Housing Facilities Project Coordinator

Housing Facilities Project Coordinator

University Corporation at Monterey Bay

Salary: $52,000.00 – $58,240.00 Annually

Job Number: 2023-00026

Location: CSUMB Main Campus- Seaside, CA

Department: Student Housing Residential Life (SHRL)

Description

Open Until Filled. Priority Screening Date: September 28, 2023

We’re seeking a dedicated professional for our Housing Facilities Project Coordinator role. This full-time, benefited position offers perks and benefits beyond our standard compensation package:

• Competitive Salary: Earn market-competitive pay of $25-$28 per hour, annualized to $52,000 – $58,240.

• Subsidized Housing: Employee rental homes are affordably priced. Monthly rent rates include cable television, garbage service, and sewer.

• Health Insurance: We prioritize your well-being with our comprehensive health insurance program.

• Retirement Plan: Secure your future with our 403(b) Retirement Plan. We offer an exceptional 10% employer contribution with 100% immediate vesting.

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
Reporting to the Associate Director Facilities and Planning, the Housing Facilities Planner is charged with developing and maintaining CSUMB’s Student Housing and Residence Life’s capital investment and renewal plans in collaboration with CSUMB’s Facilities Management Department. The position will serve as the liaison to CSUMB’s Campus Planning and Development department and Greystar in planning, coordinating, and managing capital projects for Student Housing and Residential Life. The position will ensure projects are planned and implemented in compliance with CSU, CSUMB, and Corporation policies and procedures, and with local, state and federal regulations. The person in this position is to foster effective communication among all parties involved in and affected by the projects.

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

Facilities Project Coordination:

• In collaboration with CSUMB’s Campus Planning and Development department and the Corporation, lead the development, implementation and updating of SHRL’s five-year capital renewal and investment plans, including leading feasibility studies, financial forecasting, and other due diligence analysis.
• Working closely with CSUMB Facilities departments, SHRL’s Facilities Coordinator for Work Orders and Associate Director for Facilities and Planning, lead SHRL buildings conditions assessments.
• In collaboration with Facilities Coordinator for Planning, perform regular reviews of facilities to coordinate capital renewal planning efforts, with campus entities.
• Create and implement a replacement schedule for furniture, fixtures and equipment (FF&E), including appliances where applicable, and the overall management of a lifecycle tracking process.
• In conjunction with the Associate Director for Facilities and Planning, work with CSUMB’s Campus Planning and Development department, Corporation, and contractors to develop and manage capital renewal and investment projects, including, space programming, design, drawings, budgeting, bidding, scheduling, and implementation and completion to SHRL satisfaction.
• Lead collaboration with Associate Director for Facilities and Planning, CSUMB’s Capital Planning department, and SHRL leadership team and contractors to develop strategies to minimize the impact of capital renewal and investment projects have on residents.
• Supervise student staff to support planning logistics and other functions relating to facilities within Student Housing.
• Research, recommend, and manage procurement and installation of new furniture, fixtures, and equipment items for residential facilities in compliance with campus standards and in coordination with Facilities Management Space and Move Coordinator.
• Prepare and execute communication plans to minimize construction impacts on residents.
• Assist staff to develop comprehensive assignment and marketing plans and communications to enable students to live in residential areas when impacted by repair/construction/renovation projects.
• Meet regularly with Associate Director of Facilities and Planning, Coordinator of Housing Facilities Services – Work Orders, CSUMB’s Campus Planning and Development department and other key stakeholders to review status of capital renewal and improvement project budgets.
• Collaborate with CSUMB’s Campus Planning and Development department to develop and present project status reports including schedule, budget, look-back, look-ahead, challenges, and scope changes.
• Collaborate with Coordinator of Housing Facilities Services – Work Orders on inspections of residential facilities for compliance with license, SHRL standards, State Fire Marshal and Campus inspection reports.
• Assist in the development of SHRL goals, objectives and strategic planning for facilities and SHRL operations. Work with key stakeholders, such as students and Residential Life staff, to gather information regarding community improvements (i.e. focus groups for furniture).
• Work closely with Associate Director, Facilities and Planning to review petitions and requests for facility modification needs.
• Complete or participate in special projects that may be outside the normal area of assignment, as directed.
• Work in conjunction with Operations and Residential Life to support the electronic Room Condition Inventory (eRCI) process, including design, updates, and data transfer to work order system.
• Collaboration with Inspector of Records on State Fire Marshal findings in development of a plan to rectify noted issues, which may involve collaboration with FMD, third party vendors, and GreyStar
• Collaborates on assessment processes related to facilities to support quality services are being rendered.
• Direct and manage all housing accommodation modification requests and the subsequent work including collaboration with CSUMB Facilities Management and other vendors as needed.
• Manage, maintain, and update asset maintenance databases for SHRL occupied facilities.

Staff Supervision:

• Provide leadership to 2-4 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.

Access Control Management:

• Responsible for the key management processes, including distribution, monitoring, and supporting the campus lock shop in addressing issues related to door or keys.
• Responsible for key reconciliation throughout the year, including Fall Check-in/ Check-out, Spring Check-in/ Check-out and collaboration for Summer Conference groups.
• Responsible for collaboration with Housing Operations in key readiness for distribution though the Housing Operations team.
• Responsible for key monitoring systems.
• Work with SHRL billing staff for reconciliation and charging of lost keys by residents.
• Work with campus lockshop and third party locksmiths to support and address access-related needs (i.e. keys, lock concerns, card readers).
• Monitor and facilitate card access within the Genotec electronic card system. This includes granting access controls for summer conferences, professional and paraprofessional staff, and students.
• Support key return and key pickup for residents.
• Maintain inventory of access control items (keys, locks, access cards).
• Work with the Administrative and Financial Coordinator to provide building access for new employees. This includes, reviewing access needs for staff, contractors and vendors, as well as issuing keys, and granting electronic card access.
• Use various software systems including StarRez, Google Suite, Limble, SumTotal.
• Schedule, escort, and execute all locksmith work orders by working with campus locksmith and third-party vendors as needed to support all mechanical and electrical locks within the 15 buildings, including but not limited to troubleshooting key issues, card reader issues, duplicating keys, re-coring cylinders, and preventive maintenance needs.
• Responsible for the maintenance, upkeep and educational processes regarding KeyTrak inventory system.

OTHER FUNCTIONS

• 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 frequently stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull moderate to heavy amounts of weight (with assistance); up to 25 pounds; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to verbally communicate to exchange information; to effectively deal with conditions of nature as work requires supporting indoor and outdoor events/spaces.

WORK LOCATION

• On-Site Position
• Work Location: Main Campus: 100 Campus Center, Seaside, California

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.
• 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.
• The incumbent will demonstrate the ability to independently plan, organize and coordinate projects with competing work demands; work quickly and with a high degree of accuracy adopt effective courses of action; ability to carry out a variety of professionally complex assignments without detailed instructions; ability to interpret and evaluate descriptions and explanations of problems, analyze and define the problem, draw valid conclusions and project consequences of various alternative courses of action; ability to anticipate problems and address them proactively; and to develop and maintain accurate budgetary reports.
• Advanced fluency in using various standard office software packages such as Microsoft Word, Excel, and PowerPoint. Demonstrated technical literacy with electronic mail, mail merges, data entry, electronic scheduling, and internet communication software. Ability to work in an occasional high-pressured environment.
• Ability to operate a wide variety of office equipment and independently troubleshoot problems.
• Demonstrated ability to address the essential functions associated with this position including the knowledge and abilities identified above.
• Ability to complete and pass training in Defensive Driving. Must continue to meet the established driving standards as a condition of employment.

Qualifications
MINIMUM QUALIFICATIONS

Education and Experience:

• Associates degree or trade school certificate in engineering, architecture, business management, plant management, industrial technology or public administration.
• Prospective applicants who have not had the experience listed may substitute other evidence of meeting the above qualifications for up to two years of the required experience.
• Must have equivalent to two years of progressively responsible administrative support experience, which has involved supporting, monitoring, and coordinating clerical work through a system of internal procedures and controls to ensure the efficient operation of an organization.

DESIRABLE QUALIFICATIONS

• 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.
• 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
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. Our Equal Opportunity Policy Statement is available https://csumb.edu/corporation/personnel/.

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: https://mail.google.com/mail/?view=cm&fs=1&tf=1&to=hr_corporation@csumb.edu.

SALARY AND BENEFITS

The University Corporation is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students, and the customers we serve. Salary placement is determined by the education, experience, and qualifications the candidate brings to the position, internal equity, and the hiring department’s fiscal resources. Our salary schedule is available https://csumb.edu/corporation/personnel/.

The hourly hiring range for this position is $25 – $28 per hour. Classification: Grade 4, Staff. This is a non-exempt position and as such is eligible for the overtime provisions of the Fair Labor Standards Act. The Corporation offers a rich benefits package that constitutes a major portion of total compensation. Benefits include medical, dental, vision, and life insurance benefits, contributory retirement plan, TSA (403b), and other benefits. Please review our https://d2jtc9c99zuy7w.cloudfront.net/wkUFFNMTNm0BW2D5pmgj_607433895%20UCorp%202021%20Benefits%20at%20a%20Glance%2020%2003.pdf https://get.adobe.com/reader/ for details about sick time, vacation, and holidays.

The University Corporation at Monterey Bay also provides access to affordable campus housing: https://csumb.edu/corporation/employee-housing

Although CSUMB is located in a high-cost housing area, Schoonover Park rental homes are affordably priced. Monthly rent rates include cable television, garbage service, and sewer. Convenient floorplans, attractive interior appointments, and numerous community amenities make Schoonover Park Rental Homes an exceptional value. Schoonover Park is near the main campus, yet a tranquil world away. The community lies nestled in the secluded beauty of rolling coastal hills three miles east of campus. Living in one of the most desirable areas of California, you will enjoy the natural splendor and cultural abundance of the Monterey Peninsula. Quality of life begins with your home in Schoonover Park and extends through every aspect of your California coastal lifestyle. https://www.schoonoverparkapartments.com

All prospective applicants must apply online. You must complete the entire application for submission. We only accept applications for the open positions listed. Please do not fax or mail in a printed version of the electronic applications or a resume in lieu of an application. If you are having difficulty applying or need assistance, please call (831) 582-3389. All positions are open until filled. The completed online application and resume must be submitted by 5:00 pm PST on the priority screening date. Applications received after this date will be reviewed at the discretion of the Corporation.

AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER: The Corporation is an Equal Opportunity-Affirmative Action employer seeking to recruit and support a broadly diverse community of faculty and staff. We value and celebrate diversity in all its forms and strive to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion. We consider qualified applicants for employment for their anticipated contributions and without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.

To apply, please visit https://apptrkr.com/4601548

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