Assistant Director, Transportation/Vehicle Operation & Repair #605346

Northern Arizona University
Arizona, United States
Salary Commensurate with experience
Apr 23, 2021
Employment Level
Employment Type
Full Time

Under the general direction of the Director of University Transit Services. The Fleet Services Assistant Director is a member of the University Transit Services management team. The Fleet Services Assistant Director works closely with all other departments to design effective vehicle management strategies and equipment management guidance. The Fleet Services Assistant Director provides direction & implements policy for all vehicles available to the NAU community, manages the Vehicle Maintenance Shop, Long Term Lease programs and Campus Fuel Management & compliance.

This position exists to aid and advise the Director of University Transit Services in fulfilling the mission to the University by providing superior customer service to the campus community, exercising fiscal responsibility with multi-function accounting units, reporting on leading edge technology, practicing sustainable maintenance and operations methods and empowering Fleet Services workforce to reach their full potential as NAU employees. This position also provides compliance recommendations to the University for all internal/external state & federal audits as applicable.

Duties and Responsibilities:

Planning and Scheduling:

  • Provides leadership, management, and day to day direction to the Fleet Services department.
  • Carries out and develops performance controls of fleet assets and arranges for maintenance of assets to ensure a safe system of transportation.  
  • Utilizes practical, logical and economical methodologies that work to solve fleet problems.
  • Designs policy that insures efficient fleet reservations and billing through TMA software.
  • Dedicated to the development of sustainable operations and maintenance practices.
  • Oversees the selection of software vendors to include research, testing, presentation, bid submission, appropriation of funds and implementation oversight.
  • Directs the creation & development of activities and objectives that encourage the growth of all long/short range departmental goals.
  • Develops staffing requirements by analyzing work flow, safety requirements and internal/external customer needs.
  • Manages design, development, and coordination of projects related to all aspects of the multi-function area department.
  • Analyzes and interprets statistics, financial data, while developing a management plan for the purpose of determining resource needs and long range plans.

Budgetary, Policies, and Procedures: 

  • Responsible for the development, management, and implementation of capital and operational budgets for the Fleet Services department.
  • Extensive knowledge in budgeting principles & practices specific to functional areas within the department.
  • Manages multiple accounting unit budgets to include Fleet Services, Motor Pool Leasing Service, and Fueling Operations Accounts.   
  • Provides technical advice, internal process management of department entry of work orders, Vehicle Rentals, Extra tickets and Fuel tickets for each accounting unit. Accurately monitors all invoices to University customers, including the initiation of journal entries & submittal for rebilling.
  • Development of vendor compliance policies related to accurate invoicing and process work flow.
  • Utilizes internal & external benchmarking surveys & studies to determine departmental policies and strategies.
  • Ensures budgets are met and operated within guidelines approved by the Office of Business Affairs management.
  • Recommends policy for monitoring all departmental purchases, ensuring a sufficient inventory of materials, supplies and equipment.
  • Recommends best accounting practices by analyzing continuity between revenue and expense streams.
  • Maintains lower operating costs, by developing & benchmarking measureable KPI’s as applicable to each functional unit.
  • Recommends design of specific operational spreadsheets as applicable, database queries and the utilization of software tools within fleet management software.
  • Develops and implements rate structures for day rentals, long term use, and on-campus fuel charges. 
  • Assists Administration in the development of Fleet Garage labor rates by analyzing administrative, road head, parts and labor expenses.
  • Assists comptroller in determining chargeback rate compliance by adhering to federal grant guidelines.
  • Determines vehicle replacement schedules, purchasing of replacement vehicles as applicable and arranges necessary disposal and/or auction through Property Control.

Coordinating and Communicating: 

  • Effectively delegates responsibility to staff, defining all expectations while maintaining effective communication with all customers across campus.
  • Fosters team relationship allowing for collaborative problem solving and process improvement. 
  • Oversees cost effective shop management processes.
  • Facilitates university programs by acting as an intermediary with community, students and faculty.
  • Actively maintains cutting edge knowledge of industry practices pertaining to higher education and continually suggests process improvements based on industry changes.
  • Provides technical advice and evaluates design for all functional areas.
  • Actively assists in problem solving and questions related to program goals & policy interpretation.
  • Participates in committees (i.e. Loss Prevention), task forces, that develop quality of service to staff and student workers.
  • Adheres to internal audit guidelines, determines policies as applicable to these guidelines.

Customer Service:

  • Provides superior customer service to the campus community.
  • Provides leadership in the development of measures designed to improve customer service.
  • Takes a proactive role in promoting and supporting University Transit Services mission and vision.
  • Develops guidelines to ensure customers receive an informed, valuable and safe experience.

Fleet Compliance:

  • Responsible for record keeping and ensuring fleet is compliant with state and federal regulations. 
  • Maintains documents and files related to fleet operations such as purchase orders, progress reports, contracts, quality test reports, etc. 
  • Policy development that ensures fleet compliance as applicable to ABOR maintenance guidelines.
  • Interprets university and departmental policies to assigned personnel and enforces regulations and adherence to proper codes and standards.
  • Informs employees of new work methods or procedures, changes in safety regulations, work policies and safety codes.
  • Investigates vehicle accidents, negotiates for any possible settlements and authorizes/oversees any repairs or maintenance of assigned University vehicles.
  • Maintains a thorough understanding of policies and rules relating to safety issues and health hazards associated with Fleet Service activities.
  • Maintains knowledge and skills of industry best practices as well as participation in industry professional organizations.  RMFMA, NAFA.

Personnel Management:

  • Takes an active leadership role in directing and supervising department personnel.
  • Actively participates in professional development workshops and conferences.
  • Monitors and supervises the activities of Fleet Services department staff.
  • Responsible for submitting payroll document, work order, material, equipment and other Fleet records and submits reports as required.
  • Supervises, hires, trains, and evaluates assigned staff. Works with employees to correct deficiencies and recommends and implements corrective action and discipline.

Employee Training and Development:

  • Responsible for employee development by developing individualized goals, quarterly meetings and the creation of training plans to ensure employees achieve established goals.
  • Attends training courses that assist in the development of leadership programs for existing staff, new employees and student workers.
  • Design & implement work flow check lists, simplify & standardize policies, develop student worker training guide.

Minimum Qualifications

  • Bachelor’s degree
  • 2 – 4 years of management or supervisory experience, and
  • 3 – 5 years of relevant experience, or
  • Any equivalent combination of experience, training, or education.

How to Apply

To apply for this position, please click on the "Apply" button on this page. You must submit your application by clicking on the "Submit" button by midnight of the application deadline. If you need assistance completing your application there are instructions available on the Human Resources website or in person in the Human Resources Department located in Building 91 on the NAU Campus - on the corner of Beaver and DuPont Streets.

If you are an individual with a disability and need reasonable accommodation to participate in the hiring process please contact the Office of Equity and Access at: 928-523-3312/TDD - 928-523-1006 or PO Box 4083, Flagstaff AZ 86011.

Equal Employment Opportunity

Northern Arizona University is a committed Equal Opportunity/Affirmative Action Institution. Women, minorities, veterans and individuals with disabilities are encouraged to apply. NAU is responsive to the needs of dual career couples.

EEO is the Law Poster and Supplements

NAU is an Employer of National Service. AmeriCorps, Peace Corps, and other National Service alumni are encouraged to apply.



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