Director, Facilities Services

West Coast University•Irvine, CA

About The Position

Reporting to the Executive Director, Facilities and Asset Management in a multi-location, proprietary educational setting, the Director, Facilities Services is responsible for directing activities for the development, management and delivery of all maintenance and repair programs for campus facilities and related systems and equipment, and moves, additions and changes as they overlap with the Capital Projects team. The position also has profit and loss responsibility and provides direct management of all building operations and services, physical plant oversight including transportation services, janitorial functions, landscaping, parking services and other vendor services for American Career College, West Coast University and Corporate Headquarters/Shared Services.

Requirements

Bachelor degree in business, construction management, project management, engineering, or other related field required.
Relevant industry certifications preferred.
Typically requires advanced knowledge of theories, concepts, principles, and practices in professional discipline.
Experience leading a team, project, program, or function is required.
Generally requires a Bachelor's degree.
Traditionally requires a minimum of 7 years of related work experience, including some management experience.
Ability to lead and direct the work of others to accomplish goals.
Ability to read and interpret building and city codes.
Demonstrates excellent analytical, organizational and negotiating skills. Has the ability to negotiate favorable outcomes.
Demonstrates a high level of business knowledge and project management discipline.
Has strong communication skills, both written and verbal. Must be able to communicate technical matters that can be broadly understood across the organization.
Ability to work with individuals at all levels of the organization. Strong customer orientation and interpersonal skills.
Ability to demonstrate strong supervisory and managerial skills, including strategic planning, assessment and evaluation skills.
Ability to produce quality outcomes within tight timeframes, and simultaneously manage several projects.
Ability to self-direct and function well under pressure of tight deadlines and potentially conflicting priorities.
Ability to manage and work effectively in a highly ethnic and culturally diverse student and associate community.
Ability to exercise good judgment.
Ability to escalate issues where appropriate.
Willingness to work a flexible schedule.
Ability to travel/drive on a weekly, daily and/or on an as needed basis.
Experience with MS Office, particularly with Excel.
Minimum 10 + years of related experience with progressive managerial experience.
In-depth knowledge of building management and construction, systems and procedures, general management services and space utilization.
Principles of supervision, training, and performance evaluation.
Experience with furniture and product specification.
Experience with Request for Proposal (RFP) process.

Nice To Haves

Master of Business Administration (MBA) preferred.

Responsibilities

Leads and directs a wide-range of facilities services functions, including maintenance and maintenance-related construction (renewal, repair, or replacement of existing infrastructure), operations, skilled-trades, and utility services, and facilitates the integration and coordination of these functions to meet college/university specifications.
Coordinates implementation of the facilities maintenance plan, which includes leading efforts to establish preventative maintenance schedules and prioritizing repair and maintenance work and projects to minimize disruption of academic programs.
Oversees the scheduled servicing and corrective repair of maintenance equipment and vehicles.
Regularly reviews building conditions, furniture installations, materials finishes, and space utilization to ensure that all buildings appear and perform to original construction standards and specifications.
Directs maintenance activities for all buildings, ensuring the optimal level of labor, oversight, equipment efficiency and cost effectiveness.
Manages overall work order performance (tracking, data and metrics) through system development with a focus on simplified solutions for associates and employees.
Conducts facility audits including inspections, reporting, and documenting results to assess and document physical condition of properties and to determine need and extent of service and equipment required.
Develops, modifies, and implements programs, including associated personnel, resources and materials, to ensure efficient and cost effective delivery of services and maintenance of physical buildings and grounds.
Directs and participates in efforts to ensure quality assurance and continuous improvement of departmental operations and services.
Ensures the regular inspection of buildings and grounds to assure conformance with established standards and regulations, and takes appropriate actions to address disparities.
Reviews department practices regularly, equality of work performed, repair and project schedules and effect changes as needed to improve services.
Develops and defines processes and schedules for inspection of work related to facilities maintenance and operations, including inspection work of contractors for maintenance-related construction projects.
Requests and analyzes proposals and bids and negotiates and awards contracts, as well as ongoing performance monitoring.
Oversees the monitoring and scheduling of facility-related activities, service/requests with contractors and special events coordination for campuses.
Manages equipment inspections to determine need and extent of service, equipment required, and operational resources needed.
Initiates and oversees internal sustainability programs including identifying and reducing waste, optimizing performance, overseeing trash collection/recycling programs, making recommendations for the reduction of carbon footprint where advisable, and promoting messages of sustainability and the reduction of waste throughout organization.
Lease Administration including review/abstracting, renewal processing, audits, common area maintenance (CAM) charge review/analysis/forecasting, manage and monitor rent payments, landlord coordination, amendment review and coordination.
Assists with collection of building and property information and responds to informational requests regarding lease and other real estate issues.
Works closely with American Career College, West Coast University and Shared Services leadership to ensure a high level of collaboration and communication.
Prepares and analyzes various reports and prepares recommendations as to policy and procedural improvements, providing forecasts and recommending new projects.
Serves as Facilities Services department customer service first point of contact for campuses' management.
Gauges departmental performance including tracking of key performance indicators and departmental metrics. Provides periodic reports to Shared Services leadership and Campus Directors.
Assists in preparation and administration of annual expenditure and staffing plans for the Facilities department.
Develops Facilities maintenance, operations and scheduled maintenance budgets, ensures that projections are aligned with planning and academic assumptions. Regularly reports on and monitors performance against approved plans.
Provides operational human resources leadership for Facilities staff, both directly and through the management team, with a focus on fiscal acuity and accountability, training, and team building.
Selects, trains, motivates, supervises, mentors, and evaluates staff to ensure maximum use of individual and group skills, in order to provide optimal service to both internal and external customers.
Reviews workload and analyzes staffing requirements for both contracted and company employees. Reviews the efforts of staff and provides direction where needed, ensuring timely completion in accordance with objectives.
Develops, implements, and evaluates systems designed to address workflow, communication and productivity.
Supervision responsibilities include, but are not limited to, the following: schedule change approvals, departmental coverage, timesheet management, performance reviews, merit increase recommendations, expense reporting, disciplinary action, documentation, task delegation, job quality, project organization/completion, and conflict resolution.
Adheres to College/University policies and procedures and conducts job responsibilities in accordance with the standards set out in the College/University's Code of Ethical Conduct, Compliance Agreement, Sexual Harassment Policy or any of its policies and procedures, applicable federal and state laws, and applicable professional standards.
Maintains regular and timely attendance, reports to work as scheduled and as required to meet the needs of the College/University and assures time worked and/or time-off is recorded properly.
Exercises care, proper use and maintenance of department equipment and supplies and identifies unsafe conditions and makes appropriate adjustments.
Maintains order, cleanliness and safety at work.
Performs other duties as assigned.