Senior Facilities Coordinator, Student Housing & Residential Life
Classification: Administrative Analyst Department Name: Residential Life Job Number: FP2019-663 Status: Priority Screening Deadline: October 28, 2019Open until filled Priority Screening Date: 10/28/2019 Recruitment Status:
The University Corporation (Corporation) at CSUMB is an equal opportunity employer and committed to building a pluralistic university by hiring personnel with competencies and experience related to the regional and State population. The Corporation is committed to a standard of excellence in the services it provides and in the quality of work expected of its employees. Every employee has an at-will relationship with the Corporation. This means that employment with the Corporation is at the mutual consent of the employer and the employee and is subject to termination by either party at will, with or without cause or advance notice.
DEFINITION: The Senior Facilities Coordinator reports to the Associate Director Facilities & Planning. The Senior Facilities Coordinator primary role to serve as a liaison between CSUMB facilities-related departments, Student Housing & Residential Life (SHRL) staff, housing residents and applicants, the University Corporation at Monterey Bay (Corporation), and Alliance Residential Company (Alliance). The person in this position is to foster effective communication among all parties involved in, and affected by maintenance and emergency repair issues, preventative maintenance planning, occupancy and use of the facilities, and any construction. Since CSUMB is a residential campus, which houses up to 3800 students, the development of community is central to the work of this position.
ESSENTIALDUTIESANDRESPONSIBILITIES include, but are not limited to, the following:
Serve as liaison between SHRL staff, housing residents and applicants, CSUMB Facilities departments, Corporation, and Alliance to address facility needs, issues and concerns.
Serve as department liaison with other offices that provide direct services related to facilities such as University Police Department, Lock Shop, Business and Finance, IT, Student Disability Resources (SDR), Corporation, etc.
Oversee submission and follow-up on completion of work orders, including oversight of the overall customer service experience for students and staff reporting facilities concerns. Provide timely and accurate facilitates related communication to building occupants and affected campus entities.
Ensure systemwide preventative maintenance is scheduled and completed in residential areas.
Work closely with CSUMB Facilities departments to assess building conditions.
Develop comprehensive inventory management system for residential areas.
Perform regular inspections of facilities and coordinate maintenance efforts with campus entities. Coordinate access control and security efforts.
Create and implement a replacement schedule for furniture, fixtures and equipment (FF&E), including appliances where applicable. Assist in equipment inspections.
In conjunction with the Associate Director, work with CSUMB departments, Corporation, and contractors to develop small projects, including scheduling, budgeting and implementation and completion to SHRL satisfaction.
Hire, train and supervise student facilities coordinators.
Identify issues of area or departmental concern related to facilities and equipment, and takes initiative to resolve or report them and assist in the identification of potential solutions.
Liaison with residents to initiate and compile survey data, provide project overview and insight, solicit feedback on purchases, color selection, functionality, and space utilization within residential communities.
Research and recommend new furniture, fixtures, and equipment items for residential facilities.
Assist staff to develop comprehensive assignment and marketing plans and communications to enable students to live in residential areas, including when impacted by repair/construction/renovation projects.
Assist in the development of operational guidelines for residential, instructional, recreational, and administrative spaces.
Assist in the coordination of issues relating to pest control management and education, including bedbug identification and treatments.
Administer bi-annual evacuation drills within housing, and complete evacuation drill report.
Assist with any inspections of residential facilities for compliance with license and SHRL standards.
Meet regularly with Associate Director, Facilities & Planning.
Assist in the preparation of SHRL Budget and facility improvement budget.
Assist in the development of SHRL goals, objectives and strategic planning for facilities and SHRL operations.
Work closely with Associate Director, Facilities & Planning to review petitions and requests for facility modification needs.
Assist in facilities and operational needs related to summer and winter break housing, move in and move out.
Complete or participate in special projects that may be outside normal area of assignment, as directed.
Assist in the key management processes, including distribution, monitoring, and supporting the campus lock shop in address issues related to door or keys.
Utilize StarRez, TMA and other software as designated to support and track work order, facility use, and facility conditions information.
Teaching and Training:
Assist and recommend various training workshops to educate SHRL staff in the areas of facilities upkeep and maintenance.
Provide regular training sessions for Resident Advisors on preventative maintenance awareness, sustainability measures, observing and documenting facilities concerns, submitting Work Orders, and follow-up on maintenance issues.
Facilitate educational and developmental programs and activities for campus residents and staff members.
Support and monitor safety training modules with human resources, including ergonomics, handling potentially hazardous materials, and addressing facilities emergencies.
Utilize and train selected SHRL staff on Smart Inspect software, or as otherwise designated, pertaining to custodial quality management.
Assist in educational processes regarding KeyTrak inventory system.
Participate in recruitment, selection, and training of staff members throughout SHRL (assisting as needed with Alliance Residential Company). This includes full time permanent staff, part time temporary staff, as well as student employees.
Promotes and maintains an atmosphere of excellent internal and external customer service within the department.
Assist in the development and implementation of departmental assessment activities. This includes efforts to understand the characteristics of our students, resident satisfaction with facilities and programs, student preferences and needs, and levels of student involvement with specific activities and facilities
Assist SHRL staff members (individuals and team) to develop and build skills necessary to accomplish goals and priorities of the department.
Assist in evaluating performance of staff informally and formally.
Assist with special projects as directed by supervisor.
PHYSICALWORKENVIRONMENT: Position is required to work at a computer/video display terminal and desk for some periods of time but also to frequently travel between buildings and campus, often by walking. Will require travel between main campus and east campus locations. Must have own transportation, valid driver's license, and auto insurance. This position also requires sitting, standing, bending, pushing, pulling, talking and using manual dexterity, eye-hand coordination. Ability to lift 20-30lbs.
Knowledge, Skills and Abilities: This person must have the ability to relate well to students as well as parents, colleagues, staff and faculty. Ability to perform work involving independent judgment, complex computer software, data tracking and comparison, and a wide variety of complex procedural and policy applications. Ability to learn the operations, process and procedure of the CSUMB Facilities Services and Operations Department, SHRL and Corporation. Knowledge of computerized maintenance management systems software or comparable facilities management information system and work tracking system software. This person must possess the ability to interpret and apply rules and regulations in a practical and fair manner. Ability to advise staff and students; establishing and maintaining cooperative, working relationships. Ability to reason logically, collect and analyze data, and make written or verbal presentations based on the data evaluated. Working knowledge of budget policies and procedures. Must have the ability to sensibly manage emergencies and respond diplomatically and effectively to complaints. Ability to use negotiation and persuasion skills to achieve results and expedite projects. Exceptional ability to communicate verbally and in writing in a professional, persuasive and tactful manner. Ability to relate effectively with a diverse customer population. Ability to work in a busy environment under pressure and manage a variety of customer responses.
Minimum Qualifications: Education and Experience: Equivalent to (2) years of general office clerical work experience under supervision which has involved supporting, monitoring, coordinating clerical work through a system of internal procedures and internal controls to ensure the efficient operation of an organization and demonstrated knowledge and abilities. Bachelors Degree in related field or equivalent preferred. Prospective applicants who have not had the experience listed may substitute other evidence of meeting the above qualifications for up to two years of the required experience.
Specialized Skills: Fluency in using various standard office software packages such as Microsoft Word and Excel, and maintenance tracking system. Demonstrated technical literacy with electronic mail, data entry, electronic scheduling, and internet communication software. Ability to work in an occasional high-pressured environment. Ability to operate a wide variety of office equipment and troubleshoot problems. Ability to complete and pass training in Defensive Driving. Must continue to meet the established driving standards as a condition of employment. Demonstrated ability to address the essential functions associated with this position including the knowledge and abilities identified above.
Preferred Qualifications: Experience in facilities services and planning with facilities services. Working knowledge of the practice, procedures, management, and activities of a student housing and residential life program, with specific experience in facilities coordination and management is highly preferred. Working experience with TMA work order system, StarRez student housing system, spreadsheets in Excel, Access are also highly preferred. Knowledge of multi-unit housing maintenance management, facilities/landscaping management and planning, waste management, residential sustainability options, emergency response planning, and experience working in an educational environment. Demonstrated understanding of and commitment to the CSUMB Vision Statement and the core values of mutual respect, collaboration and service orientation, multiculturalism and diversity, community service and institutional excellence. Experience working with a diverse and multicultural population and performing community services; demonstrated technical literacy.
Special Conditions of Employment: Fluency in using various standard office software packages such as Microsoft Word and Excel, and maintenance tracking system. Demonstrated technical literacy with electronic mail, data entry, electronic scheduling, and internet communication software. Ability to work in an occasional high-pressured environment. Ability to operate a wide variety of office equipment and troubleshoot problems. Ability to complete and pass training in Defensive Driving. Must continue to meet the established driving standards as a condition of employment. Demonstrated ability to address the essential functions associated with this position including the knowledge and abilities identified above.
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. NOTE: A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the University Corporation. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current University Corporation employees who apply for the position.
Compensation and Benefits: The hourly range for this position is $23.00 $25.00. This is a non-exempt position and as such is eligible for the overtime provision of the Fair Labor Standards Act. Benefits include medical, dental, vision and life insurance benefits, contributory retirement plan, TSA (403b), 13 paid holidays per year and other benefits. University Corporation positions are at-will employment.
Please note: University Corporation employment is separate and distinct from CSU Monterey Bay or State of California employment. University Corporation employees are not employees of either CSUMB or of the state of California.
The University Corporation at Monterey Bay also provides access to affordable campus housing, Employee Housing: https://csumb.edu/up/employee-housing
A completed online application and resume must be received by the University Corporation Human Resources by 5:00 p.m. on the priority screen date listed above to be guaranteed a review. Application submissions received after the application screening date will be reviewed at the discretion of the Corporation.
Materials submitted become the property of University Corporation at Monterey Bay and will not be returned. University Corporation at Monterey Bay will not fax application materials. For assistance or if you require an accommodation, please call (831) 582-3389, or TTD (800) 735 2929. For computer/online access you may visit the Tanimura & Antle Family Memorial Library (map) or our Student Service Center first floor ( map). For additional campus information visit CSUMB.edu. For information regarding the University Corporation visit CSUMB.edu/corporation.
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California State University Monterey Bay (CSUMB), is a comprehensive public university committed to serving the diverse people of California, especially the working class, historically under-served, and low income populations. The university values an educational environment of cultural and linguistic diversity and gender equity; ethical reflection and practice; effective and experimental use of technologies as resources to people and catalysts for learning; and the integration of cross-disciplinary models enabling students, faculty and staff to engage in innovative instruction and coordinated service learning. The curriculum is organized around student learning outcomes. It is global in perspective, and of sufficient breadth and depth to meet local, regional, and statewide needs, specifically those of both isolated rural communities and inner-city populations. The identity of the University is framed by substantive commitment to a multilingual, multicultural, intellectual community which enables students, faculty and staff to cross institutional boundaries for innovative instruction, broadly defined scholarly and creative activity, and coordinated community service. The campus is ...located on Monterey Bay, 100 miles south of San Francisco.
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