Director - Auxiliary Services

CCC Social Sourcing•Chicago, IL

4d•Onsite

About The Position

Reporting directly to the Vice-President of Finance & Operations, the Director of Auxiliary Services is responsible for managing the day-to-day operations related to campus building maintenance and support operations. The Auxiliary Services Department provides a clean, inviting, comfortable, and safe environment for students, faculty, and staff to learn, study, and teach. The Director of Auxiliary Services manages staff, directs operations, and oversees the efficient provision of auxiliary services, including janitorial services, building repairs, mailroom, reprographics, central stores, and event management, as well as contracted services for trash removal and recycling, pest control, window washing and uniforms. The position implements work processes and procedures to ensure an efficient, safe and well-maintained environment for students, faculty, staff, and the general public. If you enjoy working in a fast-paced collaborative environment, consider joining our team!

Requirements

Bachelor’s degree from an accredited college or university in Business Administration or a related field.
Five years of work experience in facility maintenance, business affairs or similar operational areas in higher education.
Administrative experience in the management of the daily operations of a college or comparable organization.
Previous supervisory experience with proven leadership capabilities.
A combination of education and experience may be taken into consideration based on the applicant’s credentials.
Proficient in the use of Microsoft Office (Word, Excel, PowerPoint).
Knowledge of facility maintenance industry standards and practices
Knowledge of health and safety practices including the storage of cleaning agents, supplies and hazardous materials
Knowledge of budget preparations
Knowledge of supervisory principles and practices
Knowledge of work order tracking systems used to maximize execution of facilities maintenance work
Excellent inter-personal and verbal communication skills
Excellent written communication skills
Strong problem-solving skills
Strong organizational and planning skills
Ability to work within a culturally diverse environment
Ability to supervise and direct facility maintenance workers and service vendors
Ability to build relationships with employees at all level of the organization

Nice To Haves

Experience supervising union employees preferred.
Flexible schedule is required.

Responsibilities

Supervises and directs the daily operations of the college’s maintenance and Housekeeping staff (i.e. janitors); prepares work and shift schedules, makes work assignments, prioritizes and monitors activities, and inspects work completed to ensure clean and safe classrooms, learning spaces, offices, washroom, cafeterias and public areas.
Confers and coordinates with service vendors on the scheduling and provision of contracted building and grounds maintenance services; monitors work and ensures repairs and work services provided comply with established quality standards and contract requirements.
Coordinates work efforts with the President’s Office, Safety and Security Office, building engineers, and district staff in establishing work processes and procedures for the efficient handling and prioritizing of service requests, building events, and response to emergency requests to ensure a safe and well maintained environment.
Responsible for preparing facility space use agreements and room assignments for events planned by City Colleges and outside parties and ensuring that the terms established in the Board of Trustees’ Operations Policies and Procedures Manual are met.
Oversees mail room and reprographics/ copy center daily operations. Supervises staff responsible for processing, and distributing incoming and outgoing U.S. mail, and inter-office and inter-campus mail.
Monitors copy center work activities, ensuring proper staffing and operation of high volume reprographic machines; accurate record keeping of work requests and use of paper; and efficient execution of job requests.
Facilitates the use of off-site records storage by college administrators, working with staff and records management vendor to ensure processes are in place for the proper boxing, labeling, storage and retrieval of records from storage.
Works to resolve problems with vendors regarding off-site records storage.
Maintains asset inventory records of campus physical property (e.g. furniture, equipment). Ensures inventory tags are affixed to all property and that computerized inventory management records are updated and maintained with the receipt and disposal of equipment.
Is “on-call” when situations involving the operational safety of the facility are compromised. Works with the President or his/her designee, Chief Engineer, Security Director, College Executive Director and staff from District Office to resolve issues.
Assists in compiling the department/college operational budget. Researches financial records and reports to supplement the final document. Prepares annual reports, progress reports and other financial statements necessary for monitoring the budget.
Administers District - wide vendor contracts for campuses and district office (e.g. fleet management and reprographic equipment), maintaining working relationship with vendors to plan, schedule and coordinate the provision of services.
Serves as the primary point of contact between vendors, District Office and College campuses; responds to problems and complaints and works to resolve.
Reviews service contract agreements to ensure that level and quality of services are provided and adhere to contract requirements; monitors contract expenditures and approves vendor invoices for payment.
Monitors and oversees intergovernmental service contract with the City of Chicago for the servicing of CCC fleet including the fueling, repair and maintenance of vehicles. Prepares budget and purchase orders and monitors expenditures.
Manages budget for reprographic services District-wide, ensuring appropriate service levels at all facilities, monitoring expenditures and service repairs, and conferring with vendors on new reprographics equipment and technology.
Develops safety and security plan in collaboration with Security department.
Develops key performance indicators for auxiliary services at each college and district office.
Leads the implementation of performance measures and other metrics to assess the productivity and quality of work of staff and vendors.
Standardizes quality and performance standards using industry benchmarks and best practices.
Makes process recommendations to improve performance.
Acts as primary liaison with AVC, other Directors of Auxiliary Services, and Human Resources Department on issues relating to performance, discipline, absenteeism, union grievances and related employee issues.
Meets and consults with other Directors and union representatives to address issues and work towards resolution.
Participates in the preparation of operating budgets for auxiliary services at colleges, ensuring consistency of budgeting across all colleges.
Reviews reports of past expenditures and usage rates to prepare budget estimates.
Monitors expenditures and implements plans to reduce or contain costs and expenditures.
Fills in as replacement for Directors of Auxiliary Services at college campuses on extended leaves.