Manager, Facilities & Operations

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The Manager, Facilities & Operations plans, organizes, assigns, reviews, supervises, and directs the maintenance, repair, and renovation of assigned University facilities and related equipment, ensuring that jobs are completed efficiently and within regulatory guidelines.

CORE JOB FUNCTIONS                                                                                                          

• Ensures adherence to University standards of facility operations.
• Manages a team of facilities staff, such as maintenance technicians, plumbers, and painters.
• Evaluates staff performance and recommends individuals for training or promotion.
• Addresses employee relations or performance issues, with the assistance of Human Resources.
• Manages all vendors that perform services for the facilities.
• Reviews and analyzes a variety of reports and ensures the resolution of any identified issues.
• Assists with the maintenance of assigned budget for labor, materials, contractors, outsourced functions, and other expenses.
• May oversee and ensure continuous compliance with regulations, procedures, and documentation.
• Utilizes the appropriate system to compile data and generate reports for budgetary purposes, discusses information, and makes recommendations for action.
• Participates in the on-call manager rotation and works with Campus Planning and Construction to address solutions for after-hours emergencies.
• Establishes and continuously assesses the effectiveness of the internal controls within the unit and compliance with University policies and procedures.
• Ensures employees are trained on controls within the function and on University policy and procedures.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

CORE QUALIFICATIONS                                                                                                         

Education:

 High School diploma or equivalent

Certification and Licensing:

Not Applicable

Experience:

Minimum 5 years of relevant experience

Knowledge, Skills, and Attitudes:

• Knowledge of business and management principles.
• Ability to direct, manage, implement, and evaluate department operations.
• Ability to establish department goals and objectives that support the strategic plan.
• Ability to effectively plan, delegate and/or supervise the work of others.
• Ability to lead, motivate, develop, and train others.
• Commitment to the University’s core values.

DEPARTMENT ADDENDUM

Department Specific Functions

All work performed is expected to be in accordance with the University’s DIRECCT Values, Service Standards, Leadership Behaviors, and Departmental Standards, as listed on the Facilities Management Standards Addendum.

The Manager is designated Essential Personnel. 

Departmental Summary

The Manager, Facilities & Operations will provide leadership, strategic planning, and active management of the operations on the Rosenstiel campus and affiliated satellites.  The Manager coordinates and oversees various critical projects and programs under the guidance of the Sr. Manager, Facilities & Operations.

Manage the strategy and execution of day-to-day operations within assigned areas of responsibility.

Collaborate with manager in setting goals and deadlines for the department.

Develop reports to keep the department administration apprised of issues, performance metrics, and work status.

Oversee the reporting processes for monitoring overall department performance and customer satisfaction.

Manage the generation of reactive work orders (calls, walk-ins, emails, maintenance inspections). Oversee the quality assurance program for work orders and information entered into CMMS. Function as a support when needed.

Oversee the issuance of monthly preventive maintenance work orders. Coordinate the development of Preventive Maintenance programs for new/refurbished buildings and/or equipment. Develop and implement continuous improvements to the preventive maintenance program.

Oversee the management of the on-call roster and notification process.

Ensure elevated levels of performance, achievement of goals, and quality results for assigned team members. to include routine inspections of campus areas and meeting with campus constituents.

Ensure quality staff are hired, retained, developed and recognized.

Address employee needs and issues and resolve conflicts.

Manage disciplinary issues and employment separations respectfully and in compliance with University policy.

Prepare sound business justification for staff compensation proposals and mitigate equity issues.

Set staff goals and professional development plans and evaluate performance following University appraisal process. Maintain positive working relationships with campus stakeholders and manage projects and workflow in a collaborative environment. Conduct routine inspections of campus areas and equipment to ensure safe operations, quality of work, and to identify areas of improvement. Manage and monitor budgets, operational forecasts and identify opportunities for revenue enhancement, cost containment, and compliance with guidelines.  Exercise fiscal responsibility and safeguard University assets. Manage contractors and outsourced functions for effective outcomes.

Conduct inspections and evaluations to validate work performed and maintain facilities at optimum level.

Communicate scope of work, maintain vendor relationships, and ensure adherence to project guidelines.

Schedule a cycle of renovations by building components (to include roofs, HVAC, electrical, plumbing, building envelope, etc.). Prioritize, plan, and identify appropriate resources (tools, materials, contractors, etc.) for timely completion of maintenance projects and work assignments. Recommend and implement changes, and/or modify business behaviors, processes, equipment and/or initiatives for continuous energy and utilities conservation and awareness. Prioritize safety by encouraging safe behaviors and responding to all safety concerns, incidents, and accidents in a timely manner. Identify opportunities for strategic improvement or mitigation of business interruption and other risks caused by business, regulatory, or industry-specific change initiatives. Manage staff and staff productivity, and address staff needs and issues. Position is classified as emergency tier 1 personnel/ All other duties as assigned.

Department Specific Qualifications                                                                                     

Education:

Bachelor’s Degree in business, construction management, engineering or related field from an accredited college or university or equivalent combination of education/experience preferred.

Certification and Licensing:

N/A

Experience:

Five (5) or more year’s management experience preferred in operations, building maintenance, facilities management, construction trades, or related field.

Knowledge, Skills, and Attitudes:

• As essential personnel, must be able to perform outside normal working hours to include on-call manager rotation, respond to after hour emergencies, holiday coverages, weekends/nights, or as required for the operational needs of the University.
• Overall knowledge of Building Maintenance and/or Facilities Management.
• Strong troubleshooting abilities applicable to a variety of building equipment and infrastructure issues.
• Able to develop strategy and contribute ideas and viewpoints to department leadership on operational plans.
• Skilled in problem solving, analysis, and able to make complex decisions to meet departmental objectives in a timely manner.
• Effective and clear communication skills, both verbal and written.
• Excellent leadership skills (lead by example), organizational skills, and presentation skills.
  • Strong ability to multitask, prioritize, schedule, and delegate.
• Proficient computer skills, and ability to interpret data and communicate results.

Must keep skill sets current with the needs of the working environment.

The University of Miami is an Equal Opportunity Employer – Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information.

Job Status:

Full time

Employee Type:

Staff

Pay Grade:

c106