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Job Summary The Physics, Mathematics, and Astronomy (PMA) Division is the largest of the six academic Divisions at Caltech, with both theoretical and experimental research requirements across all three Departments. The PMA Facilities Lead will report to the Division Operations Officer (DOO) and will primarily oversee all technical facilities related needs within the Division. PMA has lab and office presences across multiple buildings varying in size and age, each bringing unique opportunities, and challenges. This role will be actively engaged with those facilities on campus.
Working closely with the DOO and faculty, this role will focus on ensuring effective coordination and communication of the maintenance and operations of all technical facilities within the Division. This will include faculty laboratories, the PMA high-bay facility, and the machine shop. Secondarily, the PMA Facilities Lead will become intimately knowledgeable about all PMA facilities and will be the Division point of contact for key facilities related needs.
Job Duties - Under minimal supervision, works closely with each faculty research group to understand individual facilities needs to support research efforts and works closely with Division office personnel and the campus Facilities organization to ensure those needs are met - Will actively participate in the planning and execution of new experimental lab construction projects as well as existing experimental lab renovations - Applies broad knowledge of facilities project management and facilitates ongoing project activities (i.e. coordinating with research group, facilities organization and Division office) for complex facilities projects - Researches information on project/program to determine scope and feasibility within available resources; validates project specifications as provided by customers within the Division - Advises customers within the Division on approaches to project/program development (i.e. budget estimation, design and construction documentation, space allocation, regulatory constraints, contractor/consultant selection, etc.); facilitates internal/external collaboration in planning and executing tasks - Serves as primary liaison with Physical Plant, Security and Safety departments on all matters of maintenance and repair - Takes the lead to provide context, procedures, communication and resource information needed to effectively manage existing facilities - Oversees maintenance of facilities and infrastructure projects in the Division - Provides continual monitoring of building status for maintenance and repair issues needing attention, (e.g. damage from accidental fires, flooding or malfunctioning equipment, security problems, etc). Identifies and contacts occupants and Caltech departments (Physical Plant, Security, Safety, etc.) for corrective action, and works with them to ensure action is successfully completed - Coordinates regular laboratory safety inspections with Environmental Health and Safety personnel; communicates findings to lab personnel and if corrective action is needed, follows up to ensure that appropriate corrective actions have taken place - Identifies and maintains a list of vendors, procedures, and guidelines to effectively handle routine building needs, emergencies, and health and safety concerns - Gathers information and cost estimates to serve as a framework for identifying and prioritizing facilities projects - Coordinates the efforts to recycle, reuse, and maintain facilities, equipment, and furniture on a Division-wide basis - Works with the Division Operations Officer and faculty to identify obsolete equipment and arrange for proper disposal - Assists the Division Operations Officer with other duties and special projects as needed - Coordinates with Division Office personnel on all non-technical facilities needs for the Division - Member of Division Control Center to assist DOO with coordination of emergency response in PMA facilities
Basic Qualifications - Bachelor's degree in Business Administration, Architecture or equivalent experience - 5+ years' experience in facilities project management and/or functions in an academic business operation - A demonstrated ability to effectively coordinate and/or oversee facilities initiatives and building maintenance activities - Must have effective written and verbal communication skills - Strong organizational skills and initiative to prioritize and complete assignments in accordance with assigned schedules - Ability to interpret and apply knowledge of Division, Institute, and funding agency policies and procedures to resolve issues and/or problems - Ability to identify opportunities and implement improved productivity and use of resources; takes initiative to improve work processes - Ability to interact professionally with various levels of Institute management and/or faculty, as well as outside contacts and collaborators - Team player with a positive, willing attitude
Preferred Qualifications - May be licensed Architect or registered Engineer in California - Caltech facilities knowledge and experience - FEMA emergency response training