Assistant Director, Housing Custodial and Facilities Operations
Job Number: 90280
ABOUT STANFORD UNIVERSITY AND RESIDENTIAL & DINING ENTERPRISES:
Stanford University, located between San Francisco and San Jose in the heart of California's Silicon Valley, is one of the world's leading teaching and research universities. Since its opening in 1891, Stanford has been dedicated to finding solutions to big challenges and to preparing students for leadership in a complex world.
Residential & Dining Enterprises (R&DE), the largest auxiliary organization at Stanford University, supports the academic mission of the University by providing high-quality services to students and other members of the university community. The department has an annual operating budget of over $350M, operates 24/7/365, and oversees a $3B asset portfolio comprising a 7 million sq. ft. physical plant across the campus. In autumn quarter of the 2021-22 academic year, R&DE will return to providing housing for over 13,000 students and dependents, serving meals at 17 dining halls, 12 retail locations, and operating athletic concessions and conference operations. Additionally, R&DE comprises 900 FTE staff in the following divisions: Student Housing Operations, Stanford Dining, Stanford Hospitality & Auxiliaries, Stanford Conferences, Maintenance Operations and Capital Projects, and a team of R&DE strategic business partners: Finance & Administration, Information Technology, Human Resources, and Strategic Communications.
Students (Customers) First is the mantra of R&DE and our strategic goals reflect our commitment to delivering quality and excellence to our constituents every day. In R&DE, Excellence is defined by aligning our strategic goals and performance with our vision.
Stanford and R&DE are committed to creating and sustaining a diverse environment. R&DE's dedication to promoting diversity, multiculturalism, and inclusion is reflected in our work of providing service excellence to our students. Diversity is more than a commitmentit is foundational to what we do. We are fully focused on equality and believe deeply in diversity of race, gender, sexual orientation, religion, ethnicity, national origin and all the other characteristics that make us different.
Oversee and manage assigned staff, including other supervisors/managers, engaged in facilities management or building/equipment maintenance. Participate in department/unit strategic management.
The Assistant Director of Housing Custodial and Facilities Operations directly supervises two non-exempt level Housing Facilities Supervisors who are responsible for the day-to-day supervision of the bargaining unit CPP team and building bargaining unit custodial staff and the on-going facility management of the residential buildings in their assigned areas. The Assistant Director is accountable for the coordination of administrative and operations-related functions for their area's facilities and leading or participating in a variety of program initiatives. The Assistant Director serves as the local R&DE Student Housing Operations management contact for campus colleagues, including Residential Education and Graduate Life. The Assistant Director also serves as the primary customer representative for building-related projects in and around area of responsibility, as well as the CCP team and QA program. The Assistant Director and other R&DE managers are part of the R&DE emergency response program which includes serving as the primary on-call manager (about two weeks per year) with other R&DE Managers and Assistant Directors.
Oversee the daily operation and management of assigned facilities and programs, including scheduling, and assigning work to staff and coordinating with staff, subcontractors, and/or vendors; coaching lower-level managerial staff; overseeing staffing and performance evaluation of assigned staff; contributing to department or division staffing needs forecast.
Clarify and resolve problems spanning multiple areas or technical fields and/or oversee or develop programs within assigned facilities.
Manage and/or develop budget for area of responsibility, including staffing, maintenance, contracts, etc.
Manage ongoing service contracts as applicable.
Participate in department/unit strategic management, including making recommendations involving short-term planning for facility-type projects and for longer-range programs/projects; providing input into long-range financial, budgeting, and programmatic planning and development; providing input into the development of policies and procedures; interpret and manage policies and procedures for assigned area.
Oversee and/or monitor project activities; ensure integration with larger unit goals; coordinate with staff, subcontractors, and/or vendors.
Directly supervise two Housing Facilities Supervisors (HFS), supervise, and indirectly supervise a diverse group of bargaining unit custodial staff, student staff, and temporary workers. Manage an area of housing for residential students and/or summer conferences with approximately 300 to 1500 bed spaces and live-in faculty/staff members, residing within a variety of building styles.
Manage staff in the day-to-day operations for functional area(s) of responsibility. Responsible for hiring and retaining staff, career coaching, talent management, personal development for direct reports and accountable for the performance of employees. Ensure work completion within schedule and constraints.
Lead direct and indirect reports authentically, modeling R&DE's Core Values. Exert influence within R&DE Student Housing Operations, strategic business workgroups, external entities, and senior leadership, in the quest of achieving R&DE's vision. Leadership in this role requires a demonstration in proficiencies in effective communication; creative-thinking; ability to motivate; openness to consider varying perspectives; ability to genuinely solicit different points-of-view; ability to manage-up; ability to see the big picture and conversely understand the importance of the details; ability to empower others; ability to be empathetic and effectively demonstrate the array of appropriate soft skills.
Support the Housing Operations Internship (HOI) program which provides a structured community support system of live-in student staff members who assist with and are stewards of individual and communal initiatives. Be responsible for planning, developing, and implementing residential and operational programs, projects, and initiatives.
Work independently or in collaboration with human resource managers, in guiding supervisors in the interpretation and implementation of human resource policies, procedures and programs.
Custodial Operations and Facility Management
Develop and deliver effective communication to diverse audiences. This may include dialogue with key stakeholder groups as well as strategic written messaging.
Manage the Custodial Cleaning Project team includes development of implementation of calendaring/request for projects from Graduate and Undergraduate facilities management team members; identifying and writing proposal for equipment needed for the team; identifying potential vendor services savings with CCP team deployment.
Manage the Student Housing Operations custodial equipment and supply inventories and audit program. Includes developing and implanting tracking and auditing process for custodial equipment and developing recommendations for new equipment purchases and renewals.
Maintain final and current versions of all custodial documentation, including master plan, quality assurance program, green cleaning program, equipment list, supply list, etc.
Manage the Custodial Quality Assurance (QA) process. Ensure that document key performance indicators (KPIs) for custodial cleaning standards and service levels are being met; perform regular audits of scheduled buildings; analyze and synthesize data generated from QA initiatives and provide detail reports on the outcome of custodial model.
Manage project budgets and schedules for maintenance, building renewal, energy retrofit and water conservation projects, including selection of in-house shops and/or outside contractors and consultants; participate in the design, construction, plan review, commissioning, occupancy, and warranty of remodeled residential units and/or buildings; provide special maintenance services in support of student resident expectations.
Serve as R&DE Student Housing Operations liaison to Project Engineers and Project Managers
Evaluate business plans and processes for operational and/or financial effectiveness and devise and implement change processes through innovation. Analyze and resolve complex issues and provide alternative solutions, as necessary. Lead process improvements for immediate unit or program. Influence leadership on specific recommendations for current operations and future development.
Manage special initiatives that will instigate a global impact to the department and division.
Focus on assigned strategic objectives: Communications, Custodial Training, Conferences, Bargaining Unit Summit representative, or other projects as assigned
Act as liaison with Resident Fellows, Graduate Life Deans, Associate Deans, Community Coordinators, Community Associates, and Resident Assistants
Analyze needs and make recommendations to leadership for changes in staffing, facilities, health and safety compliance, finance, technology and/or administrative functions, based on analytics via data reporting.
Interpret, implement, and ensure compliance with university administrative policies and procedures. Recommend new internal policies, guidelines, and procedures.
Exercise financial acumen and responsibility by developing, monitoring, analyzing, forecasting, managing, and reporting on the annual budget.
Represent the department or program's business operations and administrative affairs within the organization/school and/or outside constituencies.
Interact with students to enforce house/community rules as they relate to the facility. Resolve behavioral problems at the local level, while acting as an arbitrator for student damages. Obtain resident input for renewal projects, which impact the residential communities.
Other duties as assigned
Education & Experience:
Bachelor's degree and three years of relevant experience in administrative and financial management, or combination of education and relevant experience.
Bachelor's degree in engineering or other appropriate technical area, or combination of technical education, training, and experience. Two or more years of experience managing facilities operations and maintenance staff in an environment with a variety of building types (administrative offices, classrooms, laboratories, residential & dining facilities, auditoriums, etc.).
Experience in a university environment is desirable; experience in a student housing environment is highly preferred.
Experience working in a custodial operation.
Ability to promote diversity, multiculturalism, and inclusion in the execution of role.
Successfully combine hard (e.g., technical knowledge, critical and analytical thinking, problem solving) and soft skills (e.g., people skills, communication, such as active listening, interpersonal and intrapersonal relationships, teamwork).
Demonstrates effective emotional intelligence, especially in situations with time constraints.
emotional intelligence, political astuteness, ability for independent decision-making, sound judgement, experience in student development, and a proven aptitude for excellent customer service skills
Knowledge, Skills and Abilities
Demonstrated supervisory skills including conflict resolution.
Excellent strategic planning and organizational skills.
Excellent oral and written communication skills.
Demonstrated financial management knowledge.
Effective interpersonal skills.
Proficient in engaging and partnering with internal and external university workgroups and leveraging those associations to benefit the organization.
Preferred Knowledge, Skills and Abilities:
Knowledge of environmental and safety rules, regulations, and policies.
Ability to conduct job site inspections to ensure compliance.
Demonstrated ability to work and communicate effectively with others.
Demonstrated experience managing service contracts.
Demonstrated experience developing and managing budgets.
Demonstrated experience planning, developing, and implementing programs.
Ability to interpret planning specifications, documents, working drawings, and related reports.
Solid analytical and problem-solving skills.
Strong expertise in business and management computer applications and databases.
Proficiency in industry standards and/or regulatory requirements.
Subject matter expertise for area(s) of responsibility.
Certifications and Licenses:
Valid California Non-commercial Driver's License.
Frequently sitting, perform desk-based computer tasks, lift/carry/push/pull objects that weigh up to 10 pounds.
Occasionally stand/walk, twist/bend/stoop/squat, grasp lightly/fine manipulation, use a telephone, lift/carry/push/pull objects that weigh up to 11-20 pounds.
Rarely kneel/crawl, climb (ladders, scaffolds, or other), reach/work above shoulders, grasp forcefully, writing by hand, sort/file paperwork or parts, lift/carry/push/pull objects that weigh >40 pounds.
Constantly perform desk-based computer tasks.
Occasionally stand/walk, reach/work above shoulders, use a telephone, writing by hand, lift/carry/push/pull objects that weigh up to 10 pounds.
Rarely twist/bend/stoop/squat, sort/file paperwork or parts, lift/carry/push/pull objects that weigh 11-20 pounds.
* - Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of the job.
Requires 24-hour response availability seven days per week for emergency situations.
May be exposed to noise > 80dB TWA.
May working at heights 4 - 10 ft.
Interpersonal Skills: Demonstrates the ability to work well with Stanford's colleagues and clients and with external organizations.
Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide, http://adminguide.stanford.edu.
The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.
Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.
Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.
Location: Residential & Dining Enterprises, Stanford, California, United States Schedule: Classification Level:
Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.
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Located between San Francisco and San Jose in the heart of Silicon Valley, Stanford University is recognized as one of the world's leading research and teaching institutions. Leland and Jane Stanford founded the University to "promote the public welfare by exercising an influence on behalf of humanity and civilization." Stanford opened its doors in 1891, and more than a century later, it remains dedicated to finding solutions to the great challenges of the day and to preparing students for leadership in a complex world. The University's thriving diverse community is comprised of nearly 7000 undergraduate students, 12000 graduate students, 2000 faculty members, 1900 postdoctoral scholars, and over 11,000 academic and administrative staff in seven schools including several interdisciplinary research centers and institutes. The campus spreads over 8000 contiguous acres and nearly all undergraduates live on campus. Stanford offers bachelor's and master's degrees in addition to doctoral degrees (PhD, MD, DMA and JD) plus a number of professional and continuing education programs and certifications. More at http://facts.stanford.edu and http://www.stanford.edu. Stanford is an equal empl...oyment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law. Stanford also welcomes applications from others who would bring additional dimensions to the University’s research, teaching and clinical missions.