Type of Appointment: Full-Time, At Will
Job Classification: Administrator I
Anticipated Hiring Range: Up to $114,996 annually (Commensurate with skills and qualifications)
Work Schedule: Mon-Fri 8:00 am -5:00 pm
THE DEPARTMENT:
Facilities Planning and Management (FP&M) serves as the lead organization for planning, developing, and maintaining the campus's natural and built environments in support of the university's mission. The department seeks to preserve and enhance CPP's history, aesthetics, physical assets, and natural ecosystems through coordinated planning, design, and construction of buildings, roads, infrastructure, landscaping and other physical improvements. As an advocate on behalf of the university and its auxiliaries, FPM strives to provide facilities that meet scope, budget, operational needs and functional requirements. FPM is comprised of approximately 200 facilities professionals (FTE) that also provides maintenance services including custodial services, landscaping, recycling, building and mechanical trades, energy and utility management, fleet and auto services. The workforce is culturally diverse and multilingual. Its composition includes full time staff throughout FPM who are also earning their degrees and many whom have graduated from Cal Poly Pomona. The staff includes licensed architects and engineers, accountants, planners, project managers, administrative staff, carpenters, plumbers, locksmiths, painters, electricians, landscape architects, computer technicians, custodians and other building and mechanical trade technicians.
DUTIES AND RESPONSIBILITIES:
Trades Shops (Plumbing, Maintenance, Paint and Lock) and Lanterman
- Collaborate closely with trades supervisors and staff to ensure efficient operation, maintenance, and upgrades of all systems that support campus buildings and infrastructure.
- Develops, manages, and administers all routine, preventative, and predictive maintenance across all shops including, plumbing, maintenance, paint and lock services. Works in partnership with the Director to develop and implement a comprehensive Preventative Maintenance (PM) program for all major equipment, utilities, and building infrastructure utilizing the TMA systems for management and oversight. The program will be managed through the TMA system.
- Provides general direction and supervision to shop supervisors to ensure effective execution of the PM program.
- Lock Shop oversight includes collaborating with Planning and Design & Construction Works in coordination with HVAC and Electrical teams, and FPM management, when projects or maintenance activities impact critical building systems, utilities, or campus operations.
- Collaborate to support effective planning and scheduling, maintain system reliability, minimize operational disruptions, ensure regulatory and safety compliance, and provide continuity of campus services during maintenance activities, infrastructure upgrades, shutdowns, and emergency repairs.
- Ensures all maintenance, repair, and operational activities are performed in accordance with established quality standards, applicable safety regulations, building codes, and university requirements.
- Maintains accurate and comprehensive records, documentation, and reporting to support operational planning, regulatory compliance, preventive maintenance tracking, and effective decision-making.
- Provides support in the day-to-day operations, maintenance, and administrative oversight of Lanterman property, including coordinating maintenance and repairs, managing vendors, collaborating with campus partners and production teams, conducting inspections, and assisting with budgeting and expense tracking.
- Ensures regulatory compliance, maintains accurate records, and oversees on-site staff to uphold property standards and operational efficiency.
Multi-Trade Project and Vendor Coordination
- Leads and coordinates complex, multi-trade projects by directing collaboration across internal units and managing communication, scheduling, and coordination with external vendors, contractors, and campus stakeholders.
- Oversee the planning, execution, and successful delivery of operational, Deferred Maintenance (DM), and special projects to ensure work is completed safely, efficiently, on schedule, and in compliance with university standards, regulatory requirements, and project objectives.
- Collaborates with trades supervisors, project managers, and contractors to minimize operational disruptions and ensure effective project integration with ongoing campus operations.
- Communicates project updates, campus impacts, scheduling changes, risks, and other pertinent information to direct supervisor to support operational awareness, decision-making, and stakeholder coordination.
Administrative and Fiscal Management
- Manages utility operations in collaboration with the Director of Operations & Maintenance and the Senior Associate Vice President of FPM to develop and oversee utility-related budgets and costs, ensuring alignment with overall goals.
- Collaboratively develops short- and long-term strategies to enhance utility system performance, efficiency, and infrastructure renewal.
- In partnership with the Capital Finance & Budget Manager, prepares the annual operating and capital budgets for the Plumbing, Maintenance, Paint, and Lock shops.
- Monitors expenditures to ensure alignment with departmental goals and compliance with applicable regulations.
- Assists with budget forecasting, trend analysis, and the development of financial proformas and monthly reports to support data-informed decision-making.
- Maintains accurate records, ensures regulatory compliance, and oversees maintenance and repair work to meet established quality and safety standards.
- Collaborates with the Design and Construction team to obtain cost estimates for maintenance and repair work and communicates deferred maintenance priorities to stakeholders. Identifies funding opportunities to support infrastructure improvements and continuously evaluates strategies to enhance operational efficiency, reliability, and cost-effectiveness.
- Develops supporting procurement and project documentation, including Requests for Proposals (RFPs), plans, technical specifications, and campus performance standards.
- Evaluates contractor and vendor performance and provides input on capital and maintenance projects to ensure compliance with campus standards, operational requirements, and approved materials and equipment specifications.
- Prepares and processes requisitions to establish purchase orders for required goods and services.
- Conducts organizational analysis, writes job descriptions within appropriate classifications and performance evaluations, counsels staff on job functions and attendance, and resolves personnel issues.
- Oversees employee performance management, attendance, and workplace safety practices within assigned shops, ensuring staff accountability, adherence to university policies and safety procedures, and the promotion of a safe, productive, and professional work environment.
Organizational Excellence
- Leads with a team-oriented, service-driven approach, emphasizing collaboration, strong technical expertise, and effective communication.
- Promotes a positive work environment and a customer service-focused culture by leading through example.
- Provides direction and supervision through coaching, performance evaluations, and mentoring, addressing personnel matters as needed.
- Builds staff competence and fosters an environment where employees are recognized for their contributions to the success of the facilities team.
- The incumbent will evaluate and improve the department’s organizational structure to align with the FPM Strategy Map, university mission, operational needs, and available resources.
- This includes assessing staffing, roles, and workflow efficiency; leading process improvements; and implementing SAVP-approved structural changes that enhance collaboration and service delivery.
- The incumbent will collaborate with FP&M colleagues, including Planning, Design & Construction, and campus partners, to ensure alignment across units and that standards are incorporated, implemented, and inspected for compliance.
QUALIFICATIONS:
- Bachelor's Degree - Graduate from a four-year college/university or equivalent education and experience
- DL NUMBER - Driver License, Valid and in State
- Minimum of five (5) years of progressively responsible facilities operations and maintenance experience in a complex institutional, commercial, healthcare, higher education, or public-sector environment.
- Minimum of 3–5 years of direct supervisory or management experience overseeing multiple skilled trades operations such as plumbing, maintenance, paint, lock, HVAC, electrical, or related building trades.
- Experience managing preventive and predictive maintenance programs for building infrastructure and utility systems.
- Experience coordinating multi-trade maintenance, deferred maintenance, and infrastructure improvement projects.
- Experience in coordinating major maintenance projects, system shutdowns, repairs, and capital improvement initiatives.
- Experience managing operational budgets, cost tracking, and financial reporting.
- Experience collaborating with contractors, consultants, project managers, and cross-functional stakeholders in an active operational environment.
- Experience interpreting and applying building codes, OSHA requirements, safety standards, and regulatory compliance requirements.
- Demonstrated experience developing scopes of work, technical specifications, RFPs, and evaluating contractor/vendor performance.
- Working knowledge of building systems, infrastructure maintenance, preventive maintenance programs, and applicable building codes, safety regulations, and compliance requirements
- Possess a thorough knowledge of the maintenance and construction trades including but not limited to: carpentry, hardware, painting, plumbing, as well as experience managing multi-disciplinary trades teams (plumbing, maintenance, paint, and lock).
- Strong technical expertise in managing system reliability, project management, compliance with safety regulations, and operational efficiency.
- Experience using computerized maintenance management systems (CMMS), preferably TMA or similar systems.
- Demonstrated knowledge of budgeting, procurement processes, contract administration, and vendor management.
- Knowledge of supervisory principles, employee performance management, and workplace safety practices. Strong leadership, organizational, and interpersonal skills are essential for team management and resolving personnel concerns. Demonstrated excellence in communication, relationship-building, and customer service, with a proven track record of effectively overseeing a service-oriented team.
- Demonstrate the ability to act independently, show discernment, use judiciousness in all matters, provide management with clear feedback, and make independent decisions as appropriate.
- Thorough knowledge in Microsoft Office Outlook, Microsoft Word, Excel, Microsoft PowerPoint, etc.
PREFERRED QUALIFICATIONS:
- Certified Facility Manager (CFM), APPA certification, PMP, or trade-related certifications.
- Experience in a university or large campus environment.
- Experience with utility operations and infrastructure renewal planning.
- Supervisory experience within collective bargaining and represented staff environment.
- Certified Education Facilities Professional (CEFP) certification through the Association of Physical Plant Administrators
Out of State Work
The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU’s mission is to prepare educated, responsible individuals to contribute to California’s schools, economy, culture, and future. As an agency of the State of California, the CSU’s business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information, go to the California State University Out-of-State Employment Policy.
Background Check
Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate’s conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to the California State University Background Check Policy.
Education Code 89521 Requirements
Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.
CSU Classification Salary Range
This position is part of the Management Personnel Plan (MPP) Unit 80. The CSU Classification Standards for this position are located on the CSU Classification Standards website.The CSU Salary Schedule is located on the CSU Salary Schedule website. The classification salary range for this position according to the respective skill level is: minimum $4,135 and maximum $12,288 per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.
Employment Eligibility Verification
Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. For more information, go the I-9 Acceptable Documents website.
University Driving Requirement
Positions that require driving for university business by using a personal or state vehicle must comply with the Authorized University Driver Policy. Driving records are monitored and evaluated by the Risk Management Department. The Risk Management Department evaluates a good driving report based on the following criteria. The driver must: 1. Have a valid California or other State Driver’s license. 2. Have no more than 3 motor vehicle violations or been the cause of 3 accidents in a 12-month period (or any combination of 3 thereof) 3. Not have more than 3 DMV Points, if their license is Class C or, 4. Not have more than 5 DMV Points, if their license is Class A, B, or C with endorsements. For more information, go to the Authorized University Driver Policy.
Conflict of Interest
This position is a “designated position” in the California State University’s Conflict of Interest Code. The successful candidate accepting this position is required to file financial interest disclosure forms subject to state regulations. For more information, go to the Conflict of Interest policy.
Outside Employment Disclosure
Executive and Management Plan Personnel employees must disclose all current outside employment at the time of hire as a precondition of hire and at the following times after hire: annually in July, within 30 days of accepting outside employment, and upon their manager’s request. For more information, go to the Outside Employment Disclosure policy.
Child Abuse/Neglect Reporting Act (CANRA)
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. Read more at the California Child Abuse and Neglect Reporting Act policy.
Security & Fire Safety
In compliance with state and federal crime awareness and campus security legislation, including the Jeanne Clery Campus Safety Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), Cal Poly Pomona’s Annual Security Report and Annual Fire Safety Report are available for viewing at Cal Poly Pomona’s Annual Security Report and Cal Poly Pomona’s Annual Fire Safety Report.
Pay Transparency Nondiscrimination
As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. For more information, see the Pay Transparency Nondiscrimination Provision poster.
Reasonable Accommodation
We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at [email protected]. For more information, go to Employment Notices.
Equal Employment Opportunity
Consistent with California law and federal civil rights laws, Cal Poly Pomona provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Pomona complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.
As a federal contractor, Cal Poly Pomona complies with the Vietnam Era Veterans’ Readjustment Assistance Act (VEVRAA) and requests priority referral of protected veterans for our job openings.
Other Notices
For other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices web page.
