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Assistant Director of Facilities Planning and Management



Description

Under supervision of the Director of Facilities Planning and Management, the Assistant Director will assist in planning, directing, managing and overseeing the activities and operations of the District’s facility, construction maintenance, facilities maintenance and operation programs; assist with the supervision, monitoring, reviewing, and auditing of the construction of new buildings and facilities, and the reconstruction of existing facilities and buildings; oversee, monitor and evaluate maintenance, custodial, grounds and energy management activities for all District sites; and performs other duties as assigned.
SUPERVISION RECEIVED AND EXERCISED

Receives general direction from the Director of Facilities Planning and Management. Incumbents interact frequently and independently with administration, staff, students, the general public, and regulatory agencies.

Provides direct or indirect supervision to lower level technical and maintenance operations personnel as assigned.

Responsibilities and Duties

  1. Assist in coordinating contracted work with architects, engineers, inspectors, local government officials, and others pertaining to construction of District Facilities.
  2. Assist with representing the District in working with the state, county, and the city land use and planning agencies.
  3. Assist in developing, submitting, and accounting for all documents required by the state Chancellor’s Office for state funding.
  4. Assist with planning, organizing, coordinating, and directing the construction, maintenance, repair, and remodeling of District facilities.
  5. Assist with monitoring contractors providing construction and maintenance related services to ensure adherence to project specifications, timelines, and appropriate standards of performance.
  6. Assist with determining operational policies, guidelines, priorities, and the scheduling and control of various ongoing and major construction and reconstruction projects.
  7. Assist with planning, organizing, and directing facility and equipment preventative maintenance programs, including implementation and maintenance of a systemized data management, storage and retrieval system.
  8. Participate in maintaining a cost effective and cost beneficial operational mode, and to ensure that appropriate quality control and performance standards are maintained.
  9. Assist with managing the budget for capital outlay, scheduled maintenance, hazardous substance, local, and maintenance budgets for the District as they relate to construction and maintenance.
  10. Coordinate work activities between department units, contractors, and other campus groups through oral and written communications; inspect work performed and resolve deficiencies as needed. Includes the District custodial, maintenance, grounds and skilled craft maintenance.
  11. Prepare and maintain a variety of narrative and statistical reports, specifications, records and files related to assigned activities.
  12. Assist in the assignment, coordination, and review of the activities of architects, engineers, and consultants for construction and maintenance projects.
  13. Ensure a safe environment for students, faculty, and staff through inspections and in collaboration with the shared governance committees. Perform inspections of buildings and grounds to check on the need for maintenance and repair, building safety, ADA compliance and conformity with fire regulations. Determine the need for repairs and establish work priorities.
  14. Interpret policies, operational regulations, and procedures impacting Facilities and management staff; provide direction to managers regarding OSHA regulations pertaining to general worksite safety issues.
  15. Communicate with other administrators, personnel, and contractors to coordinate activities and programs, resolve issue and conflicts and exchange information. Recommend improved methods and changes as appropriate.
  16. Operate a computer and other office equipment as assigned; operate various equipment and tools used in assigned areas. Supervise, train, and evaluate personnel; supervise staff training; prepare evaluation reports; review and discuss staff requirements and performance with employees.
  17. Attend and conduct a variety of meetings as assigned; conduct presentations to groups; represent the District with outside organizations and agencies, including regulatory, local, state, and federal governments.
  18. Assure a safe environment for students, faculty, and staff by inspecting and working with the safety committee. Perform periodic inspections of building and grounds to check on the need for maintenance and repair, building safety, ADA compliance and conformity with fire regulations; determine need for repairs and establish work priorities.
  19. Assist with developing and administering preventive maintenance program and related records, including preparing detailed procedures and work instructions, scheduling, monitoring equipment operations, and entering data into appropriate system.
  20. Assist in assembling and collecting facilities planning and operations documents for preservation, including technical manuals, maintenance schedules, equipment replacement program, vendor files, maintenance work orders, purchase orders, and others.
  21. Maintain positive working relationships with the vendors/contractors, students, the community and various departments within the District.
  22. Assure compliance with established building codes, safety laws and regulations, timelines, and standards of quality. Secure estimates for work to be performed by outside sources; check to be sure work is properly completed. Review completed contract work for acceptability.
  23. Plan, coordinate, organize and manage the energy budget, state reporting, management and controls, boilers, pressure tanks and energy equipment for the District.
  24. Assist with developing of the District’s five-year scheduled maintenance programs; confer with college facilities managers to develop project plans and priorities; formulate preventive maintenance plans to assure proper care of District grounds and facilities.
  25. Serve on campus and District committees, task forces, and other work groups; maintain positive public relations with the larger community.
  26. Assist with developing and implementing techniques to improve departmental policies and procedures, increase efficiencies, optimize opportunities and maintain state-of-the-art practices; maintain current knowledge of technological advances in the field.
  27. Assume the duties of the Director, Facilities Planning and Management, in the absence of the Director and as assigned. Receive and respond to emergency calls affecting facilities operations; assign personnel and equipment necessary.
  28. Research, develop and administer guidelines and an emergency plan for small gas pipe line system consistent with federal and state requirements.
  29. Assist with maintaining space inventory and Facilities assessment District wide and confer with the division deans regarding building and room dedication.
  30. Perform other related duties.


Qualifications

Knowledge of:

  • Principles, practices, and trends in higher education with particular reference to facilities planning and utilization, preferably including or supplemented by research or program evaluation
  • Principles, goals, and objectives of community college administration
  • Federal and State laws governing California Community Colleges as they relate to facilities planning and utilization
  • Data management, storage and retrieval systems
  • Legal mandates, policies, regulations, and procedures that govern District operational processes
  • Principles, methods, techniques, and strategies, pertaining to construction management and maintenance programs; policies, procedures, equipment, materials and supplies related to planning, construction, operation, maintenance and repair of facilities and grounds
  • Basic principles of construction estimating, bid preparation and review; methods of estimating costs supply, and equipment
  • Legal mandates; district policies, regulations, operational procedures, methods techniques; project management and computer software technology
  • The use of tools, equipment, supplies, practices, and methods associated with facilities and grounds maintenance work; modern office methods; interpersonal skills using tact, patience, and courtesy; working knowledge of Excel, MS Word, Outlook and Fusion
  • General principles of maintenance, repair and operations of electrical/mechanical systems and equipment and heating/ventilation/air conditioning (HVAC) systems and equipment
  • Principle and practices of budgets and accounting
  • Basic operations, services, and activities of a hazardous waste removal program

Ability to:

  • Effectively and efficiently assist with the planning, organizing of the functions and activities of facility planning, construction, and maintenance program; plan organize, assign, direct and evaluate the functions and activities of the construction process, maintain an effective data management, storage, retrieval system; communicate effectively in oral and written form with a diverse constituency; understand and carry out oral and written directions with minimal accountability controls, use independent judgment; establish and maintain effective organizational relationships; including facilities custodial, grounds and maintenance staff
  • Effectively use tools, equipment and supplies related to the maintenance of buildings and grounds
  • Interpret building plans and specifications
  • Estimate costs of building repairs, alterations and maintenance work;
  • Effectively supervise and train staff
  • Analyze situations accurately and take effective action; establish and maintain cooperative relationships
  • Communicate both orally and in writing in an effective and articulate manner
  • Support the District in achieving its mission, vision, and strategic goals as appropriate in carrying out the duties of this position
  • Focus on student success, service excellence, and willingness to assist colleagues District-wide, as needed
  • Demonstrate sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, linguistic, and ethnic backgrounds, and disabilities of community college students and staff as demonstrated by skills and abilities in cultural responsiveness and cultural humility
Education and Experience Requirements:

Bachelor’s degree in public administration, facilities management, organizational management, construction management, or related field from an accredited college or university.
Three (3) years of experience in facilities planning, construction management, or a closely related field, including two (2) years of lead or supervisory experience.

or

Associate degree in public administration, facilities management, organizational management, construction management, or related field from an accredited college or university.
Five (5) years of experience in facilities planning, construction management, or a closely related field, including two (2) years of lead or supervisory experience.

License Requirements

Possession of a valid California Motor Vehicle Driver’s license.

Environment:

Indoor and outdoor work environment
Driving a vehicle to conduct work and to inspect and review college facilities, maintenance, and operations
Emergency call-out

Physical Demands:

conduct inspections
Bending at the waist

Hazards:

Working around hazardous materials, machinery, moving vehicles, or construction

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