Associate Director

JOB DESCRIPTION The Associate Director receives assignments in the form of objectives and determines how to use resources to meet schedules and goals. Formulates, implements, and monitors facilities management policies and programs. Develops plans to meet objectives and deliver results. Manages fiscal, physical and personnel resources and may manage multiple facilities and personnel. Job Summary The Associate Director receives assignments in the form of objectives and determines how to use resources to meet schedules and goals. Formulates, implements, and monitors facilities management policies and programs. Develops plans to meet objectives and deliver results. Manages fiscal, physical and personnel resources and may manage multiple facilities and personnel. Under the general direction of the Director, the Assistant Director is responsible for managing campus-wide operations and maintenance functions for Housing, Trades, and Engineering and as a back-up for ACSS, FLS, and Elevators. This includes supervising the activities of a core team of campus-wide facilities management staff. The result will be an effectively managed campus that encompasses the full range of facilities operations and maintenance services. This position works in partnership with the Director to set priorities, accomplish common goals, and ensure that both campuses run in a consistent manner. Under the general direction of the Director, the Assistant Director is responsible for managing campus-wide operations and maintenance functions for Housing, Trades, and Engineering and as a back-up for ACSS, FLS, and Elevators. This includes supervising the activities of a core team of campus-wide facilities management staff. The result will be an effectively managed campus that encompasses the full range of facilities operations and maintenance services. This position works in partnership with the Director to set priorities, accomplish common goals, and ensure that both campuses run in a consistent manner. Establishes objectives and work plans, and delegate’s assignments to subordinate professionals or managers. Reviews and approves recommendations for facilities management and related programs. Responsible for managing, preparing, administering, and directing facilities management resources. Involved in developing, modifying and executing policies that affect immediate operation(s). Erroneous decisions or failure to achieve goals results in additional costs and personnel, and serious delays in overall schedules. Campus Facilities Services has adopted a sustainability strategy, and it is expected to support this strategy by reducing pollution, water use, energy use and resource use; improving health of the environment, employees and the community. Establishes objectives and work plans, and delegate’s assignments to subordinate professionals or managers. Reviews and approves recommendations for facilities management and related programs. Responsible for managing, preparing, administering, and directing facilities management resources. Involved in developing, modifying and executing policies that affect immediate operation(s). Erroneous decisions or failure to achieve goals results in additional costs and personnel, and serious delays in overall schedules. Campus Facilities Services has adopted a sustainability strategy, and it is expected to support this strategy by reducing pollution, water use, energy use and resource use; improving health of the environment, employees and the community. Department Overview The Facilities Services Department (FS) is committed to creating an exceptional campus physical environment to support the research, teaching, health care and community service mission of the University. FS employs over 465 professional staff/contractors and acts as steward for over $95 million in operating funds and $28 million in capital funds annually to achieve its goals in operating, maintaining, and renewing the UCSF campus environment consisting of 9 million GSF of research, clinical, administrative, and auxiliary services space. Located in the Campus Life Services organization, FS is organized into 5 distinct units: (1) Operations & Maintenance, including Custodial Services (380 FTE), (2) Engineering & Utilities (45 FTE), (3) Infrastructure & Renewal Programs (20 FTE), (4) Customer Service & Technology (15 FTE), and (5) the Office of the Assistance Vice Chancellor (7 FTE). FS participates in system-wide Principles of Community, and all FS leaders are expected to create a fair, equitable, safe and supportive work environment, where everyone can do their best work.FS leaders share accountability for the overall success of the operation and strive towards a high-performance work environment. We value innovation, creative problem solving, and diligent follow-through. Responsibilities % of time Essential Function (Yes/No) Key Responsibilities (To be completed by Supervisor) 15% Yes Works with the organization occupancy and facilities building project planners to coordinate the planning, design, and implementation of general and specialized facilities, new buildings, and modifications (general or specialty labs). Act as an advocate for limited UCSF resources, making sure to raise emerging or deficient facilities issues to FS leadership for proper consideration and planning based on a proper assessment of risks and potential consequences. Participates in long-range and short-range planning activities of the department, contributing broad facilities knowledge to helping UCSF meet its facilities requirements. 25% Responsible for achieving broadly stated goals through subordinate team members as defined below: Ensures the organization occupancy needs are met. Oversees (through subordinate managers, supervisors, staff) the day-to-day operations of their assigned buildings in a cost efficient, responsive, and proactive manner ensuring that service requests and work orders for their zone are managed effectively and that the FS priority work system is functioning properly. Initiates and manages maintenance, renovation, and remodeling projects ensuring code compliance and quality control. Coordinates the assignment of building maintenance, engineering, project management and other staff to correct maintenance deficiencies and to respond to facility-related business and emergencies. Interprets regulatory agency policies to building occupants and ensures that health and safety codes are followed. Coordinates prompt response to facilities emergencies in their assigned buildings and ensures customers are properly notified of the impact of the emergency on their area. Establish policies and procedures that encourage equity between sites and across zone boundaries. 20% Yes Responsible for achieving broadly stated goals through subordinate team members as defined below: Ensures project requirements are defined, building management contract and contract changes are negotiated, operating budgets established and the financial terms and conditions of the contract are identified. Responsible for the coordination, planning and implementation of all general or specialty facility projects with minimal oversight. Identifies problems and develops solutions, such as allocation of resources or changing project scope. Oversees requests from building occupants for alterations, renovations, and/or additions and may manage the project by overseeing an initial review to determine the nature and scope of project. Oversees project programming, solicitation of informal bids, and coordination of outside contractors, project scope, budget and timeline. Protects interests of UCSF customers and Facilities Services. In support of UCSF’s sustainability strategy, support the strategy by reducing pollution, water use, energy use and resource use; improving health of the environment, employees and the community. 10% Yes Monitors adherence to master plans, budgets and schedules. Ensures all systems, including mechanical, electrical, plumbing, and fire protection, meet University and organization standards. Plans, coordinates, and manages preventative maintenance programs, systematically surveys and identifies deferred maintenance projects for all assigned campus buildings, equipment, and systems. Analyzes and prioritizes maintenance needs. Estimates cost, develops project budgets, determines whether work is to be done by in-house personnel or by contractor, and may manage the project within established budget parameters. 20% Yes Assumes full responsibility for staffing, training, development, discipline, budgets, costs and human resource-related activities pertaining to department staff members. Supervises and oversees the supervision of diverse staff. Ensures proper communication through staff meetings and other mechanisms. Sets up standards and practices for emergencies, back-up coverage, communication, and other protocols to effectively manage facilities at UCSF. Responsible for creating and maintaining a service-oriented culture in Facilities Services. Responsible for promoting and ensuring safety of the workforce and guest and visitors of the university. Establishes and oversees health and safety standards. 10% Yes Responsible for creating partnerships across campus in order to create the best campus physical environment at UCSF. This requires a positive and proactive working relationship with building occupants with an emphasis on providing and meeting the highest level of customer service standards. It also requires a knowledge of the customer’s needs, priorities, and expectations so that services can be adapted and provided for the unique situations in research, teaching, patient care, and community service. Interacts with a wide variety of customers and stakeholders and represents UCSF Facilities Services for their assigned buildings. 100% (To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%). Required QUALIFICATIONS Bachelor's degree in related field and 7-10 years facility related experience managing and/or supervising facility maintenance operations and personnel in a complex university/college environment, or large commercial and/or institutional setting; or an equivalent combination of education and experience Leadership skills to mentor and develop professional staff and contract employees in multitude of disciplines Valid driver license Strong skills in management, regulatory compliance and operations planning. Knowledge of building codes, fire/life safety regulations and OSHA requirements Strong skills in verbal and written communications. Ability to communicate clearly both orally and in writing with customers, department administrators, staff at all levels and non-University personnel Experience and knowledge to inspect construction in progress (general and specialty structures)and read, sketch and interpret plans and specifications. Broad knowledge in the areas of facilities management, space planning and allocation, security, fire and safety and emergency preparedness. Experience developing campus or similar renewal programs, advocating for funding, and allocating scarce resources; experience with renewal models, and national and University best practices; experience with APPA standards, or similar Familiarity with maintenance procedures: preventive, predictive, corrective and routine work requests that require coordination with electricians, plumbers, HVAC mechanics, and other repair technicians and service providers Knowledge of building codes, fire/life safety regulations and OSHA requirements Sound judgement and problem resolution ability as demonstrated by a past record of solving facilities related challenges Ability to communicate clearly both orally and in writing with customers, department administrators, staff at all levels and non-University personnel Ability to manage a multi-site facilities operation and set up systems, records, and protocols to ensure equity at all facilities sites Demonstrated track record in providing a high degree of customer service under stressful and complex conditions Strong skills to facilitate and collaborate with various internal and external constituencies on short- and long -term facilities planning and management. Strong analytical, research and report preparation skills to meet regulatory and budgetary reporting requirements. Preferred Experience with sustainability and energy conservation programs. LEED experience Knowledge of the special requirements of research related facilities; experience with a vivarium or animal facilities University and/or Medical Center experience Certifications APPA CEFP, IFMA CFM/FMP, ASHE CHFM , BOMI RPA/FMA Licenses Valid driver license About UCSF ABOUT US The University of California, San Francisco (UCSF) is a leading university dedicated to promoting health worldwide through advanced biomedical research, graduate-level education in the life sciences and health professions, and excellence in patient care. It is the only campus in the 10-campus UC system dedicated exclusively to the health sciences. We bring together the world’s leading experts in nearly every area of health. We are home to five Nobel laureates who have advanced the understanding of cancer, neurodegenerative diseases, aging and stem cells. Pride Values UCSF is a diverse community made of people with many skills and talents. We seek candidates whose work experience or community service has prepared them to contribute to our commitment to professionalism, respect, integrity, diversity and excellence – also known as our PRIDE values . In addition to our PRIDE values, UCSF is committed to equity – both in how we deliver care as well as our workforce. We are committed to building a broadly diverse community, nurturing a culture that is welcoming and supportive, and engaging diverse ideas for the provision of culturally competent education, discovery, and patient care. Additional information about UCSF is available here . Join us to find a rewarding career contributing to improving healthcare worldwide. Equal Employment Opportunity The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law. Salary Information The final salary and offer components are subject to additional approvals based on UC policy. Your placement within the salary range is dependent on a number of factors including your work experience and internal equity within this position classification at UCSF. For positions that are represented by a labor union, placement within the salary range will be guided by the rules in the collective bargaining agreement. To learn more about the benefits of working at UCSF, including total compensation, please visit: #J-18808-Ljbffr