Under the direction of the Associate Director of Student Housing (for
either Graduate or Undergraduate Operations), the Housing Building
Manager (HBM) will have primary responsibility for the daily up-keep,
maintenance, general repair, custodial operations, field supervision,
building operational support for the programs housed within his/her
buildings (e.g. specific theme houses, Conferences, etc.), local liaison
to other Residential & Dining Enterprises (R&DE) division
staff, Residential Education (ResEd) or Graduate Life (GLO) staff, and
safety and security of a number of assigned Student Housing (SH)
buildings/facilities.
The HBM plans, organizes, and implements
cleaning, repair, and replacement schedules and identifies, researches,
documents, recommends, and implements necessary changes in operating
materials, equipment, and procedures. This often requires preparation
of written recommendations with supporting analysis, justification, and
graphics. While the HBM must follow certain established procedures,
he/she must make a wide range of independent judgments, especially with
regard to his/her major role in the overall condition of the facilities,
maintenance and repair work, safety and security of the buildings and
assessing and arbitrating student damages.
The HBM interfaces
with internal and external constituents and must possess a demonstrated
ability to work with all educational, administrative and operational
activities of his/her properties. The HBM must establish strong and
positive relationships with Student Housing, R&DE, ResEd/GLO, and
other local staff through excellent communication skills, strong
customer service skills, demonstrating an attitude that promotes
respect, trust, teamwork, and partnership with local area teams and
others. The HBM is the frontline Manager for his/her area of
responsibility; and with this role comes the expectation that he/she is
fully responsible for, and expected to know about, all aspects of the
community that relate to the facilities for which he/she has oversight.
The
HBM is directly responsible for the supervision and leadership,
including the recruiting, hiring, and assigning of custodians and
custodian leads who perform housekeeping and light maintenance duties
(staff size fluctuates throughout the year; e.g., additional custodians
and temporary custodial, inspector, and student staff may be required
during summer conference program and peak operational periods). The HBM
must be able to motivate his/her team and provide strategic direction
and leadership while ensuring the highest quality services and support
for the educational and conference programs are provided to the
community of students and visitors. The HBM serves as the front-line
“building manager” for facilities that he/she has direct oversight and
primary responsibilty, for those buildings he/she may need to act as
“back-up HBM” as well as for all SH facilities as an official
representative of the Housing Operations group. A significant portion of
the HBM position’s success is dependent on the high level of customer
service that is provided to the student residents, Resident Fellows,
conference guests, and associated parents, alumni, and academic areas
that are part of the overall community of the buildings for which the
HBM has responsibility.
ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE THE FOLLOWING:
•
Establish, consistently monitor, and maintain high standards of
cleanliness and appearance of housing facilities, including grounds;
conduct facilities inspections to assess their condition; identify
maintenance and grounds problems; schedule grounds, maintenance, and
repair work and monitor, report, and ensure quality of work.
•
Inspect and assess work that is done to ensure it meets established
standards including the condition of the facility, make informed
evaluations and recommendations for repairs and/or improvements. Perform
inspections of student rooms/apartments at turns, during quarter breaks
(in undergraduate housing).
• Responsibility for the security
of the residence throughout the year, and particularly during times of
low occupancy (e.g. Winter Break and end of quarter turns) is part of
the Housing Supervisor role.
• Inspect facilities for
health/safety and general maintenance problems. Arrange repair or
replacement as necessary to keep the facility in safe condition and in
overall good repair.
• Supervise and coordinate the work of
custodial staff; hire, evaluate, and discharge custodial staff; train
and instruct employees on work policies and procedures (working
collaboratively with the Manager of Housing Health and Safety, the
Manager and Supervisor of Housing Property Administration, and the
Manager of Housing Human Resources); prepare and conduct performance
appraisals according to department policies; plan, organize, and
schedule work, setting daily objectives and priorities to meet
timelines. Maintain close control of staff keys and access cards
ensuring appropriate securing and facilitating key audits.
•
Assess and implement (according to established framework) time and
motion standards related to cleaning tasks; establish and implement
cleaning schedules; participate in identifying, testing, and selecting
cleaning products and equipment; periodically test the effectiveness of
cleaning procedures. Conduct regularly-scheduled audits of custodial
closets and supply rooms.
• Exercise budgetary responsibility
for custodial work, temporary labor employed in facilities, and routine
repair and replacement costs, bringing budgets in on target by fiscal
year's end.
• Serve in building manager capacity with the
authority to delay or stop work if it is not to specifications, meeting
quality standards, or is negatively impacting the residential community.
• Prepare and present building maintenance and housing reports, charts, and graphs.
•
Responsible for monitoring and maintaining adequate supplies (in a
fiscally responsible manner) and direct inventory use and storage of
supplies and equipment for cleaning and maintenance of the housing
facilities.
• Review, interpret, incorporate, and administer University and department policies and goals into functional daily operation.
•
Provide highest quality customer service to residents, co-workers, and
others who contact Housing Operations for assistance. Understand,
promulgate, and successfully explain University housing policies; carry
out responsibilities in a manner that contributes to customer
satisfaction and confidence in the department.
• Work closely
with Housing Front Desk Coordinators in making room/apartment
assignments; communicate daily to keep all affected FDC staff well
informed of any changes in assignments, special requests, new
information pertinent to the goals of the division, etc.
• Achieve annual Student Housing survey scores in-line with department average or above.
•
Plan, organize and manage change-over of student residences, including
those for the conference program; coordinate and oversee services
provided to this program.
• Communicate quickly, accurately,
clearly, and persuasively via electronic mail, by telephone, and in
person, individually, and in group settings.
• Effectively use
current technology - e.g., Cell phones, PDAs, Departmental and
University-wide databases, electronic mail, internet, etc. - to ensure
maximum productivity and timely and effective contact with key
stakeholders.
• Demonstrate flexibility and openness to new ways
of doing things; aptitude for learning new tasks and procedures quickly
and effectively; demonstrate success at maintaining clear thinking,
professional demeanor, and supportive working relationships even during
stressful times.
• Demonstrate positive attitude and teamwork
skills, including doing full share of work and readily offering
assistance when needed for work group, Housing Operations, Student
Housing, R&DE, and the University community in general.
•
Work with Residential Education/Graduate Life Office staff, students,
Resident Fellows, Resident Assistants/Community Associates, student
managers, house leaders, conference assistants, and housing maintenance
shop, contractors, vendors, and other personnel in scheduling work to be
done to ensure comfort and convenience of residents; attend Resident
Fellow, house, and community meetings and other scheduled meetings to
maintain open lines of communication.
• Interact with residents
in the enforcement of house/community rules as they relate to the
facility and resolve some behavior problems at the local level; act as
arbitrator for student damages; get resident input regarding remodeling
projects. Because of daily contact with students, HBMs are part of the
support network to help students solve problems.
• Maintain
confidentiality as required by law, university policies, and in
accordance to requests by Student Housing, R&DE, or University
management.
• Effectively carry out resident mediations,
bringing resolution to facilities-related problems; successfully handing
off other issues to the appropriate university resource (e.g.,
Residential Education, Graduate Life Office, etc.), HBMs must have a
comprehensive understanding of, and experience with, student development
philosophy in a residential setting and how Student Housing works to
support this philosophy with issues of student conduct.
• When
necessary, accompany the Santa Clara County Fire Marshal, County Health
Inspector, and others on housing tours, answer questions, and correct
any problems. Serve as Housing Operations representative at quarterly
Student Housing evacuation drills.
• In preparation for a
natural disaster, serve as a Building Assessment Team (BAT) member.
Attend refresher courses to maintain BAT membership.
• Serve as
Housing Operations representative on various SH, R&DE, and/or
University task forces, committees, and/or working groups as assigned by
Associate Director of Student Housing (for Graduate or Undergraduate
Operations).
• Serve as “Back-up” HBM for other HBMs according
to established department protocols. At times, may be asked to “back-up”
multiple HBMs’ areas, or to assume responsibility and oversight of a
vacant HBM position when needed until position is filled.
•
Respond to campus and perform assigned duties in times of large-scale
emergencies as requested by SH, R&DE, and/or the University, as well
as in times of building-related emergency situations (including
after-hours) for HBM’s area, when backing-up another HBM’s area, or when
requested by the on-duty Manager or other SH responsible party. HBMs
are expected to respond within a reasonable timeframe to all matters of
importance that may potentially impact the quality of the living
environment of the residents or the facility, if the issue at hand has
the ability for escalating in magnitude, or if contacted by a resident
or staff member for issues that may need to have the HBMs direct
involvement.
• Manage and coordinate small and area specific projects as needed.
• Other duties may be assigned as operational necessity dictates.
• Bachelor’s degree - Required.
• Master’s degree, advanced course work, and/or equivalent work experience – Desired.
• Facilities Management certification, or ability to earn certification - Desired.
•
Working knowledge of Spanish – Desired.• Affiliation and
participation with related Student Housing professional organizations -
Encouraged.
• Demonstrated supervisory/management skills, including
ability to at as a role model in matters of attitude, strong work ethic,
punctuality, reliability, and productivity. Ability to manage
effectively at the highest standards a comprehensive residential
building, custodial operation, and inventory in a large institutional
operations setting serving multiple residential or live-in communities,
preferably university residential living/learning environments that have
a significant emphasis on program support services and staff that model
the importance of the out-of-classroom experience for students.
•
Comprehensive knowledge and experience of business and management
principles involved in planning, allocating resources, leadership
techniques, production methods, and coordination of people and
resources.
• Extensive knowledge of custodial and housekeeping
operations and all related aspects of facilities management. This
includes safe and proper use of sanitation (i.e. Commercial cleaning
chemicals, supplies, and equipment, including their designed use and
repair).
• Comprehensive knowledge of custodial services, practices,
and applications with the ability to plan, schedule, and effectively
estimate labor needs.
• Ability to manage a facility that is
occupied and functioning at full capacity, 24 hours a day, seven days a
week, year round.
• Possess a high tolerance for ambiguity. Ability
to make independent decisions and formulate judgment in accordance to
department policies and culture, lead direct reports and area through
situations that might create conflict, institute best practices, and act
as a “reasonable person” during times of crisis.
• Demonstrated
successful understanding and working within the confines of bargaining
unit labor agreements with previous experience supervising bargaining
unit employees.
• The ability to present written and verbal
information clearly and articulately, using style variations to appeal
to diverse groups.
• Demonstrated ability to make good decisions and
act with appropriate behavior to affect positive outcomes especially in
potentially hazardous or emergency situations.
• Ability to develop
cooperative working relationships with multiple individuals, campus
organizations, and departments. Ability to work with student residents
and supervise student staff in a collegial, mentoring, and positive
manner.
• Ability to work effectively and persuasively with
individuals of different racial, ethnic, and cultural backgrounds and to
elicit their cooperation and confidence.
• Ability to mediate conflict and facilitate solutions related to facilities issues, with minimal liability to the University.
• Working knowledge and ability to develop and interpret simple architectural and schematic drawings.
•
General knowledge of budgeting and accounting practices, including the
development, projection, monitoring, and tracking of budgets.
•
Demonstrated knowledge and understanding of building systems. Knowledge
of structural, plumbing, electrical, and mechanical systems. Knowledge
of physical plant conditions with the proven ability to identify
existing or pending building systems failures. .
• Working knowledge of Cal/OSHA and Fire Codes and Environmental Protection Agency safe labor practices and code enforcement.
•
Working knowledge of basic carpentry, masonry, electricity, HVAC,
sanitation, security operations and preventative maintenance.
•
Acute awareness and demonstrated ability to adhere to and advocate
University and department protocols, policies, and procedures in
conjunction with all applicable laws with tact, diplomacy, and
appropriate level of authority without arousing hostility.
• Strong
commitment to and demonstrated success at excellent customer service,
preferably in a university setting. This entails demonstrated
interpersonal skills, tact, discretion, and an attitude of service to
others.
• Above average ability to employ current technology and
related software, in support of strong work performance and productivity
(i.e. MS Office Suite) and University- and Department-specific systems
and databases.
• Strong organization, project, and time management
skills that includes sound administrative practices and utilization of
resources
• Experience in a university environment is desirable;
experience in a student housing environment is highly preferred with
emphasis on housing in an academic environment with a complete
understanding of requirements and constraints inherent in a housing
environment; experience working with university students in a
residential setting geared toward a living/learning environment is
highly preferred.
• Must be available to work variable shifts at
night or on weekends throughout the year, sometimes on very short
notice. Must be available by phone, email, or, if needed, on-site to
respond to issues requiring immediate attention. – Required.
•
Vacation and Personal Time Off (PTO) schedule may be limited to specific
time periods due to operational needs. Vacation/PTO during the months
of June through September and Winter Break University closure is very
limited due to Housing’s peak operational time.
• Valid California Drivers License – Required.
Job #52404
