Assistant Vice President, Facilities Management Services

FOR PRIORITY CONSIDERATION, applications must be received by January 17, 2020; however, the position will remain open until filled.

Position Purpose

Reporting to the Vice President for Business and Administrative Services/CFO (VPCFO), the Assistant Vice President of Facilities Management Services (FMS) is responsible for managing a multi-million-dollar area while creating and maintaining an environment that enables faculty and staff to fulfill the educational mission of California State University, Bakersfield (CSUB). The position is responsible for providing leadership, accountability, oversight, and strategic direction for:

• Planning, organizing, directing and ensuring a best in class administration, operation and maintenance team responsible for the CSUB buildings and surrounding grounds including the main campus located in Bakersfield, California and the CSUB Antelope Valley campus located in Lancaster, California;
• Managing facilities operations, maintenance and repairs including but not limited to, building, mechanical, electrical and plumbing trades; custodial for campus and student housing; grounds and landscaping; recycling; energy and utilities; and fleet and auto services; and
• Providing direct and/or oversight project management for deferred maintenance and minor (less than $700 million) capital projects as required and consistent with California State University Capital Planning, Design, and Construction (CSU CPDC) requirements.

The position is charged with providing strong leadership and management to FMS and maintaining a healthy culture of teamwork, transparency, and accountability consistent with the division of Business and Administrative Services customer service philosophy. The position is responsible for the integrity, integration, and productive use of data and customer feedback in the delivery of services for the campus community and the maintaining of property, plant and equipment consistent with identified best in class maintenance requirements. The position will ensure that FMS work orders are proactive, preventative and responsive as required to ensure that the campus buildings and grounds operate at their optimal state. The position will work collaboratively with the Assistant Vice President for Capital Planning, Design and Construction (responsible for major ($700 million or more) capital projects) to ensure that deferred maintenance and other capital projects are properly managed and accounted for consistent with CSU CPDC requirements. The position serves on the Space Utilization Committee, Master Planning Committee, and other committees as may be assigned. In addition, the position works collaboratively and supporting other campus offices and departments, administration, faculty and staff as appropriate.

Duties and Responsibilities

MAJOR JOB DUTIES:

A. Leadership

Provides leadership for the area of FMS including oversight for the campus space utilization reporting and works collaboratively with the management personnel assigned to Capital Planning, Design and Construction regarding project management. Acts as a change champion and addresses difficult issues. Works to resolve issues at the peer level and takes measures to mitigate future issues. Supports and moves new initiatives forward. Identifies current and future challenges and proposes effective solutions. Understands what issues require a “sense of urgency” and handles accordingly. Ensures confidentiality around sensitive issues. Facilitates an environment that motivates, empowers, and inspires commitment from employees. Assumes good intent with one another and works on the premise of trust. Demonstrates commitment to creating and sustaining a diverse and inclusive workforce. Provides clear direction. Communicates effectively. Creates and implements methods for improving individual and team performance. Builds effective teams committed to organizational goals. Works with a spirit of collaboration, inclusion, respect and collegiality. Takes ownership of issues and demonstrates accountability. Creates an environment in which employees are recognized for their accomplishments and contributions to the success of the team. Builds competence in others through effective coaching, performance management and mentoring. Supports and encourages professional and career development for employees. Fosters a culture of support and success for new hires by utilizing effective onboarding methods. Understand the university’s mission and vision, the division’s customer service philosophy, and how the FMS work activities and goals support such mission, vision and philosophy. Ensures cross-divisional support and participation. Recognizes, understands, and appreciates different roles across the institution. Determines, effectively allocates, and coordinates resources.

B. Management of FMS Administration, Operations and Maintenance

Provides oversight and direct management for facilities administration, operations, and maintenance including deferred maintenance and minor capital projects ensuring compliance with related regulations and appropriate controls on cost, schedule and quality of project. Such duties include but is not limited to:

• Oversees the effective management of the FMS area including providing clear direction for necessary services which include maintenance, repairs, deferred maintenance and minor capital projects, building services, custodial services, landscaping and fleet services;
• Manages, prioritizes and plans spending within the FMS budget guidelines;
• Supervises, coordinates, assigns, and directs the activities of skilled and semi-skilled crafts, custodial and laborer services, grounds maintenance, fleet maintenance and other related personnel engaged in the FMS operational and maintenance activities;
• Ensures proper maintenance and regulatory compliance of the fire life safety and panic systems as well as mechanical, plumbing and electrical utilities;
• Works with various consultants and departments to ensure all mandated requirements are met;
• Reviews engineering and architectural projects to ensure compliance with FMS guidelines;
• Ensures that all FMS personnel have all associated OSHA training, professional licensures, and certificates updated as required;
• Develops preventative maintenance data metrics, budget development and ongoing financial planning to ensure that FMS priorities are met;
• Directs changes and improvements in work methods and develop performance standards for FMS employees;
• Collaborates with administrators to strategize on campus disruptions during repair and construction projects;
• Completes the backlog of deferred maintenance work for the campus on appropriate timelines;
• Reviews schematics, construction drawings, and schedules for deferred maintenance and minor capital projects including conferring scope of project with end users, architects, consultants and contractors;
• Provides cost estimates for repair, replacement and alteration projects;
• Works directly and effectively with students, faculty, and staff to ensure the delivery of best in class service;
• Recognizes the importance of collective strength knowledge, and information in building an effective strategic alliance internally and externally on campus;
• Participates in professional organizations and maintains an understanding of current ideas, research and practices pertaining to the FMS area;
• Fosters an organizational culture that rewards cooperation, communication and skill sharing;
• Works with customer service and workflow coordinators including the evaluation of specific performance indicators, both financial and operational, and facilitates changes to rectify problems and ensure the delivery of best in class services to the campus;
• Designs and prepares productivity reports including conducting focus group meetings with management and staff for the purpose of discussing new policies, reviewing existing methods, and developing more efficient procedures;
• Provides regular feedback to customers and develops regular customer service reports for the FMS team;
• Works in alignment with the CSUB strategic goals and objectives, and the division customer service philosophy to develop, manage, implement and assess the quality initiative within FMS; and
• Provides quality initiative reports in a timely and professional manner and develop and provide indicator data in order to analyze performance, planned targets and monitors progress in accomplishing these targets.

C. Strategic Planning

D. Partnership

As a member of the campus community, ensures a community focused strategy to support the university’s mission. Identifies and anticipates community needs. Builds effective strategic alliances internally and externally. Collaborates with business partners in the achievement of university goals that support the university’s mission. Initiates and develops strong working relationships with the community. Recognizes the importance of collective strength, knowledge, and information. Actively solicits and acts upon feedback. Develops and implements solutions. Successfully negotiates through persuasion. Gains support and commitment from others. Works to find common ground and group consensus. Takes the necessary measures to solicit and influence internal and external support. Demonstrates commitment to diversity.

OTHER JOB DUTIES

• Perform other job-related duties and special projects as assigned.
• Attend training and maintain skill currency as appropriate to safely and effectively complete assignments.

Required Qualifications

EDUCATION AND EXPERIENCE:

• Bachelor’s degree in Engineering/Technical, Management, Business Administration, or related field
• Ten (10) years of progressively responsible professional and administrative experience involving facilities operations, management and construction.
• Eight years (8) of direct experience managing Mechanical, Plumbing, and Electrical work.
• A minimum of four (4) years directly supervising the work of professional staff.

LICENSES, CERTIFICATES, CREDENTIALS:

• Possession of a valid driver’s license or the ability to obtain by date of hire.

SKILLS, KNOWLEDGE, ABILITIES

• Thorough knowledge of the maintenance and construction trades including but not limited to carpentry, hardware, painting, plumbing, electrical, and HVAC.
• Regular and reliable attendance is required.
• Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
• Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.
• Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
• Excellent communication skills; ability to effectively communicate information in a clear and understandable manner, both verbally and in writing.
• Thorough knowledge of English grammar, spelling and punctuation.
• Ability to interpret, communicate and apply policies and procedures.
• Demonstrated ability to maintain a high degree of confidentiality.
• Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
• Excellent computer skills and competence with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.
• Working knowledge of or ability to quickly learn required infrastructure, policies, procedures, State building codes, fire codes and CSU CPDC requirements.

Preferred Qualifications

• Advanced degree in architecture, engineering, construction management, or another related field.
• Thorough knowledge of the methods, practices and procedures of facilities maintenance and construction as they relate to educational or public institutions.
• Demonstrated skills in a Work Order System (TMA, WebTMA, ServiceNow)
• Demonstrated knowledge of applicable CSU CPDC policies and procedures governing major and minor capital projects, accounting, contracts, grants, purchasing, and space.
• Demonstrated financial and/or budgetary experience including planning, preparation and administration complex budgets, forecasting expenditures and potential revenue sources, and conducting financial analyses, accompanied by the proven ability to analyze, interpret and apply accounting and budget principles, practices and techniques, preferably in a higher education environment.

Physical Demands LIGHT WORK – involves mainly sitting, up to 25% standing or walking; lifting medium weight objects limited to 25 pounds. Environmental Factors Is exposed to excessive noise, Is around moving machinery, Drives motorized equipment Special Conditions

• Must be willing to travel and attend training programs off-site for occasional professional development.
• Must be able to work occasional holidays, and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis.

FOR PRIORITY CONSIDERATION, applications must be received by January 17, 2020; however, the position will remain open until filled.

SCREENING: Only those applicants possessing experience most directly related to the immediate needs of the office will be invited to appear before a Qualifications Appraisal Board for the purpose of appraising training, experience and interest in the position.

BACKGROUND CHECK: Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

SENSITIVE POSITION: Sensitive positions are designated by the CSU as requiring heightened scrutiny of individuals holding the position, based on potential for harm to children, concerns for the safety and security of the people, animals, or property, or heightened risk of financial loss to the CSU or individuals in the university community.

MANDATED REPORTER: 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 Revised July 21, 2017 as a condition of employment.

DESIGNATED POSITION: This position is currently on the List of Conflict of Interest Designated Positions for CSU Bakersfield. This requires the filing of a statement of Economic Interest on an annual basis and the completion of training within 6 months of assuming office and every two years thereafter.

General Information

It is the policy of California State University; Bakersfield to hire only United States citizens and aliens lawfully authorized to work in the United States. All new employees will be required to present documentation verifying their right to accept employment. You will also be requested to present a social security card at the time of initial appointment in compliance with state payroll regulations. State regulations require that every state employee sign the Oath of Allegiance prior to commencing the duties of his/her State employment, except legally employed non-citizens. These individuals are required to sign the Declaration of Permission to Work.

EEO Statement

California State University, Bakersfield is committed to Equal Employment Opportunity. Applicants will be considered without regard to gender, race, age, color, religion, national origin, sexual orientation, genetic information, marital status, disability or covered veteran status.