HVAC Manager

Stony Brook University•Town of Brookhaven, NY

About The Position

The HVAC manager will be responsible for managing the HVAC department resources in the accomplishment of a wide range of routine and non-routine (Special) HVAC and High Temperature Hot Water (HTHW) projects in support of the University's mission. The HVAC Manager will be responsible for managing the HVAC operations of approximately 85 buildings (residential and academic), including Food Services, kitchens on campus, Student Recreation Center, Student Health Services Center and laboratories. Management includes but is not limited to preventive maintenance, emergency response, inspections, planning, estimating, material ordering, inventory management, budget management and service contract administration. In addition, the HVAC manager would also be required to respond to emergencies, receive after hours and emergency calls, and provide coordination as needed. Many Stony Brook University buildings are occupied 24/7. The safety of all students and individuals on campus is a main priority. The HVAC Manager is responsible for daily operation of the maintenance and repairs for the HVAC department. Review work assignments, maintenance schedules, service programs, policies and procedures. Responsible for emergency repairs, initiating and monitoring of an effective preventive maintenance program. Ensure that all mechanical equipment rooms are maintained in a neat, orderly and safe condition appropriate for their designated function. Create and manage preventive maintenance programs, procedures and policies for the department. Manage and plan work assignments to ensure all work orders are being completed in the most efficient, economical and timely manner. Implement change if the work assignments are not being completed in the most efficient, economical and timely manner. Evaluate routine maintenance tasks for staff and implement changes to improve efficiencies. Perform building inspections on all HVAC equipment and systems to ensure all buildings are up-to-date with repairs and maintenance. Where buildings are behind, create a plan that will bring the building up-to-date with all repairs and routine maintenance. Safety of all students and individuals on campus is a main priority. Responsible for emergency response, coordination in critical situations, and HVAC after hours and emergency calls. Responsible for the daily management and operations of the High Temperature Hot Water (HTHW) system, chilled water distribution system, chillers, cooling towers, and gas fired boilers on campus. Ensure the High Temperature Hot Water system, chilled water distribution system, chillers, cooling towers and gas fired boilers are all working properly, maintained and repairs are completed in a timely manner. Create and manage preventive maintenance programs for each system/equipment. Evaluate routine maintenance tasks and all completed work. Call in contract workers/vendors when needed. Manage the chemical treatment for all cooling towers. In accordance with New York State Regulations and EH&S, ensure each cooling tower is inspected and maintained. Stay up-to-date on all cooling tower regulations. Manage employees in accordance with State and University policies, including but not limited to recruitment, training, work performance, termination, discipline and performance evaluation. Administers applicable union/labor agreements and grievances. Schedules employee's planned time off requests to ensure adequate HVAC support for the day-to-day activities and special events. Meet regularly with the Plants Utilities Engineer 2 to review daily activities and status of work orders. Evaluate the work force needs and capabilities, and implement changes as needed. Screen and interview job applications and select new employees. Ensure all HVAC employees read and understand the policies of the University and Facilities Operations, as well as safety regulations. Responsible for the effective operation, repair and maintenance of HVAC equipment and systems, including emergency repairs Initiate and monitor an effective preventive maintenance program. Maintain the status of equipment and systems. Prepare reports to document when failures and problems are discovered. Documentation shall include the estimated repair date, schedule, status, and any regulatory requirements when necessary. Establish and maintain a priority list of HVAC work that needs to be accomplished within the facility. Plan and schedule such work with available resources. Ensure tools and equipment necessary to accomplish these tasks are available and accounted for in accordance with the current Facilities Operations policies and procedures. Identify projects that require additional resources and funds through the University’s capital project funding program. Manage all HVAC and welding vendors/contractors. Review proposals from vendors, schedule work, inspect work throughout the project, and manage the contracted staff. Manage all DIFR Capital and Rehab Projects that deal with HVAC. Assist with gathering proposals and reviewing all drawings and plans. Track and monitor projects and ensure each project is completed in a timely manner. Ensure all projects are running smoothly with minimal disruptions to the campus. Enter all project work into the department’s CMMS; INFOR System, so the project can be tracked and monitored. Review vendor logbooks and sign off on completed work. Support the Assistant Director in the coordination of new construction projects and provide feedback to improve building HVAC systems. Manage projects. Coordinate energy conservation projects, including but not limited to evaluating energy saving equipment, troubleshooting equipment, estimate, and communicate what type of equipment is required. Create written procedures and required records of plant operation activities for energy conservation. Manage the New York Power Authority (NYPA) and Honeywell Projects. Attend meetings and provide updates to the Assistant Director of HVAC on progress and status. Follow up on all projects to ensure the work is being completed in a timely manner. Review and suggest new equipment/modify old equipment and/or new building management systems/modify old building management systems to aid in energy conservation. Responsible for promptly resolving all issues related to each project. Responsible for the operation and maintenance of the Infor Management System. Input, track, and monitor annual work orders for the department. This responsibility includes, but is not limited to enter, track, and close out work orders, maintain and update HVAC equipment/assets. Evaluate, maintain, and update, preventative maintenance tasks and frequencies within the Infor Management System. Ensure the PUE 2 is scheduling all work within the system. Develop and conduct safety training, including lock out / tag out, toolbox talks, confined spaces, etc. Train personnel on how to handle as required, various types of hazardous materials, including but not limited to, refrigerants, Freon, fuel oil, antifreeze, solvents, caustic soda, etc. Responsible for training personnel regarding working in confined spaces and other hazardous situations and utilizing proper personal protective equipment. Ensure all safety regulations are carried out and relevant codes are followed. Handle all safety issues when they arise. Ensure all staff complete their annual fit testing. Train supervisor on how to observe and inspect work while in progress and when completed. Provide ongoing training and ensure work is being performed according to requirements. Administers the budget within allocation. Create requisitions for supplies and materials and test new products; request new tools/equipment and parts as needed to ensure satisfactory completion of HVAC duties. Develop specifications, engineering sketches and cost estimates for HVAC equipment, material and service contracts. Negotiate and manage these contracts. Order equipment and supplies for the department. Document and report results to Procurement, department Directors, Associate Vice President of Campus Operations and Maintenance, as necessary. Follow all State Procurement guidelines. Other duties or projects as assigned as appropriate to rank and departmental mission.

Requirements

Bachelor's degree (foreign equivalent or higher). In lieu of a degree, four (4) years of directly related full-time experience, or a combination of higher education and experience totaling four (4) years may be considered.
Three (3) years of directly related full-time experience in HVAC.
Experience utilizing basic personal computer applications (i.e. Microsoft Office Suite and/or Google Workspace).
Must have, keep and maintain the appropriate valid NYS Driver’s License; have a motor vehicle record which is free from major violations or a pattern of repeat violations.

Nice To Haves

Experience in the operation and maintenance of multiple, decentralized heating and cooling systems supplied by a central plant.
Experience troubleshooting HVAC equipment and system problems.
Experience in monitoring HVAC contractor services.
Supervisory experience.

Responsibilities

Manage HVAC department resources for HVAC and High Temperature Hot Water (HTHW) projects.
Manage HVAC operations of approximately 85 buildings, including preventive maintenance, emergency response, inspections, planning, estimating, material ordering, inventory management, budget management, and service contract administration.
Respond to emergencies, receive after-hours and emergency calls, and provide coordination as needed.
Oversee daily maintenance and repairs for the HVAC department, including reviewing work assignments, maintenance schedules, service programs, policies, and procedures.
Manage and plan work assignments to ensure efficient and timely completion of work orders.
Perform building inspections on HVAC equipment and systems to ensure up-to-date repairs and maintenance.
Manage the High Temperature Hot Water (HTHW) system, chilled water distribution system, chillers, cooling towers, and gas-fired boilers, including creating and managing preventive maintenance programs.
Manage employees, including recruitment, training, work performance, termination, discipline, and performance evaluation.
Administer union/labor agreements and grievances.
Ensure effective operation, repair, and maintenance of HVAC equipment and systems, including emergency repairs and preventive maintenance.
Manage HVAC and welding vendors/contractors, including reviewing proposals, scheduling work, and inspecting work progress.
Manage DIFR Capital and Rehab Projects related to HVAC, including assisting with proposals, reviewing drawings and plans, and tracking project progress.
Coordinate energy conservation projects, including evaluating energy-saving equipment and troubleshooting equipment issues.
Manage the New York Power Authority (NYPA) and Honeywell Projects.
Oversee the operation and maintenance of the Infor Management System for work order tracking and equipment management.
Develop and conduct safety training programs, including lock out / tag out, toolbox talks, and confined spaces.
Administer the budget within allocation, including creating requisitions for supplies and materials and managing service contracts.