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OVERVIEW OF R&DE STUDENT HOUSING
Residential and Dining Services Student Housing provides property management, building operations, assignments, and landlord and hospitality services to nearly 12,000 student residents at Stanford University. The department maintains 5 million square feet of building space (one-third of the University’s physical plant) and manages the housing custodial and maintenance operations internally as well as performing maintenance services for all student dining and retail operations under R&DE management. The department also oversees the Housing Master Plan and Housing Capital Improvement Program with renovation and new housing construction of nearly $300 million over a fifteen year period. Student Housing employs 245 full-time staff, nearly 300 part-time temporary workers, and has an annual operating budget of over $90 million.
Maintenance Workflow and Resources Manager
R&DE Student Housing
The Maintenance Workflow and Resources Manager reports to the Associate Director of Housing for Maintenance and Building Security. The Manager is responsible for a dynamic work group of approximately 50 mechanical and carpentry trades and semi-skilled employees, who provide day-to-day repair and preventative maintenance services for 5 million square feet of space. Incumbent has excellent knowledge of organization, planning and multiple management skills.
RESPONSIBILITIES:
The Manager plans and managers 50000 hours of technical trades and 22,000 hrs of semi skilled labor resources annually. Management of these resources includes the review of regular work order reports, expenditure statements and time and labor records. The Manager prepares regular productivity reports for the Associate Director and problem solves productivity issues with the Shop Managers. The Manager periodically reviews labor resource demand and takes corrective action to meet annual budget targets.
The Manager plans and schedules 65,000+ work order assignments annually, which includes planning, organizing and scheduling workflow to meet priority demands daily, coordinating work between shop groups and scheduling long term projects. Work order assignments include the identification of assets and clarification of locations and details. Maintaining Preventative Maintenance schedules and assignments is also a key responsibility of the Workflow Manager, including researching and producing PMs for new equipment. Customer expectations are also managed, with concerns responded to and liason to appropriate shop manager provided as appropriate.
The Manager works closely with the Housing Systems Initiative group in the ongoing efforts toward ongoing development and implementation of SHARE and SHARE Mobile. This includes testing new roll outs in advance and troubleshooting localized problems. The Manager coordinates Maintenance dept troubleshooting of the technicians PDAs, including forwarding to IT where appropriate.
The Manager coordinates operating relations among the maintenance shops, operations staff, Dining Services, Conference Services and R&DE information technology, including supporting efficiency, effectiveness and economy in maintenance operations & analyzing the use of physical space for maximum efficiency.
The Manager establishes policies and procedures for optimum work efficiency and prepares strategic labor projections accordingly for peak and non-peak operations. Additional reporting includes work order trends and history as required by either the Associate Director or various other members of Student Housing.
The Manager acts as a Duty Supervisor and serves as a central point of communication between Maintenance Services and the Stanford 2 operators on issues of Duty as well as communication/transmittals. The Workflow Manager also supervises the answering of the 5-1602 Maintenance Hotline, including record keeping and reporting.
The Manager coordinates internal and external survey issuance and participation, including serving as the point person for Maintenance regarding the Student Housing annual satisfaction survey and initiating and processing the Maintenance internal satisfaction survey.
Committee representation for the department and other duties as assigned.
Level of responsibility, including the method and frequency with which the work is reviewed, checked, supervised or priorities set:
Responsible for managing all shop labor with budget, by reviewing labor reports, expenditure statements and overtime reports. Schedules and plans work to minimize work order backlog and optimize use of staff. Insures proper inventory levels for long-term maintenance projects and PM&I. Work is subject to periodic review by the Associate Director of Housing for Maintenance and Building Security.
Functional relationship to other workers and users of the product or service involved:
Interacts with members of Student Housing, R&DE, numerous University departments, vendors & outside contacts to manage the daily flow of work. Insures good customer relations with internal and external clients. Must know and be willing to implement the University’s Affirmative Action Plan as it applies to labor resource needs in Maintenance.
Responsibility, if any, for planning, scheduling, assigning or overseeing the work of others:
Insures maximum productivity of work effort for seven day/ week operations, including emergency work, corrective maintenance and planned maintenance.
REQUIRED QUALIFICATIONS:
• Bachelor’s degree in Business or equivalent years of relevant experience in a large physical plant, college/university or housing/facilities maintenance.
• Requires a minimum two years in a Supervisory role with demonstrated strong supervisory and leadership skills that create an environment of team work and empowerment of staff inclusive of staff development.
• Requires two years progressive experience in project management and coordination with proven organizational skills and the ability to work on multiple projects simultaneously, to prioritize, and to meet strict deadlines with excellent follow through with minimal supervision.
• Adept at managing results, cost and methods solving problems that provide resolutions and/prevent the escalation of issues in a timely fashion.
• Must possess sufficient technical programmatic knowledge to contribute and offer insight into questions of technical nature.
• Good written, analytical and oral communication skills with the ability to communicate effectively and project a professional image in person, and in writing.
• Strong interpersonal skills with the ability to effectively work as part of a team, to collaborate with others, lead and influence teams to develop consensus. Tact, confidentiality, political astuteness and emotional maturity are essential in working with a diverse population of constituents.
• Must demonstrate the ability to work well with diverse groups in a multinational setting and to be responsive to the needs of students and facilities staff as customers in a fast-paced, challenging educational environment while upholding exceptional customer service standards.
• Ability to maintain and exercise sound judgment and discretion in handling confidential information to formulate and clearly articulate policies, procedures and practices.
• Computer proficiency using complex databases, Microsoft Word, Excel, FileMaker Pro, Oracle, the Internet and other related application systems and the ability to oversee the technical applications and needs of a core operational system in Student Housing (SHARE).
• A valid California driver’s license is required.
Consistent with its obligations under the law, the University will provide reasonable accommodations to any employee with a disability who requires accommodation to perform the essential functions of his or her job. |
