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UC Hastings Director of Facilities in San Francisco, California

Director of Facilities

Operations Department

Classification: Class Code 6111 / Exempt / Full-Time / Benefited / Non-Represented

Hiring Salary Range: $95,000 - $120,000 annually (commensurate with qualifications)

THE ROLE

The College is in the midst of an exciting transition wherein we are updating, renovating, or providing new construction for the majority of our campus plant. At the same time, we have aging campus buildings that require extensive support to ensure their continued function in serving our campus community. Ensuring appropriate maintenance support for the campus plant thus requires someone that is adaptable, agile, and knowledgeable. The College is seeking a Director of Facilities with expansive technical expertise, a collaborative leadership style, exceptional project management skills, a keen eye for budget management, strict adherence to schedule, the ability to work cross-functionally, as well as superior interpersonal and customer service skills.

Under the general supervision of the Executive Director of Operations (“EDO”), the Director of Facilities is responsible for managing building maintenance, janitorial services, event set-ups, operational and business continuity planning, deferred and preventative maintenance, along with contract and budget development and management.

The UC Hastings Law campus includes the following facilities:

  • 376 Larkin Street: 6-level and 400-space parking garage with internal UC Hastings offices and 11,000 sq. ft. of commercial space

  • 333 Golden Gate: 6-level 55,000 sq. ft. brand new academic building completed in March 2020

  • 200 McAllister Street: 6-level 186,000 sq. ft. academic and administrative building including classrooms and the campus library

  • 198 McAllister: 5-level 136,000 sq. ft. academic building (Note, this building will go offline for demolition in September 2020, and will reopen in 2023 as an academic and residential building totaling approximately 420,000 sq. ft. with 650 residential units)

  • 100 McAllister: 26-level residential tower with 250 residential units, originally constructed as a hotel in 1935.

RESPONSIBILITIES

Typical duties and responsibilities include, but are not limited to the following:

  • Serve as liaison for the Facilities department, providing exceptional campus-wide customer service and support while maintaining the campus plant. This role works with all campus departments but requires specific and close coordination with Construction, IT, and Security.

  • Lead the facilities-related implementation of campus-wide responses to external circumstances and events, such as COVID-19, wildfires, and natural disasters. Train facilities crews for appropriate response.

  • Establish and maintain appropriate service levels for all campus spaces including within the context of COVID-19.

  • Utilizing the work order ticketing system as a foundational baseline, provide timely and accurate resolution of work orders while providing clear and constant communication with stakeholders throughout resolution.

  • Establish priorities, write specifications, prepare plans and schedules, and manage building and grounds maintenance (including sidewalks and spaces exterior to campus buildings in an urban interface) as well as tenant improvement renovation projects.

  • Define scope, as well as review and manage general contractors, architects, and other potential external partners.

  • Coordinate project delivery, in coordination with the purchasing/construction departments and internal stakeholders, on selecting, identifying, purchasing, and coordinating install of furniture, fixtures, and equipment.

  • Supervise facilities, janitorial and building engineering crews. Oversee recruitment, hiring, training, performance management, and personnel actions. Set and maintain quality and service goals; coach and ensure appropriate sense of urgency; create a collaborative team dynamic .Create a culture of exceptional customer service.

  • Manage outside vendors including drafting of solicitation of bids, overseeing contract award, vendor onboarding, and ongoing management and supervision. Note, the College is moving to master agreements with universal vendors to ensure timely and consistent response to campus needs.

  • Working in close collaboration with building engineering and janitorial teams, review and/or implement streamlined and effective processes and protocols such as:

  • A user-friendly and accessible document retention program for both hard copy and electronic files. This includes organizing and maintaining past and present building and site plans along with construction-related documents including plans, drawings, maps, surveys, specifications, permits, and project files.

  • Systems, equipment, and building database and management including operating procedures, warranties, and manuals

  • Work order ticketing system

  • Electronic filing system

  • Inventory management system (physical and electronic) including proper disposal

  • Supplies management system (physical and electronic) including proper disposal

  • Space assignment database including square footage, purpose and occupancy

  • Regularly review the capital renewal needs to ensure campus equipment is routinely maintained and serviced. Prepare cost estimates, reviews, approves and schedules work orders for routine and preventative maintenance, repairs, alterations, and in-house construction.

  • Prepare, submit, and maintain conformance to the departmental operating budget.

  • Ensure compliance with regulations including OSHA. Participate in the implementation of the campus illness and injury prevention plans.

  • Prepare, plan, and oversee all campus moves ranging from individual office moves to entire departmental or building relocations following completion of campus construction. Creation of space planning and phasing schedules, furniture allocation, equipment relocation, and stakeholder communications.

  • Conduct annual inventory and audit of all facilities, systems, and equipment for which the department has responsibility; prepare a report on audit findings with prioritized recommendations and cost estimates for facilities repairs, preventative and deferred maintenance, upgrades, modernization, utility and energy conservation, and ADA requirements.

  • Coordinate State Fire Marshall inspections for campus construction projects as well as fire life safety reviews

  • Support safety and emergency preparedness efforts:

  • Participate in Safety Committee meetings and Emergency Operations Committee

  • Maintain emergency supplies

  • Oversee floor warden training

  • Maintain emergency evacuation plans and lead emergency evacuation drills

  • Review building security plans, including but not limited to placement of security cameras, distribution of building keys, and interior and exterior card key access/access control

  • Develop and maintain a business continuity plan in event of a disaster including Public Safety Power Shutdown (“PSPS”)

  • Oversee preparation and dissemination of Building Emergency Plans

  • Contribute to the development of EH&S systems, programs, and procedures including in occupational safety (ergonomics safety and prevention), environmental protection, and storage/disposal of hazardous materials

  • Oversee Facilities needs for large and small events including building access, custodial services, and event setup/teardown.

  • Participate in OAC for capital projects; campus committees; meetings with internal and external stakeholders

  • Coordinate emergency repairs at all times, including after regular business hours.

  • Miscellaneous responsibilities may include: Hazardous material storage and disposal; Manage campus shuttle vans; Student locker assignments; Coordination of deliveries to/from campus

  • Provide regular updates via communications to the campus community including through maintenance of internal and external website, physical/digital signage, and emails.

  • Other duties as assigned

REQUIREMENTS

EDUCATION AND EXPERIENCE

  • Associates degree required and bachelor's degree preferred;

  • Five to seven years of facilities management experience with evidence of increasing complexity in projects and personal responsibility, experience with facilities management in higher education setting or multi-building campus preferred;

  • Deferred and preventative maintenance experience in diverse areas of heating, ventilation, plumbing, electrical, carpentry, and life safety systems;

  • Must have proven ability to work independently, pursuant to direction from multiple parties, while experiencing frequent interruptions;

KNOWLEDGE, SKILLS & ABILITIES

  • Extensive facilities management skills;

  • Must be energetic, articulate, and detail-oriented with excellent organizational skills;

  • Must thrive in a fast-paced, constantly changing environment;

  • Must be enthusiastic about working with a diverse population.

  • Must have exceptional communication skills in all mediums;

  • Must be able to interact tactfully and professionally in busy office setting with staff, students, faculty, alumni, and external constituencies;

  • Must have sensitivity to the cultural diversity of a college campus;

  • Must have strong multi-tasking skills and ability to meet constantly changing priorities and regular deadlines;

  • Must have sophisticated computer skill including Microsoft Office suite, and experience with Blue Beam, AutoCad, and WordPress preferred;

  • Strong regulatory compliance background;

  • Must be able to independently analyze and respond to inquiries;

  • Must desire mentorship and have a growth- and learning-mindset;

  • Must be detail-oriented and precise yet able to see the big picture and not lose sight of overarching goals and objectives;

  • Fluency or proficiency in Spanish and/or Arabic preferred;

  • Experience with sustainability, LEED, and green building/maintenance preferred.

BENEFITS

Health and Welfare Benefits

  • Comprehensive medical, dental and vision insurance coverage

  • Flexible Spending Accounts for transportation-related, healthcare and dependent care expenses

  • Employee Assistance Program

For your Financial Future

  • Life Insurance, Disability Insurance, and Legal Insurance

  • University of California Retirement Plan (a defined benefit plan)

  • Deferred Compensation Plans/Pre-tax Retirement Savings Programs

For your Work/Life Balance

  • Fourteen paid holidays per year

  • Generous vacation and sick leave

  • Commuter Benefits Program

THE HIRING PROCESS

Failure to provide the information as required on the application and/or instructions to apply shall immediately disqualify an applicant from employment consideration.

This position has been designated as “sensitive” and requires a pre-employment background check.

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please contact Human Resources if you require a reasonable accommodation to apply for a job. Examples of reasonable accommodation include making a change to the application process, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

WHAT TO EXPECT

Applicants who meet the position requirements will be competitively evaluated to identify the individuals whose breadth and depth of experience and education most closely relate to the stated requirements and the needs of the College. Depending on the quality and number of the applications received, only the better qualified applicants may be contacted for an interview. The position is open until filled.

The skills listed above are comprehensive, and we understand there are great candidates who possess only a subset of those skills, or who have other important skills. If you match some of these skills, please do not hesitate to apply.

UC Hastings College of the Law is an equal opportunity employer. UC Hastings strives to provide a diverse and inclusive educational environment that fosters cultural awareness, mutual understanding and respect. UC Hastings College of the Law is interested in candidates who will contribute to diversity and equal opportunity in higher education through their teaching. Qualified women and members of underrepresented minority groups are strongly encouraged to apply.

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