Facilities Support Manager
Company: University of Minnesota
Location: Saint Paul
Posted on: April 20, 2024
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Job Description:
Apply for JobJob ID359952
LocationTwin Cities
Job FamilyCampus Operations
Full/Part TimeFull-Time
Regular/TemporaryRegular
Job Code8424BC
Employee ClassCivil Service
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About the Job
Position Description
This position serves in the Facilities unit within Housing &
Residential Life (HRL) and provides support for 12 residential
buildings. The Facilities Support Manager monitors the service
level agreement between Facilities Management and Housing &
Residential Life; manages all HRL furniture, fixtures and equipment
inventory; manages a number of facilities-related projects; and
manages service and supply contracts. Work is performed under the
direct supervision of the Associate Director, Facilities, Housing &
Residential Life.
Responsibilities for this position include the following:
Service Level Agreement Oversight (40%)
* Acts as liaison between university departments and building
occupants for all service level agreement questions, concerns,
needs, requests and work orders
* Leads regular building walkthroughs to assess existing conditions
and perform custodial and maintenance inspections to ensure
expectations of the service level agreement are met
* Routinely monitors the performance of the service level agreement
between Facilities Management and Housing & Residential Life and
identifies needed improvements or adaptations
* Guides prompt action to resolve service concerns for scheduled
work tasks or unexpected conditions occurring at residence halls or
apartments that are received from a resident, guardian, guest,
university employee, or outside vendor
* Communicates the roles, responsibilities, commitments, service
standards, and financial obligations of the service level agreement
with affected university employees at various levels
* Frequently reviews custodial and maintenance work tasks, work
reports, and financial statements for efficiency and accuracy
* Collaborates with Facilities Management to develop strategies to
accommodate disruptions caused by building system malfunctions;
communicates the disruptions to building occupants
* Collaborates with HRL mid-level managers representing Operations
and Residential Life to coordinate details of transitions during
academic breaks and between academic year and summer work flows
* Design, develop and facilitate facilities-related training for
Housing & Residential Life employees
* Acts in lieu of the Associate Director, Facilities, Housing &
Residential Life when necessary
Furniture, Fixtures & Equipment Procurement (30%)
* Is the primary point of contact for furniture, fixture and
equipment used in offices, resident rooms, apartments, lounges,
game rooms, sport courts, and additional multi-use public
spaces
* Creates and implements standard operating procedures for the
management of furniture, fixtures and equipment
* Develops and implements the acquisition and replacement schedule
for furniture, fixtures and equipment
* Collaborates with Purchasing Services on the sourcing, bidding,
evaluation, and award of furniture, fixture and equipment items;
develops product specifications
* Prepares purchasing requisitions for smaller purchases,
replacements, and repairs
* Leads the delivery of furniture, fixtures and equipment and
coordinates installation, relocation, and related activities with
Facilities Management and selected vendors
* Monitors deliveries to ensure compliance with purchase
specifications and identifies and addresses shortages, damages, and
other discrepancies; provides corrective oversight if necessary
* Creates and maintains records pertaining to furniture, fixtures
and equipment; records changes for lost, stolen, damaged, and
destroyed assets, as well as surplus sales
* Adheres to guidelines for acquisition, maintenance, retention and
disposition of assets and associated records
* Interacts with the University Capital Equipment Manager to ensure
assets are accounted for and reported according to policy; assures
completion and submission of the annual asset inventory for
furniture, fixtures and equipment; and rectifies or provides
documentation for variances
* Leads the process to modify or replace furniture, fixtures and
equipment for those who need accommodations for access
* Establishes and maintains vendor relationships
Project Management (25%)
* Develops and maintains detailed project schedules and work
plans
* Collaborates with Facilities Management, Capital Project
Management, and Conference & Event Services during project planning
to ensure effective workflow and building occupancy are
maintained
* Manages project contract awards and establishes relationships
with contract award vendors and subcontractors to facilitate
on-time completion of projects
* Maintains accurate status reports of project schedules,
identifies potential project delays, and communicates updates in a
timely manner to various stakeholders
* Manages project budgets and costs
Contract Award Management (5%)
* Collaborates with Purchasing Services on the sourcing, bidding,
evaluation, and award of contract proposals for services delivered
to building occupants; develops specifications
* Plans and schedules building modifications or improvements that
result from contract awards with Facilities Management
* Manages the obligations of contract awards by conducting frequent
site visits and ensuring contract award terms and conditions are
met
* Determines alternative strategies for service in collaboration
with the contract award vendor when disruptions of service occur
for building occupants
* Leads regular communications with contract award vendors to
review service performance and address service issues
* Plans annual cleaning and maintenance items related to contract
awards with Facilities Management and contract award vendors
* Prepares contract award procurement documents and reviews
invoices and records for compliance with university practices
* Maintains an archive of contract award information
Salary Range: $62,000-$67,000
Qualifications
Minimum Qualifications:
Requires BA/BS with at least 5 years of experience or a combination
of related education and work experience to equal nine years of
experience in general maintenance/custodial management and
knowledge of principles, practices and techniques of a variety of
building trades. The candidate must be able to meet the physical
demands of the position. A criminal background check is
required.
Preferred Qualifications:
Preference will be given to individuals with experience in a large
University/College community with a proven record of successfully
interacting with all levels of staff, administrative and service
personnel in a unionized setting.
Work Environment:
Work is typically performed inside, but occasionally, will need to
go outside or into confined spaces. Work requires significant
mobility and interaction within multiple building locations on a
daily basis.
Benefits
Working at the UniversityAt the University of Minnesota, you'll
find a flexible work environment and supportive colleagues who are
interested in lifelong learning. We prioritize work-life balance,
allowing you to invest in the future of your career and in your
life outside of work.The University also offers a comprehensive
benefits package that includes:
How To Apply
Applications must be submitted online. To be considered for this
position, please click the Apply button and follow the
instructions. You will be given the opportunity to complete an
online application for the position and attach a cover letter and
resume.Additional documents may be attached after application by
accessing your "My Job Applications" page and uploading documents
in the "My Cover Letters and Attachments" section.To request an
accommodation during the application process, please e-mail
employ@umn.edu or call (612) 624-8647.
Diversity
The University recognizes and values the importance of diversity
and inclusion in enriching the employment experience of its
employees and in supporting the academic mission. The University is
committed to attracting and retaining employees with varying
identities and backgrounds.The University of Minnesota provides
equal access to and opportunity in its programs, facilities, and
employment without regard to race, color, creed, religion, national
origin, gender, age, marital status, disability, public assistance
status, veteran status, sexual orientation, gender identity, or
gender expression. To learn more about diversity at the U:
Employment Requirements
Any offer of employment is contingent upon the successful
completion of a background check. Our presumption is that
prospective employees are eligible to work here. Criminal
convictions do not automatically disqualify finalists from
employment.
About the U of M
The University of Minnesota, Twin Cities (UMTC)The University of
Minnesota, Twin Cities (UMTC), is among the largest public research
universities in the country, offering undergraduate, graduate, and
professional students a multitude of opportunities for study and
research. Located at the heart of one of the nation's most vibrant,
diverse metropolitan communities, students on the campuses in
Minneapolis and St. Paul benefit from extensive partnerships with
world-renowned health centers, international corporations,
government agencies, and arts, nonprofit, and public service
organizations.At the University of Minnesota, we are proud to be
recognized by the Star Tribune as a Top Workplace for 2021, as well
as by Forbes as Best Employers for Women and one of America's Best
Employers (2015, 2018, 2019, 2023), Best Employer for Diversity
(2019, 2020), Best Employer for New Grads (2018, 2019), and Best
Employer by State (2019, 2022).
Keywords: University of Minnesota, Blaine , Facilities Support Manager, Executive , Saint Paul, Minnesota
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