Building Facilities Manager

Building Facilities Manager

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Building Facilities Manager

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Job Summary

Department Summary:

Student Life Facilities partners with Housing, Dining, University Unions, Recreational Sports, and other units within Student Life to provide exceptional residential, recreational, and learning experiences for students at the University of Michigan. Approximately 320 employees are working in Student Life Facilities. The Student Life building and infrastructure portfolio consists of 3 university unions, 10 residential dining halls, 19 retail locations, 21 residence halls for approximately 9500 undergraduates, and apartments for approximately 1500 graduate students and their families. Student Life Facilities is composed of four Directors who have distinct roles with Daily Operations, Capital Projects, and Trades & System Management. The Goal of Student Life Facilities is for 'all infrastructure to always work as intended.'

Position Summary:

The Building Facilities Manager (BFM) supervises and coordinates a staff of direct reports who provide for the general cleanliness and maintenance of a residential building or complex. The position may require some evening and weekend hours. BFMs have budgetary oversight and responsibility for facilities-related functions, including a labor line item. This total amount depends on the size of the building. The focus is on total building management and BFMs are expected to collaborate with a wide variety of department and university partners, including Residence Education, Living Learning Communities, the Housing Information Office, Housing Information Technology, Housing Security, Conference Management Services, Michigan Dining, Occupational Safety and Environmental Health, Student Life Capital Projects, Trades and Systems Management, University Unions, North Campus Operations and Logistics and the Facilities and Operations Physical Plant. The ability to use current and emerging technology related to facilities management is a key to success. The BFM and his or her team support a living learning environment that sustains student success. Student Life Facilities leadership and staff are expected to demonstrate positive and courteous relationships with parents, guardians, and residents.

Responsibilities*

• Management//Supervision 60%
• Supervise custodial and maintenance staff, which includes hiring, training, staff orientation, providing feedback as appropriate, evaluation, and corrective action when necessary, using university and department standards.
• Work with employees to resolve employee issues and grievances.
• Active supervision requires mobility through the facilities and the skills associated with documenting and explaining building needs to staff, Area Maintenance Coordinators, Directors at all levels, Systems and Trades Management, and SLCP (Student Life Capital Projects).
• Maintain buildings structurally as well as mechanical components, electrical, painting, grounds, moving and storage, cleaning, and the waste stream removal process, and supporting external staff and contractors throughout the Housing department and within specific building(s) of responsibility.
• Assist with project planning and setting priorities for operational projects related to facilities.
• Lead, evaluate, and approve requests for supplies, services, and equipment.
• Maintain building access control systems, ensure compliance with state and federal code regulations, and ensure the safety of residents.

Administration 20%

• Administer building and department operations in a competent and professional manner. This includes payroll, budget development and management, facility project development, procurement, coordination of tasks and projects with other departmental staff, stakeholders, and with service providers within and outside of the university, with little oversight much of the time.
• Professional and timely communication is expected.
• Interview and recommend the employment of applicants; bargained for and professional. Draft proposals/ reports regarding inspection reports and building safety compliance.
• Serve as a liaison to HR and payroll regarding scheduling and job change, or new hires, and necessary forms and document processing.
• Use automated systems to initiate work orders, manage work orders, purchase inventory supplies, and initiate the purchase order process.
• Coordinate unit budget development process; identify, investigate, and propose solutions for budget expectations and overages.
• Direct expenditure of funds and adjust operational activities within budget limitations.
• Evaluate and recommend capital improvement projects and programs with our University partners.

Quality Assurance 15%

• Serves as the building point person for Student Life Facilities in matters related to delivering and maintaining high levels of quality service to the residents and stakeholders. This includes the following department and university standards: custodial, maintenance, grounds, pest management, Life Safety & security, inventory, and material management.
• Perform inspections and compliance reports.
• Respond to parent and student concerns.

Collateral Assignments/Delegated areas 5%

• Perform collateral assignments and take on delegated areas based on the department's needs. These tasks may include work groups, committees, and stand-alone assignments that support the department's mission. Examples are selection and hiring committees, standards review groups, policy development, and training initiatives. Department liaison while participating in cross-functional committees and work groups. Respond verbally and/or in writing to inquiries from residents, parents/guardians, faculty, interdepartmental professionals, administrative staff, and other members of the university community. This is not a complete or exhaustive list of such activities.

Required Qualifications*

• Bachelor's degree or an equivalent combination of education and experience.
• Considerable knowledge of methods, materials, and equipment used in maintenance and environmental/custodial services operations.
• Minimum of two years of direct supervisory experience.
• Experience in customer relations, including strong written and verbal communication skills.
• Two years of experience in fiscal coordination and business control.
• Experience with computerized work order, timekeeping, and purchasing systems.
• Knowledge of computer applications such as word processing, MS Office, Google and Excel spreadsheets, Google e-mail, internet, and database management.

Desired Qualifications*

• Bachelor's degree.
• Experience supervising both the maintenance and custodial functions, preferably in a campus, school, or health care setting.
• Evidence of proficiency in maintenance through certifications (such as the University's BOMI or CBM course, construction maintenance, etc.)
• Five years of direct supervision experience in the facilities field.
• Knowledge of the 1583 AFSCME labor contract.
• Supervision of bargained-for staff.

Modes of Work

Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes.

Additional Information

Position

Responsibilities

Criteria (leadership and behavioral qualities expected in this position):

• History and evidence of successfully hiring, training, developing, and supervising others, especially custodial and maintenance staff.
• Working knowledge of creating work schedules or work zones and experience using best practices.
• The ability to manage and support a diverse staff and clientele.
• Evidence of problem-solving and managing change.
• Knowledge of relevant local, state, and federal building codes and regulations.

Financial/Budgetary Responsibility:

• The Building Facilities Manager's key financial responsibilities include the procurement of cleaning supplies and equipment, and controlling labor costs through oversight of staff working overtime. The Building Facilities Manager also manages external contractors for maintenance tasks, ensuring compliance with budget and quality standards through university contract negotiation and work performance evaluation. The role oversees a budget of up to $900K for custodial and mechanic compensation, as well as managing non-payroll expenses up to $550K. These amounts are subject to yearly adjustment based on the determination of the building's operational budget and other financial considerations.

Working Conditions:

• This position entails working conditions generally assoc