend award of contracts for capital outlay projects, equipment and major repairs.
• Maintain inventory records of fixed assets under the Facilities Department responsibility; prepare documentation, evaluate and recommend disposition of surplus property. Coordinate and direct administrative functions such as key control and hazardous materials management.
• Obtain all necessary permits, approvals and other regulatory prerequisites
• Supervise staff as assigned which may include student workers, interns and apprentices.

Other 10%

• Participate in the shared governance process in the College including but not limited to participating on committees, commissions, lead discussions, present reports and updates to senates.
• Prepare and give presentations to the College leadership team and other constituent groups.
• Lead task forces or work groups related to facilities operations
• Other duties assigned

Posting Specific Questions - supplemental questions

Required fields are indicated with an asterisk (*).

  1. * Do you have a Master’s degree in Business Administration or related field with a minimum of 5 years’ of recent experience in directly managing skilled trades employees in a union environment; OR Bachelor’s degree with a minimum of 7 years’ of recent experience in directly managing skilled trades employees in a union environment?
    • Yes
    • No
  2. * Do you have a minimum of four (4) years of construction vendor management experience in a union environment?
    • Yes
    • No
  3. * Do you have demonstrated knowledge of skilled trades including but not limited to HVAC, electrical, painting, construction?
    • Yes
    • No
  4. * Do you have collective bargaining experience?
    • Yes
    • No
  5. * Do you have proficiency in use of AkitaBox Facility Management or comparable tool?
    • Yes
    • No
  6. * Do you have knowledge of OSHA and worker’s compensation?
    • Yes
    • No
  7. * Are you bilingual proficient in English and Spanish?
    • Yes
    • No
Applicant Documents
Required Documents
  1. Resume
  2. Cover Letter
  3. Unofficial Transcript 1
Optional Documents
  1. Unofficial Transcript 2
  2. Other Document


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