Facilities Project Specialist ~ CSUMB Internal Only

Administrative Analyst/Specialist Exempt IIIFull-time / 40 hours per week Exempt$7,780 - $8,094* mo. (steps 11-13)CSU Salary Schedule *CSUMB provides pay scales representing its good faith estimate of what the university reasonably expects to pay for this position. The pay offered to a selected candidate will be determined on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, and CSU systemwide pay for comparable jobs.California State University, Monterey Bay is a mid-sized university in California's Central Coast that grants undergraduate and graduate degrees. Powered by an inspiring Founding Vision Statement, CSUMB is part of the nation's largest four-year public university system, California State University, which educates nearly 460,000 students every year.With a vibrant, diverse student body of over 7,000 students, CSU Monterey Bay is both a Minority Serving Institution and a Hispanic Serving Institution. Our staff and faculty transform students' lives with a focus on student success and engagement through experiential learning, service learning, and a strong emphasis on multicultural and global perspectives. CSUMB's sustainability goal is to be carbon neutral by 2030.The university's Strategic Plan prioritizes inclusive excellence through recruiting and investing in developing a diverse body of faculty, staff and administrators. Many appreciate living and working close to the shores of beautiful Monterey Bay, with easy access to recreational areas from Big Sur to Santa Cruz. Nearby opportunities for collaborative research include working in the Monterey Bay National Marine Sanctuary and Silicon Valley, and with colleagues at local research universities, including UC Santa Cruz and Stanford University.As one of the 22 campuses in the CSU system, CSUMB offers excellent benefits, including access to below-market-rate rental housing on East Campus, and competitive salaries for faculty and staff. With proximity to the San Francisco Bay Area and San Jose, opportunities for faculty, staff and students are as endless as the shores of the nearby Pacific Ocean.Under the general direction of the Director of Facilities Management, the incumbent provides advanced administrative analysis, strategic planning, functional leadership, and project management for Facilities Management programs and operations. The incumbent leads the development, evaluation, and implementation of integrated work plans, scopes, cost models, schedules, resource strategies, performance measures, and coordinated assignments for routine and non-routine maintenance, operations, deferred maintenance, facilities projects, and contracted services. The position integrates operational, fiscal, compliance, service-delivery, and campus-priority considerations and develops recommendations and strategies in collaboration with Facilities Management leadership. The incumbent assesses resource capacity, dependencies, and competing priorities; advises management on alternatives and courses of action and is accountable for advancing timely, effective, compliant, and measurable service delivery.Working collaboratively with Facilities Project Supervisors, Trade Leads, the Facilities Business Team, Space Planning, campus departments, contractors, and other campus stakeholders, the incumbent serves as a functional expert and strategic resource for facilities project management, integrated operational planning, and related business processes. The incumbent evaluates existing systems and practices; leads the development and implementation of improved tools, standards, workflows, performance measures, and decision-support methods; and advises management on resource allocation, operational risk, service capacity, and long-term process improvements. The incumbent provides functional leadership for a variety of campus projects and events, facilitates consensus among stakeholders with competing priorities, and coordinates concurrent initiatives with broad campus impact.Project Management and Program LeadershipIndependently lead and manage complex, concurrent facilities projects and service initiatives from intake through completion. Establish project scope, priorities, milestones, deliverables, responsibilities, resource requirements, and performance expectations. Integrate operational needs, fiscal constraints, staffing capacity, compliance requirements, campus priorities, and service impacts when developing recommendations and implementation strategies. Prepare, analyze, and reconcile estimates for labor, materials, equipment, and contracted services. Review service requests and work orders; establish prioritization based on operational needs, resource capacity, schedules, risk, and budget considerations.Monitor work in progress through status reviews, documentation, and site visits as appropriate. Identify risks, conflicts, resource constraints, and operational issues; advise management on alternatives; and lead follow-up actions to support timely completion, quality, compliance, and measurable results. Lead project documentation, trade and logistical chargeback reconciliation, and Fee-for-Service activities in collaboration with the Facilities Business Team.Strategic Planning and Operational LeadershipLead integrated short- and long-term planning for Facilities Management services, including the alignment of preventive maintenance, deferred maintenance, compliance activities, projects, contracted services, staffing capacity, campus events, and other operational priorities. Develop, maintain, analyze, and communicate integrated 30-, 60-, and 90-day schedules and longer-range planning tools.Support implementation and evaluation of the multi-year, 52-week preventive maintenance and compliance program consistent with applicable CSU and local, state, and federal requirements. Assess resource capacity, schedule performance, dependencies, deliverables, operational risks, and cross-functional impacts; identify emerging issues; and recommend proactive adjustments as priorities and campus needs evolve.Serve as a principal advisor to management on operational capacity, project prioritization, service-delivery risks, schedule performance, resource requirements, and long-term improvement opportunities. Facilitate FMD Trades Meetings and other coordination forums; establish shared expectations; provide functional leadership; and resolve issues affecting service delivery and project execution.Administrative Systems, Process, and Performance LeadershipServe as the functional expert for the computerized maintenance management system and related administrative tools. Lead, in collaboration with the Facilities Integrated Workplace Management System Analyst, the development, implementation, and evaluation of dashboards, templates, standardized workflows, standard operating procedures, scheduling tools, performance measures, and reporting processes.Collect, integrate, analyze, and present operational and fiscal information to leadership, including key performance indicators, work-in-progress data, trend analysis, root-cause findings, and recommendations for strategic process and resource improvements.Lead project and service intake documentation, including project numbers, work orders, estimates, schedules, permit-related applications, approvals, and required records. Prepare, communicate, and reconcile cost estimates for Fee-for-Service work; track schedules and budgets; and advise the Facilities Business Team on chargeback and cost-reconciliation documentation.Campus Wide Event and Special Project LeadershipLead Facilities Management planning and coordination for major campus events, including Commencement, Open House, Admitted Otter Days, Welcome Cookout, Orientation, and other high-visibility activities. Administer and evaluate scheduling information in the FMD Event Portal and recommend strategic improvements to related forms, workflows, standards, and coordination practices.Lead coordination of event staffing, logistical schedules, equipment allocation, inventory, deliveries, staging, setup, and breakdown activities with campus partners. Represent Facilities Management in cross-functional planning and decision-making forums with Student Engagement, Housing, Dining, Corporation, UACE, Space Planning, and other campus stakeholders.Develop and communicate event and project strategies, work plans, schedules, resource requirements, contingency plans, and status information. Establish accountability for deliverables, monitor resource needs and operational impacts, identify issues, and lead resolution of complex problems for mandatory major weekend events and other strategic initiatives assigned by management.Other FunctionsLead or participate in other complex, strategic, or cross-functional projects and perform other job-related duties as assigned.Perform other job-related duties and special projects as assigned.Extensive and in-depth knowledge of and ability to apply expertise in the advanced theories, principles, methods and practices associated with the functional specialty, program, and/or organizational unit, including applicable internal policies and procedures and pertinent laws and regulations. Laws and regulations are highly complex and require substantial judgment and discretion in interpreting and applying them to the specialty or program area.Substantial and broad knowledge of public and private entities including their organizational and operating structures, internal systems, and functional areas, as well as the impact of critical external entities on an organization. Ability to integrate and apply this knowledge to anticipate problems and assess the impact of proposed solutions on various organizational areas.Ability to interpret and integrate complex data and information to formulate appropriate courses of action which have broad and far reaching impact; understand and analyze complex problems from a future-oriented and broad interactive perspective and readily develop proactive solutions that integrate strategic goals into tactical operations; effectively use applicable information systems and applications in analysis, research, and reporting activities and projects; effectively communicate with and influence high-level and diverse contacts inside and outside of the CSU system; effectively use all communication methods and formats and to use expertise, as well as persuasion and negotiation skills, to build consensus to achieve short- and long-term goals and objectives.General knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods. This foundation would normally be obtained through a bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies