Coordinator of Facilities Management

Coordinator of Facilities Management

University Corporation at Monterey Bay

Salary: $25.00 – $28.00 Hourly

Job Number: 2023-00012

Location: CSUMB Main Campus- Seaside, CA

Department: Student Housing Residential Life (SHRL)

Description

Open Until Filled. Priority Screening Date: May 29, 2023.
The University Corporation at Monterey Bay is a non-profit institution that is related and affiliated with the California State University, Monterey Bay. The University Corporation at Monterey Bay is a nonprofit 501(c)(3) public benefits corporation that is a recognized auxiliary organization of California State University and was established in July 1994. The University Corporation’s mission is to further the educational purposes of the University. The University Corporation at Monterey Bay is an equal opportunity employer and is committed to building a pluralistic university by hiring personnel with competencies and experience related to the regional and State Population. The University Corporation at Monterey is committed to a standard of excellence in the services it provides and in the quality of work expected of its employees.
POSITION SUMMARY
Under the general direction of the Associate Director for Facilities and Planning (ADFP) of Student Housing and Residential Life (SHRL), the Facilities Coordinator Controller and Work Order Management’s (FCWC) primary role is to manage day to day reactive maintenance within the residential campus at CSUMB. The CWFC serves as a liaison between CSUMB facilities-related departments, Student Housing and Residential Life (SHRL) staff, residents living in the communities, the University Corporation at Monterey Bay (Corporation), GreyStar Residential Company (GreyStar) and 3rd party contractors to ensure that facilities issues are resolved and fully completed in an efficient and timely manner. The person in this position must foster effective communication among all parties involved in, and the parties affected by maintenance and emergency repair issues, preventative maintenance planning, occupancy and use of the facilities, and any construction or capital projects.

Examples of Duties
ESSENTIAL DUTIES AND RESPONSIBILITIES include. but are not limited to. the following:

Work Order Management and Turn:

• Oversee submission and follow-up on completion of work orders, including oversight of the overall customer service experience for students and staff reporting facilities concerns. Provide timely and accurate facilitates related communication to building occupants and affected campus entities.
• Provide quality assurance review to ensure work orders are completed to appropriate standards and customer satisfaction.
• Ensure staff and contractors are given proper work direction for the tasks at hand while following and abiding by all CSUMB policies and procedures.
• Recommend and revise work procedures to meet service needs efficiently and effectively.
• Utilize StarRez, Limble, and other software as designated to support and track work orders, facility use, and facility conditions information.
• Assist staff to develop a comprehensive communication plan to support students who are impacted by repair/construction/renovation projects.
• Work with SHRL Information Systems Analyst to update software systems and ensure that systems are functioning properly.
• Provide training on the work-order system to professional and paraprofessional staff.
• Collect and analyze work order performance data and report summaries monthly.
• Coordinate janitorial and maintenance turns in preparation for annual fall move-ins.
• Collaborate with ADF and CWFC on building and room readiness for conference attendees.
• Server as the primary point of contact for third party vendors pertaining to large summer projects, such as but not limited to, furniture installation, required State Fire Marshal repairs, and maintenance turn support.
• Work with Housing Operations on summer turns to support housing for summer housing students, and prepare spaces for fall move-ins.

Housing Facilities Support:

• Serve as liaison between internal and external campus partners to address concerns relating to the CSUMB Housing residential facilities.
• Perform regular inspections of facilities and coordinate maintenance efforts with campus entities.
• Support student relocation efforts with SHRL staff and campus partners during facilities-related emergencies.
• Coordinate pest control response including, pest control management and education and bed bug identification and treatments.
• Collaborate with Occupancy Management and Assignments personnel to implement approved housing accommodations.
• Identify issues of area or departmental concern related to facilities and equipment, and take initiative to resolve or report them and assist in the identification of potential solutions.
• Assist in facilities and operational needs related to summer and winter break housing, move in and move out.
• Provide regular training sessions for SHRL staff on preventative maintenance awareness, sustainability measures, observing and documenting facilities concerns, submitting work orders, and follow-up on maintenance issues.
• Review janitorial services in Smart Inspect software, pertaining to custodial quality management.
• Responsible for inventory of furniture needs for the residential communities, including collaboration with the ADFP in maintaining a replacement schedule for furniture and appliances.
• In conjunction with the ADFP, work with CSUMB departments, Corporation, and contractors to develop small projects, preventive maintenance programs, and non routine maintenance, including scheduling, budgeting and implementation and completion to SHRL satisfaction and expectations.

Staff Supervision:

• Provide leadership to 4-6 student assistant staff (Facilities Student Assistants) supporting housing facilities services, including but not limited to shift/team leads, front-line staff, and specialized positions.
• Coordinate recruitment, selection, and training of Facilities Student Assistants (FSA). Meet with staff weekly and individually as needed to properly educate and teach new skills to continually develop leadership and management skills, use of good judgment and readiness to take positive action.
• Oversee scheduling and time card approvals related to the FSAs.
• Ensure all FSAs are completing their daily, weekly and monthly tasks including shift summaries, walkthroughs, work order follow up, key inventory management, sanitation and labor duties as assigned as well as other duties as assigned by the ADFP and the CWFC.
• Support routine performance management through coaching, assessment, and annual evaluation.

Other Responsibilities:

• Promote and maintain an atmosphere of excellent internal and external customer service in daily interactions with students, SHRL staff, campus partners, contractors and vendors.
• Assist in the development and implementation of departmental assessment activities. This includes efforts to understand the characteristics of our students, resident satisfaction with facilities and programs, student preferences and needs, and levels of student involvement with specific activities and facilities
• Assist and execute special projects as directed by the supervisor for major facilities projects, contracted work, and capital projects.
• Participate in the development and implementation of goals, objectives, policies, priorities and budgets for assigned projects, services, and functional areas within the SHRL department; and make recommendations and forecasts for future needs of the department and facilities area.
• Liaison with residents to initiate and compile survey data, provide project overview and insight, solicit feedback on purchases, color selection, functionality, and space utilization within residential communities.
• Performs other duties as assigned.

PHYSICAL WORK ENVIRONMENT
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to verbally communicate to exchange information.

WORK LOCATION

• Hybrid Position; 75% in-office
• Work Location: CSUMB Main Campus, 100 Campus Center, Seaside, CA

Due to the COVID 19, this position may be approved to work remotely on a temporary basis, or may be required to physically work on campus. Work assignment locations are at the sole discretion of CSUMB and may be changed or revoked at any time.

KNOWLEDGE, SKILLS, AND ABILITIES
Ability to read, understand and utilize technical information and parts lists. Ability to ensure accuracy and maintenance of assigned record-keeping systems, and to prepare reports. Ability to motivate and lead the work of others. Ability to work effectively with all levels of university personnel Ability to read and write at a level appropriate for the position. Preferred administrative experience with a high-paced working environment. Highly organized with excellent ability to multitask in a fast-paced environment, perform under pressure (or in emergency situations), and prioritize effectively to meet deadlines. Strong communication and customer service skills. Experience with tracking and monitoring software. Excellent organizational skills. Proficient in the use of personal computers including word processing, spreadsheets and database software.

Qualifications
MINIMUM QUALIFICATIONS
Education and Experience:

• Graduation from college or trade school in engineering, architecture, business management, plant management, industrial technology or public administration.

DESIRABLE QUALIFICATIONS

• Demonstrated understanding of and commitment to the CSUMB Vision Statement and the core values of mutual respect, collaboration and service orientation, multiculturalism and diversity, community service and institutional excellence.
• Experience managing front desk operations in a student housing setting highly desirable; demonstrated leadership experience in student housing.
• Experience working with a multicultural population; familiarity performing community service learning; and demonstrated technical literacy.
• Fluent in multiple languages, particularly Spanish.

Special Conditions of Employment
The person holding this position is considered a “mandated reporter” under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the University Corporation. Failure to satisfactorily complete the background check may affect the application status of applicants or the continued employment of current University Corporation employees who apply for the position.

This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.

The University Corporation at Monterey Bay is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status. This position is required to maintain confidentiality as outlined in the Department of Education’s Family Educational Rights and Privacy Act (FERPA) and California’s Educational Code Chapter 13 regarding sensitive student issues.

Please note: University Corporation employment is separate and distinct from CSU Monterey Bay or State of California employment. University Corporation employees are not employees of either CSUMB or of the state of California.

All employees must be eligible for employment in the U.S. The University Corporation is not a sponsoring agency for any positions.

University Corporation at Monterey Bay positions are “at-will” employment.

CSUMB is a smoke and tobacco-free campus.

The campus leadership has committed the resources needed to achieve an engaged, safe, and in-person experience. The health and safety of our community remain our highest priority, and we are confident that existing public health measures provide for a safe environment capable of delivering a complete college experience on the CSUMB campus. Being an Otter means caring for each other and doing your part to protect your community.

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State University, Monterey Bay Annual Security and Fire Safety Report is available at https://csumb.edu/clery.

Sensitive Positions – This position has been designated as a sensitive position with:

• responsibility for the care, safety and security of people (including children and minors), animals and CSU property
• authority to commit financial resources of the university through contracts greater than $10,000 access to, or control over, cash, checks, credit cards, and/or credit card account information responsibility or access/possession of building master or sub-master keys for building access; access to controlled or hazardous substances
• access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards
• control over campus business processes, either through functional roles or system security access
• responsibility for operating commercial vehicles, machinery or equipment that could pose environmental hazards or cause injury, illness, or death

FERPA:

• This position is required to comply with confidentiality requirements outlined in the Department of Education’s Family Educational Rights and Privacy and California’s Educational Code Chapter 13 regarding sensitive student issues.

Clery Act:

• This position is designated as a Campus Security Authority (CSA). The position is required to participate in training at the direction of the Clery Director and must also promptly report allegations of reportable crimes according to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, its accompanying regulations; the California State Education Code, Chapter 15.5, of the Donahoe Higher Education Act, Section 67380; and the California State University system-wide policy, Code EO 1107. CSAs are employees whose job duties fall into one of the following categories:
• Work in a campus police or security department
• Are responsible for campus security
• Are designated as the contact for reporting criminal offenses
• Have significant responsibility for student and campus activities

Special License or Certifications and Conditions:

• Must possess and maintain a valid license to drive in the State of California, pass the Defensive Training Class, and be insurable under the University’s liability coverage.
• May require occasional evenings and/or weekend work.

Questions can be sent to: mailto:hr_corporation@csumb.edu.

To apply, please visit https://apptrkr.com/4175739

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