Title: Auxiliary & Facility Services Manager
Position Number: 81065
Hiring Unit: Operations & Maintenance
Location: Kaua'i Community College
Date Posted: July 10, 2024
Closing Date: Continuous
Band: B
Salary: salary schedules and placement information
Monthly Type: 11 Month
Full Time/Part Time: Full Time
Temporary/Permanent: Permanent
(Re-Advertisement)
Other Conditions: Full time, 11-month, general funds, to begin approximately October 2024, pending position clearance, availability of funds, and actual staffing requirements. Renewal of appointment contingent on satisfactory performance and availability of funds. Position may be converted from 9 to 11 months or 11 to 9 months based on operational needs.
Duties & Responsibilities Campus Facilities - Large Capital Improvement and Repair and Maintenance Projects (UH System Funded)
- Coordinates large-scale and emergency R&M work with the Community Colleges Facilities Planning Office. Assists the Vice Chancellor of Administrative Services with all Legislative R&M budget proposals and project priorities.
- Is the primary liaison between the College and the UH Community College Facilities Planning Office when coordinating the large projects.
- Works with the Vice Chancellor for Administrative Services as a subject matter expert when developing or updating the college Long Range Development Plan.
- Works with the Vice Chancellor for Administrative Services to ensure that all physical plant designs for newly constructed and/or renovated buildings are maintenance and energy efficient.
- Works closely with the architects and/or engineers and coordinates the meetings with campus constituents to insure a collaborative process to develop the project designs and specifications.
- Works with the Vice Chancellor of Administrative Services to ensure that all landscape designs that are proposed in the college's capital improvement projects are maintenance efficient.
- Prepares and reviews job specifications for all large-scale landscape work that are contracted out. Assumes the role of primary liaison between contractors and the college.
- Oversees the contractor’s construction or renovation of the projects which includes but not limited to insuring contractor’s work is done with high quality and contractual specifications. Coordinates utility outages with the college.
- Plans temporary staff relocation and office moves due to building construction. Provides continuous campus communication regarding the projects.
- Reviews and approves consultants and construction contractors, progress and final project payments.
- Insures all construction punch list corrections are completed.
Preventative Maintenance
- Works with the Building Maintenance Worker II to establish, implement, and monitor a building and equipment preventative maintenance plan for the entire college including all outreach sites.
- Preventative maintenance plan includes but is not limited to: air conditioning systems; irrigation systems; electrical distribution systems; plumbing; refrigeration; termite and pest control; building re-roofing; and O&M mowers, carts, tractors, etc.
- Supervises and mentors the Building Maintenance Worker II to coordinate and monitor all preventative maintenance activities, in-house as well as contracted services.
Campus Buildings - Small Scale Repair and Maintenance Projects (College Funded)
- Supervises and mentors the Building Maintenance Worker II to coordinate and monitor smaller scale physical plant repair and maintenance (R&M) work, which includes evaluating and prioritizing all R&M work, estimating repair time, manpower and material requirements, then determining and assigning R&M work in-house or contracting out.
- Prepares and reviews job specifications for R&M work that is contracted out. Assumes the role of primary liaison between contractors and the college. Approves and insures that all contracted work satisfactorily meets job specifications.
- Keep abreast of the current health and safety, fire, disability accessibility codes and monitors the college's physical plant for compliance.
College Landscape Maintenance
- Works with the General Laborer III to establish, implement and monitor a campus landscape maintenance plan.
- Landscape maintenance shall tend to all trees, shrubbery, hedges, grass, ground cover and all other plant-life on the entire college campus including outreach sites.
- Landscape maintenance also includes but is not limited to: irrigation; roadways; sidewalks; parking lots; campus monuments; exterior lighting; campus traffic signage; pavements as well as weeding and pest control.
- Supervises and mentors the General Laborer III to prioritize, schedule, and monitor the activities of the college's ground maintenance crew.
- Reviews large-scale landscape work and estimates time, manpower and material requirements and assigns work in-house or contracts out.
- Supervises and mentors the General Laborer III to prepare and review job specifications for small scale landscape work that is contracted out.
- Approves and insures that all contracted work satisfactorily meets job specifications. Maintains a safe and hazardous-free campus landscape.
Custodial Management and Maintenance
- Works with the Janitor III to establish, implement and monitor a building custodial maintenance plan. Custodial maintenance shall tend to the cleanliness of the interior space of all buildings, which includes but is not limited to: floors; carpets; desks; countertops; kitchens; shelves; in offices, classrooms, labs, dining rooms, restrooms, etc.
- Insures the college facilities achieve and attain acceptable APPA standards.
Employee Management
- Supervises, monitors, and evaluates the performance of the Assistant Physical Plant Manager and Clerical staffs within O&M.
- Establishes and enforces proper workplace policies and procedures within O&M. Provides training to all O&M staff.
- Employs continuous professional development training opportunities to improve the performance of all O&M staff.
- Prepares, reviews and updates position descriptions and other related personnel documents to maintain accurate job duties and responsibilities for all personnel within the O&M department.
- Annually reviews and updates the O&M organizational chart, and informs the Vice Chancellor of Administrative Services when reorganization is necessary. Prepares all necessary documentation for reorganizations when deemed necessary.
- Monitors and reviews Operations and Maintenance employees sick and vacation leaves. Conducts trend analysis and employee meetings to prevent leave abuse.
Operations and Maintenance Administration
- Conducts studies to auxiliary services and facilities maintenance administration; establishes data collection systems and procedures for the collection, recording, and reporting operational data, transactions, etc.
- Attends meetings and prepares correspondence for the Operations and Maintenance unit and for the Vice Chancellor on related concerns and areas; develops contingency plans in response to projected emergency auxiliary and/or facilities service needs.
- Interprets regulations, procedures and contract provisions; writes reports, analyses and recommendation for action (e.g. energy studies, telecommunications systems, space utilization, air conditioning, mildew and asbestos problems, etc.).
- Provides consultative and technical assistance and guidance to the administrators, department chairs and other organization units regarding auxiliary and facilities services, communication
- Manages the building controls systems. Includes overseeing building air conditioning, exterior lighting, irrigation and other campus time controlled system to accommodate campus activity as well as minimize operating costs.
- College subject matter expert with facilities software systems such as but not limited to, E-Builder, AIM work order system, Sightlines Facilities Condition system, etc.
- Maintains the college's inventory of building keys, security pass-codes, and computerized data card keys.
- Manages the college's refuse collection and disposal service. Periodically reviews the college's refuse collection schedule and collection sites to insure the campus maintains an efficient and adequate disposal plan.
- Periodically reviews the service that is contracted out to a disposal service provider for satisfactory performance. Implements waste reduction strategies.
- Manages the college’s recycling program.
- Monitors the college's campus mailroom operation, which involves receiving and processing all out-going mail and distributing all incoming mail and the college's main telecom switchboard.
- Monitors and insures college compliance with fire codes, OSHA, DOH, Hazardous Waste, etc.
- Assumes the role of primary liaison between the college's faculty, staff and students and the O&M department.
- Applies appropriate human, financial and material resources to insure a prioritized but timely response to all work-orders received. Communicates work-order status to the college community.
- Prepares periodic reports, annual budget and financial plans; analyzes and develops short and long range planning of needs, goals, objectives, requirements; prepares instructions, guidelines, procedures, etc., such as parking, auxiliary and/or facilities procedures; and prepares financial data and analyses relating to projects and operations.
- Is the college subject matter expert in construction procurement. Obtains all required procurement certifications.
- Oversees the O&M operating budget. Manages and controls the financial resources allocated to the O&M Department. Plans and monitors expenditures to stay within budget allocations.
- Applies resources in a prioritized manner to insure the safety and health of the campus community and provide comprehensive auxiliary services.
- Pursues all cost efficient measures that do not sacrifice the safety of our campus.
- Manages the O&M central office. Maintains an open communication line between the O&M department and the college community.
- Assumes a critical role within the College's Crisis Management Team especially with regards to physical plant shutdown, lock down, evacuations, and may be assigned into lead ICS positions such as Incident Commander or Operations Manager.
- Conducts department program review internal assessments, outlining strengths, weaknesses, goals, objectives and resource needs.
- Other Duties as Assigned
Minimum Qualifications Possession of a baccalaureate degree in Business or Public Administration, Engineering, Architectural, Sustainable Sciences or related field and three (3) years of progressively responsible professional experience with responsibilities for physical plant maintenance; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
Knowledge Skills & Abilities
- Considerable working knowledge of principles, practices and techniques in the physical plant maintenance as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies.
- Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations and theories and systems associated with physical plant maintenance.
- Demonstrated ability to resolve wide ranging complex problems through the use of creative reasoning and logic to accurately determine the cause of the problems and the resolution of the problems in an effective, innovative and timely manner.
- Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally and by preparation of reports and other materials.
- Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members, and individuals.
- Demonstrated ability to operate a personal computer and apply word processing software.
- For supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
Desirable Qualifications
- Knowledge of auxiliary services support and facilities maintenance operations and procedures.
- Knowledge of the principles and techniques of operations planning and budget procedures.
- Knowledge of contract administration procedures and practices relating to maintenance and repair work.
- Ability to plan, organize and supervise the activities of groups of employees whom may be engaged in a variety of activities and who may be in a variety of occupational fields.
- Ability to interpret and apply administrative rules and regulations to a variety of work situations.
- Ability to establish and maintain effective working relationships with a variety of employees, staff, faculty, and professionals. Ability to communicate effectively both orally and in writing.
- Previous management experience within a government agency.
- Previous experience with working with and managing collective bargaining employees.
Equivalencies Any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
Application Submission:Click on the "Apply" button on the top right corner of the screen to complete an application and attach the following required documents.
- Graduate and undergraduate transcript(s) showing degree and coursework to date appropriate to the position (Copies of transcripts are acceptable; however, original official transcripts will be required at the time of hire. Academic record/grade summaries will NOT be accepted. Diplomas and copies will NOT be accepted.) Transcripts issued from an institution outside the United States of America require a course-by-course analysis with an equivalency statement from an agency having membership with the National Association of Credential Evaluation Services, Inc., verifying the degree equivalency to that of an accredited institution within the USA. Expense of the evaluation shall be borne by the applicant.
- Statement outlining how you meet the minimum and desirable qualifications of the position.
- Names and contact information (including e-mail address) of at least 3 professional references.
- Resume
All minimum qualifications must be met by the effective date of appointment. Late or incomplete applications will not be considered. Please REDACT references to social security numbers and birth date on submitted documents. All requested documents/information become the property of Kaua'i Community College and will not be returned. Letters of recommendation may be requested at a later time in the search process. Note: If you have not applied for a position before using NEOGOV, you will need to create an account.
Inquiries:
Human Resources Office
808-245-8372
The University of Hawai'i is an Equal Opportunity/Affirmative Action Institution and is committed to a policy of nondiscrimination on the basis of race, sex, gender identity and expression, age, religion, color, national origin, ancestry, citizenship, disability, genetic information, marital status, breastfeeding, income assignment for child support, arrest and court record (except as permissible under State law), sexual orientation, domestic or sexual violence victim status, national guard absence, or status as a covered veteran. For more information or inquiries regarding these policies, please refer to the following link: http://www.hawaii.edu/offices/eeo/eeo-coordinators/
Employment is contingent on satisfying employment eligibility verification requirements of the Immigration Reform and Control Act of 1986; reference checks of previous employers; and for certain positions, criminal history record checks.
In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, annual campus crime statistics for the University of Hawai'i may be viewed at:
https://www.hawaii.edu/titleix/help/campus-security/, or a paper copy may be obtained upon request from the respective UH Campus Security or Administrative Services Office.
In accordance with Article 10 of the unit 08 collective bargaining agreement, bargaining unit members receive priority consideration for APT job vacancies. As a result, external or non BU 08 applicants may not be considered for some APT vacancies. BU 08 members with re-employment rights or priority status are responsible for informing the hiring unit of their status.
Accommodation Request: The University of Hawai'i complies with the provisions of the Americans with Disabilities Act (ADA). Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the EEO coordinator directly. Determination on requests for reasonable accommodation will be made on a case-by-case basis. For further information, please refer to the following link:
https://www.hawaii.edu/offices/eeo/accommodation-request/ Kaua‘i Community College does not discriminate on the basis of race, color, national origin, sex, disability, or age in its programs and activities.
