Required Qualifications: (as evidenced by an attached resume)
Bachelor’s Degree. Three (3) years directly related full time professional experience in facilities management or related field. Previous experience related to structural trades and/or building operations. Two (2) years supervisory experience. Proficient in Microsoft Office Suite, to include creating excel spreadsheets and Computerized Maintenance Management System. Must have, keep and maintain the appropriate valid NYS Driver's License; have a motor vehicle record which is free from major violations or a pattern of repeat violations. (***Out-of-State Applicants, see "Special Notes.").
Master Degree or Bachelor’s degree in Facilities Management or related field. Additional years (3+) of experience of directly related full time professional experience in facilities management or related field. Certified or licensed in: building trades, building safety systems, building operations, and/or facilities management. Prior experience at a University or similar facility. Working knowledge of appropriate Health Care Regulations/Codes, OSHA, Life Safety Codes etc. Knowledge of business management practices, to include managing a budget. Experience with the state procurement system. Experience dealing with collective bargaining units.
Brief Description of Duties:
The Facilities Manager will oversee the operation of Residential Operations buildings. The Facilities Manager will be responsible for coordinating the management of programs, policies and procedures related to the operations and maintenance of Electrical, Carpentry, Plumbing, Custodial Services, and Building Maintenance. The position works closely with the campus departments of Facilities Operations. The position is focused on cost-effective, efficient, and responsible strategies that respond to campus needs and are consistent with University policies and procedures. The selected candidate will have outstanding written, verbal and interpersonal communications skills. Excellent customer service skills and experience interacting with individuals at various levels. In addition, the Facilities Manager is required to respond to after hour and emergency calls and provide coordination as needed. The selected candidate will have excellent verbal and written communication skills. They will also have excellent customer service skills as well.
The selected candidate will be responsible for the following:
The Facilities Manager is responsible for the daily operations of Residential Operations buildings. Responsible for meeting regularly with the Assistant Director and Director of Residential Operations to discuss day-to-day operational issues and concerns. The Facilities Manager will manage maintenance and custodial personnel, contract labor and temporary personnel in the general maintenance, repair, renovation, modification and custodial services of the University residential buildings. The Facilities Manager will develop and analyze training programs to meet the needs of both maintenance and custodial workforce. Assist the Assistant Director with developing and implementing policies and procedures for the staff. Make recommendations on new or existing policies and procedures. Assist with the evaluating and developing preventative maintenance programs for assigned buildings. Coordinate shared labor resources between other Facilities Managers to ensure proper staffing levels, coverage and service response are maintained. Assist the Assistant Director with developing and implementing policies and procedures for the staff. Oversee the scheduling of work assignments, making sure employees have proper equipment and supplies to complete assigned task and/or project. Ensure proper procedures are followed per industry and university standards. Responsible for emergency response and coordination in critical situations and after hours call.
Manage both Custodial and Maintenance employees in accordance with State and University policies, including, but not limited to recruitment, training, work performance, termination, discipline, and performance evaluations. Prepare performance programs and evaluation for assigned personnel as well as take appropriate steps when issuing verbal and written counseling. Assign work and hold employees responsible for satisfactory performance. Administers applicable union/labor agreements and grievances. Schedules employee's planned time off requests to ensure adequate support for the day-to-day activities and special events. Monitor all unscheduled time off to ensure adequate custodial coverage. Meet regularly with the custodial and maintenance supervisors to review daily activities and any issues they are having. Analyze and evaluate the work force needs and capabilities and implement changes as needed. Screen and interview job applications and make recommendations on hiring new employees. Coordinate with Facilities Operations Business Office to ensure all required annual safety training is provided and documented. Ensures the policies of the University, Facilities Operations and Residential Operations, as well as safety regulations are known and observed by all staff. Stay up-to-date on all appropriate safety, codes, and health care regulations (OSHA, Life Safety, etc.)
Perform building inspections to ensure Residential buildings are kept clean and up to industry standards. Responsible for building safety. Must maintain safety standards and ensure compliance with regulatory agencies. Create work orders as necessary to correct any deficiencies, and followed-up to ensure compliance and completions. Responsible for the operation and maintenance of the Infor Management System. Input, track, and monitor work orders for assigned buildings. This responsibility includes, but is not limited to, enter, track, and close out work orders. Evaluate, maintain, and update, preventative maintenance tasks and frequencies; etc. Ensure all work is completed correctly and in a timely fashion.
Using our Computer Maintenance Management System (CMMS), the Facilities Manager will ensure work assignments are prioritized and completed appropriately. This will involve working with the Maintenance and Custodial Supervisors and Quad Directors to facilitate that work is reported, assigned and completed within the time and funding constraints set by the Assistant Director and Director of Residential Operations. Ensure supervisors are scheduled all work within our CMMS, Infor System and work orders are being given to their employees. Track and monitor all work orders that are being entered into the system and ensure employee’s time is being accounting for. Create and produce report within the system. Track time and materials to ensure projects are accomplished within allowable performance periods. Establish and maintain controls to assure that supplies, tools and equipment are distributed and used properly within buildings for both Maintenance and Custodial staff.
Responsible for overseeing physical maintenance, rehabs, and correction of specific problems within the facilities. Coordinate effective space use, project prioritization, cost estimates, equipment and manpower needed for projects. Prepare cost estimates for projects, work with outside vendors and selects appropriate fixtures as required. Coordinate the development of effective work flow, communication and staff motivation. Work with vendors to obtain the best prices for materials and services. Prioritize work in areas of assignment to ensure work is done in a timely fashion. Liaison with several University departments such as EH&S, CPDC, University Police; in order to manage the assigned building.
Assist the Director of Residential Operations in managing the budget for the Residential Custodial and Maintenance Departments. Track account expenditures, track and report overtime expenditures in relation to overtime budget. Monitor the PSR budget for vacancies and over hiring opportunities to ensure staffing needs are met. Maintain appropriate data and provide status reports to the Assistant Director and Director of Residential Operations. Prepare requisition for supplies and materials, including specifications and justifications. Request quotes from vendors for materials and supplies. Order equipment and supplies for assigned buildings. Perform other procurement duties as assigned. Follow all State procurement guidelines.
Other duties or projects as assigned as appropriate to rank and departmental mission.
This is a full time appointment. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.
Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor’s Office of Employee Relations at (518) 474-6988 or via email at email@example.com.
Stony Brook University is 100% tobacco-free as of January 1, 2016. See our policy and learn more at stonybrook.edu/tobaccofree.
***Out-of-State Applicants: Please note as a condition of employment and in order for this position to be tendered, the successful incumbent will be required to provide evidence of a valid license and driving abstract from the state issuing the license within five business days of a conditional offer and must obtain a NYS driver's license within 30 days of acceptance of offer.
This has been designated as an essential position based on the duties of the job and the functions performed. Positions that are designated as such are required to report to work/remain at work even if classes are cancelled, and the campus is working on limited operations in an emergency.
About Stony Brook:
Stony Brook University, home to many highly ranked graduate research programs, is located 60 miles from New York City on Long Island's scenic North Shore. Our 1,100-acre campus is home to 24,000 undergraduate, graduate, and doctoral students and more than 13,500 faculty and staff. SBU is a comprehensive research-intensive university and a member of the prestigious Association of American Universities (AAU), which includes 34 public universities among its 62 members. SBU consists of 12 schools and colleges and a teaching hospital that provides state-of-the-art healthcare in the Long Island region. SBU also manages and performs joint research with Brookhaven National Laboratory, the only Department of Energy Laboratory in the Northeast, and shares doctoral programs with Cold Spring Harbor Laboratory, a world-renowned molecular biology institute. Home to the Emerson String Quartet, the Jackson Pollock House in East Hampton, New York, the Humanities Institute, and the Southampton Arts Program, and with endeavors that extend to the Turkana Basin Institute in Kenya and the Ranomafana National Park in Madagascar, SBU sustains an international reputation that cuts across the arts, humanities, social sciences, and natural sciences.
Stony Brook University is an Affirmative Action/Equal Opportunity employer. We encourage protected veterans, individuals with disabilities, women and minorities to apply.
If you need a disability related accommodation, please call the University Human Resource Services Department at (631) 632- 6161 or the University Hospital Human Resources Department at (631) 444-4700. In accordance with the Title II Crime Awareness and Security Act, a copy of our crime statistics is available upon request by calling (631) 632- 6350. It can also be viewed on line at the University Police website at http://www.stonybrook.edu/police.
Official Job Title: Assistant Facilities Program Coordinator
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: Residential Operations-Stony Brook University
Schedule: Full-time Day Shift 8:00 a.m. - 4:30 p.m. Pass Days: Sat, Sun
Posting Start Date: Aug 15, 2018
Posting End Date: Sep 14, 2018, 10:59:00 PM
Salary: Commensurate with Experience within the range of $63,000 - $72,000
Salary Grade: SL3