General Description
Reporting to the Director of Facilities, the Assistant Director of Facilities Operations, will provide superior leadership and customer service, and perform a broad range of operational and administrative duties to support the successful management of all Union County College spaces and services. The Assistant Director of Facilities Operations focuses primarily on the delivery of services by the Facilities Department and the management of Custodial Services, Receiving, and overseeing the day-to-day running of Campus Transportation Services.
The Operations function for the Facilities Department includes budget and finance, event management, and short-term and long-term strategic projects. The Assistant Director will empower staff to deliver high-quality services and facilities that promote and enhance student success inside and outside of the classroom. This position will provide leadership and manage the day-to-day operation of the College’s facilities with an emphasis on providing a safe, well maintained and proficiently staffed environment.
Characteristics, Duties, and Responsibilities
· This position must be committed to the mission, vision, and values of Union County College and the Facilities Department and devoted to creating a safe and welcoming place for the entire Union County College Community.
· Maintains an in-depth knowledge of facility operations and services. Provides support to the Director of Facilities through the application of that knowledge.
· Be highly visible in the College community while assisting the Director of Facilities with the day-to-day operations of all facilities.
· Coordinates Facility departmental functions while acting as the on-site liaison between the managers and customers and serving as point person for all complex customer service and administrative issues. Provides administrative support to the Director of Facilities.
· Manages the Receiving department operations and the College Courier systems. Performs staff reviews and efficiencies. Investigates and recommends advancements in delivery technologies.
· Assists with the development, preparation and management of facility operations budget and capital equipment replacement budget. Identifies opportunities for controlling expenses, recommends areas of improvement, and collaborates with the Director of Facilities to implement related strategies while considering the future needs of the College. Completes all necessary documentation in a timely manner.
· Coordinates schedules and special event operations for various college and community functions with the purpose of ensuring required facilities preparation.
· Analyzes and resolves quality and customer service issues; identifies trends; recommends improvements.
· Assists the administrative team’s project deliverables by conducting appropriate follow-ups on behalf of team members and recommending solutions and contingency plans when project plans are stalled or behind schedule.
· Develops and updates the operational manuals for the Facilities Department. Coordinates and/or performs training for staff members as required.
· Serves as departmental lead for event management activities and ensures that events are set up properly and on time. Routinely provides guidance and direction to staff as needed to achieve departmental or customer goals. Collaborates with area Directors/Managers for staff scheduling. Makes necessary staff schedule coverage changes as needed.
· Assists in data analysis for internal evaluation purposes. Participates in collection, monitoring, and analysis of and records various performance metrics. Prepares, reviews, and summarizes reports and documents for areas of focus.
· Assists in identifying new and improved ways to manage current operational processes for the department.
· Coordinates and prepares employee timesheets as necessary. Schedules and manages staff overtime as required.
· Coordinates internal/external move logistics including furniture to provide productive work areas within college standards.
· Accumulates and updates space location information for all college spaces. Maintains the college spatial and occupancy databases.
· Coordinates with and supports the Assistant Director of Engineering, to track projects: creates and disseminates progress reports to relevant stakeholders as needed, highlighting status changes, budget variances, or schedule delays.
· Assists the Assistant Director of Engineering with monitoring the administrative status of internal projects to ensure staff’s compliance with established deadlines and project guidelines.
· Manages and coordinates contract service vendors as necessary in support of the Engineering and Design and Construction Services.
· Manages all departmental software needs. Assists the Facilities Planning Administrator with the execution of the work order system.
· Participates in the interviewing and selection of custodians, mechanics, grounds, receiving and transportation personnel.
· Prepares requests for purchases of materials, supplies and equipment.
· Oversees and supports the maintenance of college vehicles.
· Coordination and scheduling of shuttle drivers and use of college vehicles.
· Planning and execution of all improvement incentives for department.
· Performs other duties as assigned by the Director.
Education Requirements
· Bachelor’s Degree in business or related field required.
Experience
· Experience working in a fast-paced office environment, preferably in a Facilities, Architects or Construction company office.
· Must be able to read, write and speak English. Ability to read, write and speak Spanish is a plus.
Competencies and Skills Required
· This position must have the ability to work as a team member and as a team leader and possess outstanding interpersonal communication and organizational skills.
· Must possess a valid New Jersey Driver’s License.
· Flexibility and ability to respond to multiple situations in a demanding environment.
· High level of literacy in MS Office, specifically MS Word and Excel; experience in additional spreadsheet application, and PowerPoint.
· Confidential, reliable, resourceful, dependable, self-motivated and able to work independently and make effective decisions.
· Knowledge of construction terminology, contract administration and project accounting.
Physical Demands and Work Environment
· This position’s duties are normally performed in a typical interior/residence work environment, based on the activity scheduled.
· Works inside and outside and may be exposed to extreme temperatures.
· Exposed to dirt and disagreeable odors, and possible skin irritations from cleaning chemicals and solutions.
· Some physical effort required; however, the employee must occasionally lift and/or move up to 25 pounds.
· Care is required when working from ladders to prevent injury.
· Some travel required.