Facilities Operations Assistant

University of Rochester•Hutchison, VA

2d•$25 - $35•Onsite

About The Position

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive. Reports to the Assistant Director of Business Administration and the Chair of the Department, and under the general direction of the Space Planning Administrator. Job affords some latitude for independent judgement. Supports a large academic / research department and helps to create and maintain the standard of customer service in the department. Directs the physical operations and systems and maintenance of the building for the Department of Biology. Manages the maintenance of all laboratories, offices, and teaching spaces. Responsible for ensuring that all environmental health and safety practices are observed in accordance with University, federal, and state regulations. Oversees renovation, equipment, and stockroom budgets. Helps to manage the day-to-day operations of the department stockroom and staff. Partners with the Space Planning Administrator (SPA) in specific areas of responsibility and maintains an awareness of overall building operations in conjunction with two other departments who share the building.

Requirements

Associates or Bachelor’s degree
With 2-3 years’ experience in a professional, retail, or commercial setting.
Position calls for strong people skills and candidate must be comfortable working with a wide demographic.
Must be familiar with MS Word and Excel and be comfortable working with web-based systems.
Strong interpersonal, written and verbal communication skills, and analytical and conflict resolution skills are essential.
Position calls for professionalism, confidentiality, tact, diplomacy, and organization.
Ideal candidate will be energetic, clear and practical, with the ability to think quickly on the fly.
Should be able to envision and analyze multiple scenarios at once and look ahead to possible issues.
Must react maturely and calmly in stressful situations.
Should possess good observational skills.
The ability to multi-task and switch gears quickly is extremely important.

Nice To Haves

Candidates with property management experience preferred.

Responsibilities

Facilities Maintenance– 25%: Informally on-call 24/7 as the Department’s secondary contact and responder for all equipment alarms and building emergencies. Helps to coordinate routine maintenance including lightbulbs, faucets and leaks, care and cleanup, and other day-to-day issues for all offices, laboratories, and common areas. Places general service calls to the dispatch center and follows up to make sure all items are taken care of. Identifies equipment in need of installation, repair, and/or upgrades and partners with various vendors and central administrative offices including Facilities and Purchasing. In collaboration with the SPA, is accountable for making recommendations regarding laboratory needs. In conjunction with the SPA and the Department Chair, anticipates potential problems, strategizes to prevent them, and develops policy and procedures accordingly.
Accessibility & Security - 20%: Accountable for accurate and up-to-date records and security of all keys issued, card-swipe access given, and other requests using various spreadsheets and checklists, and facilitates the transition to a web-based system. Procures faculty authorization as needed and double-checks and balances these records regularly to ensure strict security and safety. Develops and recommends best practices. Secondary liaison to Security and the Department of Public Safety. Collaborates with the Facilities Manager to ensure the highest building security possible. Maintains strict control of all space access and ensures the security of personnel, research materials, and equipment facilities.
Environmental Health & Safety (EHS) – 15%: Collaborates with the SPA as needed in implementing Environmental Health & Safety, federal, and UR policies and regulations. Secondary liaison to the Environmental Health & Safety office and assists department members as necessary to ensure the department is OSHA compliant. Accountable for ensuring all required personnel are OSHA-trained and maintains up-to-date training records. Responsible for the working order of the Chematix chemical inventory and control system and works with EHS to keep the web system up to date. Handles chemical inventory and hazardous waste issues and management.
Event Support- 10 %: Collaborates with departmental administrative staff and faculty to coordinate event support as needed. Manages security and integrity of the event venue and anticipates catering and facility needs. Assists in planning and strategizing events as applicable. Events include but are not limited to the annual holiday party, department picnic, monthly TGIF events, various other parties as they occur. Duties may also include food preparation/clean-up.
Shared-Equipment Maintenance– 10%: Partners with the SPA as needed in directing procedures for departmentally sponsored shared-equipment facilities. Directs equipment maintenance and service coordination as needed and may arrange for cleaning services as needed. Shared-equipment includes the autoclave rooms (6), x-ray processor, spare freezers (2), microscope facilities (2), and scintillation counter/bioimager facility. Equipment is generally shared by the Departments of Biology, Chemistry, and Earth & Environmental Sciences as well as other departments when appropriate. With delegated authority, makes decisions regarding high-value laboratory equipment.
Emergency Shutdowns – 5%: Assists the SPA as needed during all building and laboratory emergencies and shutdowns. May perform follow-up checks and necessary reports.
UR Equipment/Space Program – 5%: Helps maintain equipment inventory lists, space data, and records for the department. Assists in providing data for the UR Equipment/Space Program. Helps to ensure proper and appropriate dispositions, transfers, and disposal of all equipment.
Lab Decommissions – 3%: With the SPA, oversees the process of ensuring that all research materials, equipment, inventory, and facilities are decommissioned appropriately when a laboratory is slated for closure, including proper transfer, disposal, and cleaning of all materials and protection of all University assets including computers and equipment. Updates all inventory lists accordingly.
Building Fume Hoods/Tissue Culture Hoods Compliance – 3%: Coordinates the maintenance and decontamination of all tissue hoods. Assists with annual inspection and certification, and coordinates the process directly with the outside vendor.
New Faculty Onboarding & Laboratory Design– 2%: Assists and advises during laboratory design and renovations for all incoming faculty. Maintains flexibility and versatility as laboratories often need extensive expansions and renovations to accommodate different research programs. Ensures compliance with OSHA, EHS, and the Fire Marshal codes. Weighs practicality with cost and strategizes how best to use new and inherited equipment. Coordinates directly with moving companies to deliver and protect all research materials and equipment. Ensures each laboratory meets standards, codes, and is ready for occupancy. Updates blueprints and drawings as needed.
Fire Marshal Liaison– 2%: Secondary liaison to the Fire Marshal and helps to ensure the department is in fire-code compliance. Helps to ensure all laboratories are signed appropriately.