Director, Facilities Management and Operations -- Administrator III

Salary and Benefits

The salary range will be from $135,000 - $150,000 per year.

This position is a Management Personnel Plan (MPP) position in the CSU, and serves at the pleasure of the President.

The CSU enjoys a generous benefits program with employer paid life insurance ($100,000), as well as health, dental, and vision insurance with the monthly premium largely paid by the CSU. Additionally, we offer a broad range of other benefits which includes dependent and health care reimbursement accounts, tuition fee waiver, 401k, 457 and 403(b) plans.

The CSU belongs to the CalPERS retirement plan in which medical and dental insurance continues in qualified retirement.

The CSU has 14 paid holidays and the position earns 24 days of vacation and 12 days of sick leave per year.

For more information on the benefits program, please visit https://www.csueastbay.edu/hr/benefits/index.html

About Cal State East Bay

Cal State East Bay's beautiful main campus is located in the Hayward hills with panoramic views of the San Francisco Bay shoreline. Situated above the city of Hayward, the campus offers an ideal setting for teaching and learning and yet easy access to the many cities along the bay. The University has a satellite campus in Concord, a professional development center in Oakland and a significant presence online. Founded in 1957, Cal State East Bay is one of 23 universities of the California State University system (CSU). With an enrollment over 15,800 students, Cal State East Bay is recognized as a regionally engaged and globally oriented university with a strong commitment to academic innovation, student success, engaged and service learning, diversity, and sustainability.

About the Position

Under the general direction of the Associate Vice President of Facilities Development & Operations (FD&O), and in collaboration with services units in FD&O and departments across the University, the Director of Facilities Management and Operations is responsible for leadership, management, administration and supervisory oversight of all services and functions associated with the maintenance and operations. The position oversees over 70% of the annual operating budget of approximately $10 million, 760 acres of land, 43 buildings, and facilities with 2 million gross square feet of space. The position has leadership oversight over approximately 80 full-time staff. Other key responsibilities include but are not limited to overseeing the campus facilities condition assessment program and the annual prioritization of deferred maintenance, capital renewal, and infrastructure upgrades. The position develops and maintains strong relationships across the campus, Chancellor’s Office, and with applicable federal, state, and local agencies to ensure FD&O meets its customer service obligations, compliance, and safety. This position serves as the FD&O Safety Officer and technical advisor to the Planning, Design, and Construction team to ensure projects meet the department’s operating and maintenance requirements for cost-effectiveness, safety, and efficiency. Other responsibilities include utility management, conservation programs and projects, facility safety coordination, and improvements. The Director will serve as the Administrator-In-Charge in the absence of the Associate Vice President of Facilities Development & Operations. This position is the key EOC Field Contact during campus emergency operations and is the lead emergency coordinator for FD&O emergencies.

Responsibilities

Responsibility A – Organizational Leadership and Management

Organizational Leadership

• Develop, implement and revise policies and procedures on the provision of facilities services, for example, prioritization, scheduling, service deliveries timelines, and response to customer feedback
• Develop policy and procedures to provide training to managers and supervisors to assure knowledge and adherence to policies and procedures.
• Develop and implement a quality assurance program to track the quality of service, respond to inspection deficiencies, and procedure for service improvements
• Ensure FD&O’s mission, goals, objectives, and initiatives are communicated and translated into actionable tasks to engage staff in participating in the overall success of the organization.
• As a key member of the FD&O Leadership Team, participates in developing and implementing departments’ overarching strategic mission, goals and objectives.

Personnel Management

• Direct and manage personnel activities for over 80 employees, including hiring, retention, performance, corrective and or disciplinary action, and resolution of issues working collaboratively with the University’s Human Resources department.
• Work in partnership and collaboration with other department managers to develop and implement staff engagement initiatives to improve satisfaction, inspire performance, and enable staff success; oversee staff onboarding, training, and professional development programs and team development.
• In collaboration with the Director of Business Operations and University Human Resources, participates in and represents FD&O in collective bargaining and labor relations issues and ensures proper application of collective bargaining agreements and University standards.
• Establish performance expectations and individual development goals for direct reports, including monitoring performance and coaching for improvement and development; work with direct reporting managers to develop and implement performance standards for effectiveness, efficiency, work quality, performance evaluations, training, and development.
  Budgeting and Financial Management
• Manage the unit’s annual operating budget of approximately $10 million and ensure it meets the department goals and service expectations, and collaborate with Planning, Design, and Construction on the annual capital budget of approximately $50M
• Coordinates with the Business & Administrative Services unit to prepare, justify, monitor, and track the annual operating budget for the Maintenance & Operations unit which properly reflects department goals and campus priorities.
• Ensure budgets, expenditures, and procurement of products and services comply with the University's finance and procurement requirements.

Responsibility B – Customer Engagement and Service

• Serve as the primary department representative to engage and maintain relationships with campus constituents to address concerns, advance work efforts and support strategic initiatives and goals.
• Establishes customer service objectives that align with campus expectations and resource allocations. Re-assigns resources as necessary to achieve operational priorities.
• Ensures a high level of organizational responsiveness and communication to understand customer needs and maintain effective customer relationships. Includes developing and maintaining a customer service culture that encourages staff to be proactive and customer-driven in their work efforts.
• Lead efforts to develop and implement strategies to improve the customer experience and ease access to services and information utilizing effective communication methods, including electronic and website.

Responsibility C – Maintenance and Operations

• Provide management and oversight for all maintenance and operational services, including the following functions: carpentry, plumbing, lock, painting, electrical, and HVAC/building control system services, energy management, plant and utility services, automotive services, grounds services, custodial services, refuse and recycling services, and moving services.
• Lead and oversee implementation of a work management program to assign, track, prioritize, plan, schedule, and manage the deployment of resources to respond to campus needs and requests;
• Develop and administer a preventive maintenance program to improve and extend service life of building systems including equipment and parts by coordinating the work of in-house maintenance personnel and external vendors and contractors for selected services.
• Oversee assessment of University physical assets and provide recommendations on prioritization of deferred maintenance and capital renewal to University leadership on an annual basis.
• Provides leadership and directions to enhance operational sustainability and improve energy conservation, including energy management and efficiency, building automation and monitoring systems, waste diversion and recycling, integrated pest management, green cleaning, and sustainable material procurement.
• Oversee service contracts including scope development, requisitions, contract management, progress reporting, contractor/consultant progress payments, field instructions, cost request bulletins, change order proposals, change orders, and other documents. Collaborates with WorkFlow Coordinator to schedule services as required and ensuring campus constituents are notified accordingly. Ensures records keeping and documentation clearly reflect activities to assist with delay or other claims.

Responsibility D – Energy and Utility Management

• Administer the University's Energy and Utilities management program to ensure the reliable delivery of utilities and related services to the campus according to CSU policies and guidelines for resource conservation, efficiency, and sustainability.
• Directs the development of campus utilities, evaluates impact on university budgets and operations and implements policy and procedures for improvements.
• Responsible for the financial accountability and regulatory compliance for campus-wide utility services.

Responsibility E: Emergency Operations Management(EOC)

• Serves as the Facilities Management liaison to the Campus EOC when activated during times of campus emergencies.
• Administer the EOC/Facilities Maintenance and Operations Plan and has the primary responsibility for the review, update, training, communications, and coordination of the campus Facilities EOC plan.
• Represents FD&O and coordinates all Facilities Management activities in support of the campus EOC to ensure Facilities Operations fulfills all necessary services in response to campus emergencies, disasters, and associated recovery efforts.

Responsibility F: Project Planning and Management

• Responsible for developing the prioritization for capital renewal, deferred maintenance, and major maintenance multi-year plans using evidence-driven planning processes, strategies to maximize resources, and an approach ensuring timely and cost-effective implementation.
• Administer the campus facilities condition assessment program and collaborate with the Planning, Design & Construction unit to ensure robust development of required campus or CSU submittals related to the deferred and major maintenance, infrastructure, energy, and capital renewal project portfolio and associated funding requests.
• Oversee a broad array of maintenance, repair and replacement work including planning and management of repair and replacement efforts. Monitor budget, schedule, performance, and quality control of such work.

Responsibility G: Safety Program

• Develop the Department Safety Program to ensure compliance with CAL OSHA and other safety regulatory requirements.
• Develop systems to monitor and track implementation of safety training in a timely manner.
• Represent FD&O on all safety matters and coordinate with Environmental Health and Safety to ensure all safety issues are addressed in a timely manner.
• Lead collaborative efforts with University Police, EH&S, Risk Management and key constituents in scheduled walkthroughs and assessments to evaluate safety concerns around the campus and to provide recommendations to address and or mitigate such risks

Other Duties as assigned

Required Qualifications

• Leadership presence and ability to direct and manage a highly diverse workforce; demonstrated skill in supervising, managing and leading mid and upper level staff within a large facilities management organization; demonstrated skill in negotiations with the ability to engage in difficult conversations to negotiate solutions and resolve disputes within the department as well as in the campus community; ability to analyze and translate information into strategic goals and actions, skill in complex analysis, problem solving and decision-making.
• Demonstrated knowledge of the facilities management organization and administrative processes, applicable codes and regulations, facility management trends and practices, budgets, information management systems, labor relations, public and customer relations, and collective bargaining agreements with the ability to interpret contract language.
• Ability to lead and facilitate groups and committees; coordinate complex issues and projects between departments, ability to communicate effectively with diverse constituents within the University community, use professional-level writing and presentation skills to effectively communicate
• Interpersonal skills to promote and instill a workplace culture and climate based on trust and mutual respect; ability to implement team-building skills and to support the teams achieve target goals and objectives, plan, organize the team to complete assignments efficiently and effectively
• Must be capable of walking a significant amount of time daily.
• Ability to travel to Concord at least once a month.

Minimum Qualifications

• Bachelor's degree in engineering, facilities management, construction management or business management or an equivalent combination of education and extensive experience in applying facilities management and administration principles in a similar organizational environment
• 8 - 10 year experience as an administrator in a facilities management environment with at least 5 years progressive leadership/supervisory experience within a multi-faceted facilities organization.
• Work experience managing a unionized workforce and ability to participate contractual discussions and negotiations.

Preferred Skills and Knowledge

• Prefer registration as a Professional Engineer in Civil, Mechanical, or Electrical disciplines
• Prefer CEFP certification through the Association of Physical Plant Administrators and or CFM certification through the International Facilities Management Association
• Supervisory experience within collective bargaining and represented staff environment.
• Experience planning and implementing deferred maintenance and utility infrastructure projects.
• Experience in facilities maintenance and operational management of a College, University, or related facility

Condition(s) of Employment

Satisfactory completion of a background check (including LiveScan, as appropriate), that may include, but is not limited to: criminal records check, verification of academic credentials, licenses, certificates, credit history, professional references and/or verification of work history is required for employment. Cal State East Bay will issue a conditional offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Unsatisfactory results may also affect the continued employment of current Cal State East Bay employees who were conditionally offered the position.

All background checks are conducted through the university's third party vendor, Accurate. LiveScan is conducted through the University Police Department.

EEO Statement

As an Equal Opportunity Employer, Cal State East Bay does not discriminate on the basis of any protected categories: age, ancestry, citizenship, color, disability, gender, immigration status, marital status, national origin, race, religion, sexual orientation, or veteran's status. The University is committed to the principles of diversity in employment and to creating a stimulating learning environment for its diverse student body.

Other Information

All California State University campuses, including Cal State East Bay, are smoke and tobacco-free. For more information, please visit our website at http://www.csueastbay.edu/smokeandtobaccofree/

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, the Cal State East Bay Annual Campus Security Report is available at: http://www.csueastbay.edu/upd/safety-and-security-reports.html

At CSUEB, the following nine competencies have been identified as valued leadership qualities: Communication, Cooperation, Delegation, Empathy, Feedback, Innovation, Leadership Presence, Passion and Strategic Ability. While we may not expect our managers to exhibit all of these competencies, we do expect them to aspire to develop them. As part of the annual evaluation review process, the Office of Academic Affairs Operations Manager will be evaluated on each.

Sponsorship

Cal State East Bay is not a sponsoring agency for Staff or Management positions and we are not an E-Verify employer.

Mandated Reporter

The incumbent in this position may be considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and will be required to comply with requirements set forth in the CSU Executive Order 1083 as a condition of employment.

CSU Vaccination Policy

CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to hr@csueastbay.edu .

Advertised: July 05, 2022 (9:00 AM) Pacific Daylight Time
Applications close: