Facility Maintenance Manager

Job Description

Job Description:\n\n \n \n \n Work Schedule: Monday through Friday; occasional weekend and evening hours, as needed. Hybrid eligible. Must be available for any emergency situations as determined by ASI and University. \n \n OVERVIEW\n Associated Students, Inc. (ASI) employs student-focused professionals with equity-mindsets. Established in 1963, Associated Students, Inc. (ASI) is a non-profit corporation led by a 14-member board of elected student leaders. ASI is an auxiliary organization authorized by the California State University Board of Trustees to perform Student Life functions for Cal Poly Pomona students. ASI provides opportunities for student engagement, student leadership and employment, and a multitude of Student Life programs and services e.g., recreation and wellbeing, student union and activities, student government, clubs and organizations, food pantry, and childcare. The administrative and student support areas of ASI include human resources, financial services, information technology, facilities management, and marketing. ASI employs approximately 500 part-time students and 60 full-time staff members. ASI accepts the responsibility for conscientiously managing mandatory student fees and state-owned facilities: $18M annual operating budget, $5M annual debt service, approximately $24M in reserves, and 294,253 square feet of student space (student union, recreation center, and pool). ASI is in the Cal Poly Pomona Division of Student Affairs with a dashed reporting line to Administrative Affairs. ASI serves the entire campus population, including over 28,000 students.  \n As an evolving learning organization, ASI is human-centered and strives to live its values of care and growth. The purpose of ASI is to transform lives, and its vision will be co-developed through the teamwork of staff. With a commitment to learning, continuous improvement, and innovation, ASI is looking for a dynamic team member who supports team learning, co-creation, radical candor, psychological safety, growth mindset, and lives out equity, diversity, and inclusion practices.  \n The ASI Facility Operations department is one of the largest departments in ASI. The department consists of four units, BRIC Operations, BSC Operations, Custodial Services and Maintenance, that are responsible for the maintenance, cleanliness, day to day operations, safety and emergency management of the BRIC and the BSC. The Facility Operations department strives to transform our facilities to a welcoming home for all and is committed to providing exceptional customer service experiences that lead to a sense of belonging in all ASI facilities.\n POSITION DEFINITION\n Under the general direction of the Associate Director of Facility Operations, the Facility Maintenance Manager is responsible for the overall maintenance of ASI administered buildings and facilities including the Bronco Recreation and Intramural Complex and the Bronco Student Center. The Bronco Recreation and Intramural Complex (BRIC) is the campus’s recreation center. The BRIC opened in 2014 and includes a fitness center, multi-purpose studios, outdoor pool, gym courts and indoor track as well as office space and locker rooms. The Bronco Student Center (BSC) serves as the student union, the campus’s primary conference center, and one of the main locations for food service (subleased and operated by the Cal Poly Pomona Foundation). The BSC first opened in 1974 and expanded in 1997 and 2003. The Facility Maintenance Manager oversees the preventative maintenance, repair, and replacement work of internal staff and external vendors to provide for the cost-effective, safe, and efficient maintenance operations of the ASI facilities, including but not limited to utility management, conservation programs and projects, facility safety coordination, and short and long-term facility improvements.\n ESSENTIAL DUTIES \n Personnel Management\n \n Recruit, select, train, supervise, coach, evaluate and develop the Maintenance Team, including the full-time Supervising Building Services Engineer (1), and part-time Maintenance Supervisor (1), Lead Maintenance Technicians (9), Maintenance Technicians (11), Recreation Technician Supervisor (1), Lead Recreation Technicians (1), and Recreation Technicians (14)\n In collaboration with the Supervising Building Services Engineer, develops maintenance performance standards for maintenance staff to ensure effective, safe, andtimelywork \n Ensures all maintenance personnel have training, professional licensures, and certificates updated, asrequired.\n \n Administration\n \n Develop, implement, manage, and evaluate maintenance related procedures and guidelines that provide the effective operation, risk management, and use of ASI facilitieswith support of Supervising Building Services Engineer orexternal vendor/consultant\n Ensure mission, goals,objectives, and initiatives are communicated and translated into actionable tasks to engage staff inparticipatingin the overall success of the organization\n Develops, implements, manages, and assesses changes and improvements in work methods\n Manages the operation of the computerized maintenance system(FMX)including but not limited to work order control and inventory information system\n Develop, implement, manage, and evaluate a quality assurance program to track the quality of service, respond to inspection deficiencies, and procedure for service improvements, conducting random inspections of work orders/projects in process to ensuretimelyand effective performances and use of resources\n Develop, implement, manage, and assess the department customer service protocols and standards\n Maintain inventory of essential department documents and resources including operation and maintenance manuals, warranties, and as-built plans\n Responsible for preventativemaintenancedata metrics, budgetdevelopmentand ongoing financial planning to ensure that priorities areestablishedand met withinappropriate budgetaryguidelines.\n Develops & implements organization wide training for effectivelyutilizingthework order request system(FMX)\n Serves as liaison with University Facilities Management and operations personnel, as needed\n Prepares administrative, project, and maintenance related reportsincluding responses to audits, as needed\n Engages in professional organizations andmaintainsan understanding of current ideas, research and practicespertaining tofacilities management\n \n Maintenance & Repair Management\n \n In collaboration with the Supervising Building Services Engineer, oversees unit on the maintenance and repair of all ASI facilities through a documented computerized inspection process\n \n \n building system operations including but not limited to HVAC, energy management systems, fire/life safety systems,pool operations,and alarms\n building equipment and mechanical systems including but not limited to elevators, automated doors, plumbing systems, pumps, lighting systems, and swimming pool mechanical systems\n functional building elements including but not limited to doors, walls, ceilings, roofs, flooring, windows, stairwell, indoor and outdoor furnishings, and fixtures, and specialized equipment\n \n \n Leads and manages an effective work order management programvia CMMS (FMX)to assign, track, prioritize, plan, schedule, and manage the deployment of resources to respond to ASI short and long-term needs and request\n Work with consultant to develop and administer a preventive maintenance program to improve and extend service life of building systems including equipment and parts by coordinating the work of in-house maintenance personnel and external vendors and contractors for selected services.\n Works with key stakeholders to assess and recommend ASI physical assets and prioritization of deferred maintenance and capital renewal on an annual basis.\n Works with key stakeholders to enhance operational sustainability and improve energy conservation, including energy management and efficiency, and building automation and monitoring systems \n \n Budget & External Vendor Management\n \n Prepare, present, implement and administer the maintenancebudget; prepare cost estimates forbudgetrecommendations;submitjustifications for various facility safety needs, including capital improvement projects asappropriate, andmonitorand control related expenditures \n Manage external maintenance contractors and vendors, including work performed by University Facilities management, to supplement or compliment maintenance related work including but not limited to developing the planning, scope, cost estimation, negotiation, execution, management, inspection, and evaluation of service agreements\n Manage facility utilities, evaluating impact on departmentbudgetsmaking recommendations for short and long- termimprovements.\n Manage theplanning,development, and preparation of quote comparisons and bid specifications for maintenance-related projects\n \n Project Planning and Management\n \n Assistsin the development and prioritization for capital renewal, deferred maintenance, and major maintenance multi-year plans using evidence-driven planning processes, strategies to maximize resources, and ensuringtimelyand cost-effective implementation\n Collaborates with key stakeholders to minimize disruptions during maintenance and repair projects.\n \n Safety & Risk Management\n \n In collaboration with Associated Director of Facility OperationsReview and evaluate student union and recreation facilities maintenance operationsto ensure that appropriate risk management precautions and procedures are in place and ensure that facilities follow the risk management requirements of the California State University system and California State Polytechnic University, Pomona as well as Federal and State. \n Overseesunitsafety to include but not limited to, emergency equipment, supplies and protocols, Safety Data Sheet (SDS) records, and Cal/OSHA and OSHA compliance standardsin collaboration withCalifornia State Polytechnic University, PomonaEnvironmental Health and Safety& Emergency Management Departmentand/or external vendor\n Develops, implements,manages,and assesses theunitsafety prevention, emergencypreparednessand response protocolsin coordination withan external vendor\n Responsible for tracking, assessing, and sharingreports on accident/incident and near miss trends anddevelopandimplementpreventative measures to increase safety within the unit.\n \n Engages with local and state inspectors and fire marshal to ensure safety compliance, as needed\n Organizational Support\n \n Foster an organizational culture that supports learning, cooperation,communication,and skill sharing.\n Engage in campus-wide collaborations, board, and committees that serve the overall mission of ASI and the University as a whole \n Serve as ambassador for ASI at the university, state, regional and national levels \n Perform other related duties to carry out the mission of ASI, as assigned\n \n KNOWLEDGE | SKILLS | ABILITIES  \n  \n Minimum \n Education and Experience: \n \n Bachelor’s degree in facilities management,communications,business/publicmanagement/administration, engineering, or related fieldrequired\n Minimum three (3) years progressive management and supervisory experience in facility management, maintenance or operations for recreation or fitness, student union, conference and events, multi-story housing or hotels, and/or university environment \n Minimum oftwo (2) years of experienceadministeringand/or managing facility, maintenance, assetmanagementor operational software\n OSHA-30General Industry certificationwithin the first30 daysof employment (training provided by ASI)\n Current American Red Cross CPR/ AEDfor the Professional Rescuer and Emergency Oxygen certifications within the first30 daysof employment (training provided by ASI) \n Certified Pool Operator (CPO) certificationrequiredwithin the first30-daysof employment (training provided by ASI); experiencedcertifiedpool operatorpreferred\n General knowledge of working in higher educationparticularly within a campus auxiliary setting(preferred)\n Knowledge of and skill in budgeting, fiscalmanagement,and staff supervision\n Knowledge of and commitment to employee development; ability to motivate and work closely with full-time and part-time staff\n Exceptional interpersonal skills\n \n Ability To: \n \n Understand,methods/tools equipment for the installation, operation and maintenance of heating, ventilation and air conditioning systems, coolingtowersand chiller systems; boiler systems; lighting, plumbing and pneumatic systems and related mechanical and electric equipment.\n Read, interpret, and work from blueprints, plans,drawingsand specifications\n Achieve assignedobjectives, within budget and desiredtime frame\n Work with a diverse student population and campus community\n Analyze and solve problems, draw valid conclusions, and develop alternate recommendations\n Operate an office workstation,utilizingword processing, spreadsheet, and other computer applications in use\n Effectively communicateclearly and concisely, both orally and in writing\n Interact effectively with customers, students, campus community members, vendors, and thegeneral public\n Oversee projects and manage multiple priorities\n Prioritize tasks, display initiative, and remain flexible in a changing environment\n Satisfactorily complete a background check (including a criminal records check)\n \n WORK ENVIRONMENT \n While performing the duties of this job, the employee is frequently required to sit, talk and hear; manual dexterity, eye-hand coordination, and verbal communication; use of office equipment: telephones, calculator, copier and fax. Must be able to walk, stand, bend and lift up to 45 pounds. \n MANDATED REPORTING REQUIREMENT  \n  In compliance with the California Child Abuse and Neglect Reporting Act (CANRA) and the CSU Executive Order 1083, each ASI employee is designated as a mandated reporter and is required to sign an Acknowledgment of Mandated Reporter Status and Legal Duty to Report Child Abuse and Neglect. \n POSITION SENSITIVITY \n Based on the duties and responsibilities of this position, this position has been designated to be a sensitive position with access to sensitive data \n BACKGROUND CHECK \n A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with Associated Students, Inc., Cal Poly Pomona. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current ASI employees who apply for this position. \n SYSTEMWIDE SMOKE AND TOBACCO FREE ENVIRONMENT EO 1108: \n Cal Poly Pomona is a smoke and tobacco-free ca