Facilities Assistant Area Manager

About the role

The mission of the Office of Facilities Planning and Management (OFPM) in the School of Medicine (SoM) is to enable the success of our faculty, students, and community. We are a team of professionals who are stewards of our facilities and operations. We analyze and plan for our future facility needs while managing the safe and reliable operations of our existing facilities. OFPM is responsible for Space and Real Estate, Project Management, Facilities Operations, Safety and Emergency preparedness, Capital Planning and Budget.

Responsibilities

• Serve as property operations / maintenance point of contact for facilities' issues in assigned building(s), unit(s), lab(s); initiate work requests, monitor completion; manage maintenance and renovations budget; coordinate and monitor routine maintenance services completion (trash, utilities, custodial, pest control, long term preservation, inspections, grounds, landscapes, alarms, systems & equipment), suggest metrics, monitor and report related trends.
• Perform condition assessments on appearance, equipment, or troubleshooting ( formulated by another group, FSM), analyze results and decide status; identify and establish preventive maintenance plan; coordinate & integrate utility usage/optimization(monitor usage, gather info, provide recommendations, follow-up, shutdown requirements), analyze date and provide recommendations; coordinate, direct, inspect and approve contract work, third party vendors; identify, recommend & implement building operations & process modifications to the facility for increased productivity and/or cost reduction, manage related budget; coordinate maintenance logistics (to avoid faculty conflicts, events).
• Handle property administration by troubleshooting, completing tagging, data entry & inventory; completing purchase orders, receiving; completing record keeping; establishing tracking system, gathering information and, information gathering and support for space allocation decision makers.
• Implement facility security programs by developing procedures/practices, distributing keys, providing building access, monitoring access records, assessing security infrastructure needs (security cameras, interlocks, alarms); and assessing and changing access schedules.
• Complete project coordination by: performing the assigned tasks within department projects; acting as a project coordinator/liaison; and overseeing and executing projects (limited to small, local projects), including their organization, scheduling, budgeting, and implementation.
• Serve as safety management coordinator by: correcting identified safety issues, performing root cause analysis, identifying and tracking corrective actions; tracking chemical inventory, disposal, hazardous waste; developing, coordinating, evaluating and ensuring compliance with disposal procedures in laboratory settings; developing and conducting safety training and/or new employee facility orientation; and maintaining and participating in emergency preparedness, recovery and business continuity coordination.
• Care for communications services (network administration, desktop support, primary troubleshooting, and telephony liaison); provide updates, alerts, notifications to building occupants, including websites, phones; and oversee mailing services, shipping and delivery.
• Care for space management and planning activities including: analyzing moves for minimal disruption; move coordination; space inventory; space allocation tracking; specifying set-ups; maximizing space utilization; providing input into facilities renewal model; and capital plan implementation (as assigned).

Qualifications

• Strong knowledge of computerized maintenance management system (CMMS)
• Ability to coordinate and manage multiple projects with competing priorities, meet deadlines and project plans with short and long-term end dates
• Experience with performance metrics and KPI’s
• Facilities management certification and/or knowledge of commercial building operations and maintenance (Not Required)
• Working knowledge of Engineering and/or HVAC requirements (Preferred, Not Required)
• Ability to respond to changing priorities; respond to emergency calls at night and on weekends

Education & Experience

• Bachelor's degree and three years related, demonstrated facilities management experience, or a combination of education and experience

Knowledge, Skills And Abilities

• Analytical skills to analyze and track complex space, equipment and financial data
• Interpersonal skills, mature judgment required to interact effectively with a broad range of people, including faculty and vendors, both individually and in groups
• Ability to coordinate and manage multiple projects with competing priorities, meet deadlines and project plans with short and long-term end dates
• Working knowledge of applications such as Excel, Word, PowerPoint, Project
• Experience working with internal and external vendors and services contracting
• Background knowledge of safe handling and disposal of chemicals and hazardous waste; emergency preparedness plans and their implementation; and property administration specific to PO tracking, receiving, and inventory control

Physical Requirements

• Frequently stand/walk, seated, performs desk-based computer tasks
• Occasionally climb (ladders, scaffolds, or other), twist/bend/stoop/squat, reach/work above shoulders, grasp lightly/fine manipulation, use a telephone, writing by hand, lift/carry/push/pull objects that weigh up to 20 pounds
• Rarely; kneel/crawl, grasp forcefully, sort/file paperwork or parts, lift/carry/push/pull objects that weigh >40 pounds
• Ability to obtain and maintain a California Non-commercial Class license and drive day or night