Dir-Auxiliary Services

The Office of Administrative and Procurement Services is comprised of three units, all with the shared goal of creating and maintaining an optimal learning environment for District students: Capital Planning and Construction; Facilities and Operations; and Procurement and Compliance.

Auxiliary Services, a unit within Facilities and Operations, provides a clean, inviting, comfortable and safe environment for students, faculty and staff to learn, study, and teach. Each college is staffed with a Director of Auxiliary Services who manages staff, directs operations, and oversees the efficient provision of auxiliary services, including janitorial services, building repairs, mailroom, reprographics, central stores, and event management, as well as contracted services for trash removal and recycling, pest control, window washing and uniforms.

JOB SUMMARY

Reporting directly to the Associate Vice Chancellor, Administrative Services, a Director of Auxiliary Services is responsible for managing the day-to-day operations related to campus building maintenance and support operations at an assigned college. The position supervises in-house staff, monitors services of contracted vendors, and implements work processes and procedures to ensure an efficient, safe and well-maintained environment for students, faculty, staff and the general public.

At the District level, positions manage facility maintenance for the District Office building; directly administer District-wide vendor contracts including reprographics equipment, fleet management services, and shuttle bus services; and provide operational support to the Associate Vice Chancellor, Administrative Services in areas of procurement and vendor contracts, human resource management, development and reporting of key performance indicators; and the execution of special projects. Performs related duties as required.

ESSENTIAL DUTIES

Campus Facilities

• Supervises and directs the daily operations of the college’s maintenance and Housekeeping staff (i.e. janitors); prepares work and shift schedules, makes work assignments, prioritizes and monitors activities, and inspects work completed to ensure clean and safe classrooms, learning spaces, offices, washroom, cafeterias and public areas.
  
  

Director of Auxiliary Services

• Confers and coordinates with service vendors on the scheduling and provision of contracted building and grounds maintenance services; monitors work and ensures repairs and work services provided comply with established quality standards and contract requirements.
  
  
• Coordinates work efforts with the President’s Office, Safety and Security Office, building engineers, and district staff in establishing work processes and procedures for the efficient handling and prioritizing of service requests, building events, and response to emergency requests to ensure a safe and well maintained environment.
  
  
• Responsible for preparing facility space use agreements and room assignments for events planned by City Colleges and outside parties and ensuring that the terms established in the Board of Trustees’ Operations Policies and Procedures Manual are met.
  
  
• Oversees mail room and reprographics/ copy center daily operations. Supervises staff responsible for processing, and distributing incoming and outgoing U.S. mail, and inter-office and inter-campus mail. Monitors copy center work activities, ensuring proper staffing and operation of high volume reprographic machines; accurate record keeping of work requests and use of paper; and efficient execution of job requests.
  
  
• Facilitates the use of off-site records storage by college administrators, working with staff and records management vendor to ensure processes are in place for the proper boxing, labeling, storage and retrieval of records from storage. Works to resolve problems with vendors regarding off-site records storage.
  
  
• Maintains asset inventory records of campus physical property (e.g. furniture, equipment). Ensures inventory tags are affixed to all property and that computerized inventory management records are updated and maintained with the receipt and disposal of equipment.
  
  
• Is “on-call” when situations involving the operational safety of the facility are compromised. Works with the President or his/her designee, Chief Engineer, Security Director, College Executive Director and staff from District Office to resolve issues.
  
  
• Assists in compiling the department/college operational budget. Researches financial records and reports to supplement the final document. Prepares annual reports, progress reports and other financial statements necessary for monitoring the budget.
  
  

Support Operations

• Administers District - wide vendor contracts for campuses and district office (e.g. fleet management, shuttle bus services, reprographic equipment), maintaining working relationship with vendors to plan, schedule and coordinate the provision of services. Serves as the primary point of contact between vendors, District Office and College campuses; responds to problems and complaints and works to resolve.
  
  
• Reviews service contract agreements to ensure that level and quality of services are provided and adhere to contract requirements; monitors contract expenditures and approves vendor invoices for payment.
  
  

Director of Auxiliary Services

• Monitors and oversees intergovernmental service contract with the City of Chicago for the servicing of CCC fleet including the fueling, repair and maintenance of vehicles. Prepares budget and purchase orders and monitors expenditures.
  
  
• Manages budget for reprographic services District-wide, ensuring appropriate service levels at all facilities, monitoring expenditures and service repairs, and conferring with vendors on new reprographics equipment and technology.
  
  
• Administers contract for shuttle bus service for students and faculty at CCC’s colleges, working with various partners to ensure the successful implementation of contracted services. Works with vendor in the planning and scheduling of routes, establishing operating procedures and creating contingency plans in case of service interruptions.
  
  
• Coordinates work efforts with CCC’s IT department and vendor to ensure buses are equipped with appropriate equipment to track ridership. Works with the Chicago Transit Authority (CTA) to allow shuttle buses access to station areas and bus stops for ease of pick up and drop off of riders.
  
  
• Coordinates with Marketing Department to publicize availability of services, including preparing informational materials regarding shuttle bus route and schedule, safety rules and guidelines for ridership. Ensures web content pages for shuttle bus service are created and updated as needed.
  
  
• Develops safety and security plan in collaboration with Security department. Prepares operational and statistical reports on shuttle bus ridership to assess service need and make adjustments in routes and schedules accordingly.
  
  
• Develops key performance indicators for auxiliary services at each college and district office. Leads the implementation of performance measures and other metrics to assess the productivity and quality of work of staff and vendors. Standardizes quality and performance standards using industry benchmarks and best practices. Makes process recommendations to improve performance.
  
  
• Acts as primary liaison with AVC, other Directors of Auxiliary Services, and Human Resources Department on issues relating to performance, discipline, absenteeism, union grievances and related employee issues. Meets and consults with other Directors and union representatives to address issues and work towards resolution.
  
  
• Participates in the preparation of operating budgets for auxiliary services at colleges, ensuring consistency of budgeting across all colleges. Reviews reports of past expenditures and usage rates to prepare budget estimates. Monitors expenditures and implements plans to reduce or contain costs and expenditures.
  
  
• Fills in as replacement for Directors of Auxiliary Services at college campuses on extended leaves.
  
  

REPORTING RELATIONSHIPS

Report to: Associate Vice Chancellor, Administrative and Procurement Services

Direct Supervision: Staff varies depending on specific location and assignment. Positions may include: Building Manager, Coordinator – Facilities,

Director of Auxiliary Services

Coordinator – Operational Services, Coordinator – Materials Management, Asst. Building Manager, College Storekeeper, Janitor Supervisor, and Senior Reprographics Technician

QUALIFICATIONS

Education, Training and Experience

• Bachelor’s degree from an accredited college or university in Business Administration or a related field.
  
  
• Five years of work experience in facility maintenance, business affairs or similar operational areas in higher education.
  
  
• Administrative experience in the management of the daily operations of a college or comparable organization.
  
  
• Previous supervisory experience with proven leadership capabilities.
  
  
• A combination of education and experience may be taken into consideration based on the applicant’s credentials.
  
  
• Proficient in the use of Microsoft Office (Word, Excel, PowerPoint)
  
  

The following generally describes the Knowledge, Skills and Abilities required to enter the job and/or be learned within a short period of time to successfully perform the assigned duties

Knowledge, Skills and Ability

• Knowledge of facility maintenance industry standards and practices
  
  
• Knowledge of health and safety practices including the storage of cleaning agents, supplies and hazardous materials
  
  
• Knowledge of budget preparations
  
  
• Knowledge of supervisory principles and practices
  
  
• Knowledge of work order tracking systems used to maximize execution of facilities maintenance work
  
  
• Excellent inter-personal and verbal communication skills
  
  
• Excellent written communication skills
  
  
• Strong problem-solving skills
  
  
• Strong organizational and planning skills
  
  
• Ability to work within a culturally diverse environment
  
  
• Ability to supervise and direct facility maintenance workers and service vendors
  
  
• Ability to build relationships with employees at all level of the organization
  
  

Working Conditions

• General office environment
  
  

Equipment

• Standard office equipment
  
  
• Computers and peripheral equipment
  
  

Physical Requirements

• Ability to operate computers and related equipment and software
  
  

Director of Auxiliary Services

Worker Characteristics

• Leadership – Demonstrate willingness to lead, take charge, and offer opinions and direction
  
  
• Initiative – Demonstrate willingness to take on responsibilities and job challenges
  
  
• Dependability – Demonstrate reliability, responsibility, and dependability and fulfill obligations.
  
  
• Adaptability/Flexibility – Be open to change (positive or negative) and to considerable variety in the workplace
  
  
• Analytical Thinking – Analyze information and use logic to address work issues
  
  
• Technologically Informed – Capable user of technology who understands the role of technology in the institution and who will guide and support its efficient and effective use
  
  

Approved by Compensation and Classification

Date: April, 2014

TBD