Facilities and Operations Manager, University Libraries

Facilities and Operations Manager, University Libraries

The Facilities and Operations Manager has primary responsibility for overseeing the physical facilities of Fenwick Library, a 191,667 sq. ft. building, and serves as the libraries' project lead for all facilities projects within the over 220,000 sq. ft. building space of the Mason Library System. The Facilities and Operations Manager resolves daily, complex issues related to space, office and public furnishings, compliance with the University's safety and environment standards, and participates in strategic planning in optimizing space utilization and future use of space for patrons, collections, students, and employees in coordination with Library Administration, George Mason Partners and involved departments. This position also works cooperatively with University Police personnel in resolving facility security issues, and the day-to-day upkeep of physical spaces ensuring they remain functional and safe. The position is periodically called upon to work during evenings, on weekends, and over holidays in order to minimize the impact of projects on student and faculty use of the library. Participates in committees and/or workgroups as required to share knowledge, develop best practices, and implement and advance the work of the Libraries.

Responsibilities:

Building Management/Physical Facilities

• Responsible for the submission, and where necessary, overseeing the completion of all Fairfax campus-based work orders, surplus actions, and service requests submitted including working with impacted library employees, Mason Partners, and library administration as appropriate;
• Ensures successful completion of building and physical facilities projects, to include but not limited to remodels, in the Mason Library System in coordination with Mason Partners, library administration, and involved departments. Routinely tours building, meeting and checking on occupants and facilities in order to establish good relationships, observe operations, and note and follow up on items needing attention;
• Records those items in a log and prioritizes them for repair or improvement;
• Oversees general maintenance of library physical facilities;
• Handles complex or problematic requests from library employees related to physical facility needs or issues;
• Oversees all Mason Library System projects involving relocation of furniture or shelving including locating or purchasing additional furniture or shelving if needed, coordinating with all involved departments, obtaining administrative approval if needed, and overseeing the actual relocation of the items;
• Determines the best course of action, i.e. issue work order to Facilities Management, refer to the custodial staff, etc. In conjunction with the Associate Dean for Administration with responsibility for the building, develops requests to maintain the building's furniture, physical appearance, and building automation systems;
• Oversees office moves and recommends space assignments;
• Coordinates, monitors, and maintains maps and signage (i.e., anything with permanence) throughout Mason Libraries System to ensure visitors have accurate, visible directions for access;
• Resolves problems and maintains records and statistics, which can also aid in preventative and predictive maintenance approaches.;
• Serves as the liaison with appropriate University Facilities, Auxiliary Services and Operations, Risk, Safety, & Resilience, and University Police;
• Oversees facilities and space related projects and activities across the entire Mason Libraries System and schedules regular meetings with the Mason Square and Mercer Libraries Building Mangers to review current status of building operations; and
• Hires and trains new student or non-student wage worker(s); organizes workflow, delegates tasks, and ensures that workers understand their assigned duties; monitors productivity and provides constructive feedback; maintains timekeeping and approves timesheets; ensures adherence to university policies and procedures.

Building and Space Access

• Serves as the authorizing agent for electronic access and key control request for Fenwick Library;
• Maintains accurate inventory of employee access across the Mason Library System in coordination with Card Access Security Office (CASO), University Police, and other relevant Mason Partners;
• Conducts annual audit;
• Processes setup of new and removal of expired access; and
• Oversees access to the library loading dock in coordination with involved departments.

Telecommunications

• Serves as the telecom coordinator for Fenwick Library;
• Maintains an accurate telecom inventory of equipment and numbers leveraging the Mason Telecom system;
• Conducts annual audit in coordination with Mason Square and Mercer Library Building Managers; and
• Processes setup of new services, moves, or removal of phone numbers.

Safety and Security

• Ensures compliance with security and safety requirements, coordinating with Library Administration, Access and Resource Management, Risk, Safety, and Resilience, and University Police as needed;
• Participates on library and campus committees that focus on preservation, space, accessibility, and safety issues;
• Participates in emergency preparedness planning and response in coordination with involved departments;
• Ensures that proper emergency/evacuation procedures are followed and resolves questions regarding emergency response needs; and
• Coordinates with the Head, Preservation Services and other involved departments to maintain COOP Protocols and the Libraries' emergency contact list.

Participates with library administration in long-term strategic planning for physical facilities improvements

• Stays abreast of trends and best practices through appropriate professional development activities; and
• Responsible for the monthly reconciliation of facility, maintenance, telecom, and card access expenditures.

Performs other related duties as assigned

Required Qualifications:

• High school diploma or equivalent;
• Experience with facilities management, procedures, and principles;
• Experience prioritizing multiple tasks and meeting competing deadlines;
• Knowledge of facilities management processes, principles and methods;
• Knowledge of and ability to apply project management principles and practices;
• General knowledge of mechanical, electrical, plumbing and HVAC systems;
• Ability to assess remodel requests, develop proposed solutions, articulate ramifications, and estimate resource impact of various remodel proposals;
• Ability to develop and maintain successful working relationships with many campus departments, outside vendors and contractors, as well as project stakeholders in a variety of roles; and
• Familiarity with technical terminology common to the telecommunications industry.

Preferred Qualifications:

• Facilities Management certifications;
• Bachelor's degree in facilities management, business administration, public administration, construction management, engineering, architecture, higher education administration, or library administration;
• Experience with academic libraries or university facilities management;
• Experience with university, campus operations, and related policies and procedures;
• Experience with space management;
• Experience with building mechanical, electrical, plumbing and HVAC systems;
• Knowledge of accessibility, safety, and building codes; and
• Ability to read and comprehend maintenance plans and specifications.

Instructions to Applicants:

For full consideration, applicants must apply for Facilities and Operations Manager, University Libraries at Complete and submit the online application to include three professional references with contact information, and provide a Cover Letter/Letter of Intent with Resume for review.

Each agency within the Commonwealth of Virginia is dedicated to recruiting, supporting, and maintaining a competent and diverse work force. Equal Opportunity Employer