Associate Director For Facilities Management

Payroll Title: FAC MGR 2

Job Code: 0391

Job Open Date: 05/19/2023

Application Review Begins: 06/30/2023

Department Code (Name): FACM- Facilities Management

Percentage of Time: 100%

Union Code (Name): 99- Non Represented

Employee Class (Appointment Type): Staff: Career

FLSA Status: Exempt

Salary Grade: MSP/26

Work Location: Facilities 592

Working Days and Hours: Monday-Friday, 7:30am-4:30pm

Benefits Eligibility: Full Benefits

Hiring/Budgeted Salary Range: $155,000/yr.-$175,000/yr. Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University.

Full Salary Range: $102,000/yr-$214,800/yr.

Special Instructions

Department Profile

The mission of all Design, Facilities & Safety Services units is to design, build, operate, maintain, and renew the physical environment required to support the University's instructional, research, and public service mission and to assure UCSB is at the forefront of world class universities. Our Goals Are To: Create one of the most attractive campuses in the world; Ensure the long term preservation of the investment in facilities and equipment; Provide excellence in service to the campus community; and Achieve our goals with a supportive and highly motivated staff.

Benefits of Belonging

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC

Brief Summary of Job Duties

Incumbent functions as point of contact and maintenance manager for the UCSB campus which is composed of multiple Facilities maintenance areas. Supervises the Superintendents for all skilled trades staff, managing staff development, forecasting staffing needs, and establishing a system of accountability to improve work performance. Directly oversees material procurement and controls management (the stockroom) which procures over $18M annually. Has responsibility for project management of deferred maintenance projects. Plans, organizes, and directs the daily operation of physical plant maintenance and repair work for campus, in excess of 4.1 million square feet and 168 buildings. Responsible for all aspects of repair and maintenance quality control. Oversees and directs all regulatory compliance related activities as well as all services performed by Life Safety Services. Works in close coordination with Project Managers, Energy Manager, Business Officers or MSOs, Deans, Department Heads, EH&S, Campus Fire Marshall, and many other key department contacts. Writes specifications for and administers contracts according to UC policy for all building maintenance services performed. In conjunction with Superintendents, University Representatives, and other staff, reviews all Design & Construction Services projects in assigned areas for impacts to buildings or other campus property, and communicates frequently with Project Manager and/or departmental staff to ensure that projects are completed correctly and on schedule. Under general direction, creates a cohesive team atmosphere among assigned staff to maximize customer service and efficient building maintenance. Does not direct, but routinely communicates with, Facilities managers for Engineers, Grounds, and Custodial services to resolve quality control problems in assigned areas of campus. Annual Budget: S&E $5,700,000, Deferred Maintenance $5,000,000 to $10,000,000, Recharge $6,000,000. Stockroom procurement of $18,000,000 annually. Responsible for special projects, as assigned.

• Strong planning, organization, and project management skills.
• Demonstrated experience collaborating and communicating with partners to resolve problems.
• Strong commitment to and proven leadership in exceptional customer service.
• 3-5 years of relevant management experience.
• Demonstrated experience developing and promoting Diversity, Equity and Inclusion in the workplace through concrete practices.
• Bachelor's degree in relevant area and / or equivalent experience / training.
• Demonstrated experience in providing sound guidance to supervisory staff concerning performance evaluations, disciplinary actions and employee / labor relations in both a collective bargaining and non-represented environment.
• Experience managing a variety of personnel which could include trades, landscape, custodial, engineers, stockroom and administrative workers.
• Demonstrated experience providing leadership to a large, diverse, skilled staff with the skills necessary to develop and implement a strong customer service approach to work efforts, motivate staff in a fluid environment, promote team building, establish consensus and support for decision making, and foster cooperation.
• Strong understanding of energy, utilities, building systems and facilities management.
• 7-9 years Relevant experience in the field.

• Demonstrated commitment to the highest ethical and professional standards.
• Strong knowledge of organization, system-wide and governmental policies and procedures and any related applicable laws and regulations.
• License in engineering, construction, architecture, planning, management, public administration or related field.
• Familiarity with stockroom oversight and organization.
• Degree in engineering, construction, architecture, planning, management, public administration or related field.

Special Conditions of Employment

• Satisfactory completion of criminal history background check
• Possess journey level certification or equivalent combination of experience and/or education in one or more trade specialty.
• UCSB is a Tobacco-Free environment
• Maintain a valid CA driver’s license, a clean DMV record and enrollment in the DMV Employer Pull-Notice Program

Job Functions/Percentage of Time/Duties

• 10% Material Procurement & Controls Management - Oversees the business operations of Stockroom Purchasing, Receiving, Pickup, and Delivery functions. Stockroom functions include: Procurement of $18,000,000 in purchases annually; inventory and controls of typical trades stock and unique stock which are crucial to campus buildings; security and accountability of approximately 188,000 items, and a perpetual inventory accounting system. Responsible for oversight of $2M in materials which are recharged outside of the stockroom operations. Responsible for restocking 18 campus custodial stockrooms and delivery of maintenance stock to campus.
• 25% Human Resources/Personnel Management - Provides leadership and direction for six Physical Plant Sr. Superintendents, LSS Supervisor, Asset Manager, and a Sr. Storekeeper Supervisor to meet the complex maintenance work needs for the campus. Organizes and supervises service activities such as preventive maintenance; emergency repair services; construction and alteration of facilities and utilities; environmental conditioning; material purchasing; administration of construction utilities and service contracts; plant service planning, scheduling and controlling, and other operational functions. In conjunction with the Sr. Superintendents, responsible for staff development and training. Analyzes work performance to identify areas where training needs to be developed or enhanced. In conjunction with the Sr. Superintendents, responsible for all supervision, annual evaluation, and discipline of assigned building maintenance staff, time card review and authorization, and all other personnel matters. Reviews and forecasts staffing needs based upon review of campus short and long range plans. Works with Sr. Superintendents, Director, and AVC to identify future staffing levels. Develops short and long range staffing models. In coordination with Sr. Superintendents, Director, and AVC, establishes unit goals and the performance measures to achieve those goals. Establishes a system of accountability when work performance needs to improve or when standards are not being met. Monitors and prioritizes work requests submitted to TMA database.
• 10% Communication & Campus Leadership - Works in close coordination with Project Managers, Energy Manager, Business Officers or MSOs, Deans, Department Heads, EH&S, Campus Fire Marshall, and many other key department contacts. Communicates and adjusts levels of staffing or service based on client feedback or specific client needs. Works directly with departments to solve complex problems related to project details and maintenance issues. Understands performance expectations and sets unit performance goals to best accomplish customer needs. Communicates service level expectations, timelines, and process clearly, directly, and regularly with all campus partners.
• 10% Project Management - Responsible for writing specifications for and administering contracts for repairs or services to buildings and related equipment in accordance with UC policy. Oversees progress of all repairs work, and communicates with contractors as needed to complete work per plans and specifications. Evaluates internal and external service options; analyzes cost savings and/or efficiencies in selection for most efficient delivery of services by either in-house staff or outside contractor. Responsible for oversight, prioritizing, estimating, and tracking of Campus deferred maintenance projects including: ICAMP identified projects of $150M+, high priority DM projects identified for State and Campus funding of $25M - $30M, approved State and Campus funded DM projects of $5M - $10M, and FM managed DM projects of $1M - $2M.
• 45% Physical Plant Management - The Associate Director is assigned necessary authority to plan, organize, and direct the daily operation of physical plant maintenance and repair work on campus, in excess of 4.1 million square feet and 168 buildings. Oversees and directs all regulatory compliance related activities as well as all services performed by Life Safety Services. Responsible for all aspects of repair and maintenance quality control. Researches industry best practices and recommends processes to accomplish a higher level of service. Ensures that goals are being met by periodically reviewing work, inspecting projects, and/or requesting additional inspection by credentialed Facilities staff. Monitors construction and renovation projects to ensure integrity of existing plumbing, electrical, HVAC, security, and building automation system. Has final approval on all maintenance and renovation contracts in assigned area. Ensures that facilities are safe and secure and that the needs of users are met. Conducts building tours to inspect assigned areas. In conjunction with campus commissioning authority, plans and organizes correct commissioning of new construction projects within assigned area utilizing appropriate skilled trades personnel. In conjunction with campus Energy Manager, monitors and maximizes energy efficiency within assigned area. Ensures adequate staffing and emergency response, coordinating all aspects of after-hours maintenance. Responds to emergencies when needed.

Vaccinations Programs – Including SARS-COV-2 (COVID-19)

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs – With Interim Amendments. As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.

For more information, please visit:

• UC Santa Barbara COVID-19 Information https://www.ucsb.edu/COVID-19-information
• University of California Policy on Vaccinations – With Interim Amendments https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy
• August 5, 2021 California Department of Public Health (CDPH) Order (Heath Care Worker Vaccine Requirement) https://www.cdph.ca.gov/Programs/CID/DCDC/Pages/COVID-19/Order-of-the-State-Public-Health-Officer-Health-Care-Worker-Vaccine-Requirement.aspx

• Covered Individuals: A Covered Individual includes anyone designated as Personnel, Students, or Trainees under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.

Equal Opportunity/Affirmative Action Statement
UC Santa Barbara is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Reasonable Accommodations

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