Facilities Support Manager - Minneapolis, United States - University of Minnesota

Description

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 University

At 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:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Scholarship
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost

Please visit the Office of Human Resources website for more information regarding benefits.

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 or call

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,