Associate Director of Facilities Services - Portland

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Work type: Officer of Administration

Location: Portland, OR

Categories: Administrative/Professional, Construction/Planning, Executive/Management/Director, Planning/Project Management

Department: Facilities Services in Portland

Appointment Type and Duration: Regular, Ongoing

Salary: $100,000 - $115,000 per year

Compensation Band: OS-OA10-Fiscal Year 2023-2024

FTE: 1.0

Application Review Begins

March 4, 2024; open until filled

Special Instructions to Applicants

To be considered for this position, submit a complete application that includes an online application, resume, and cover letter addressing how you meet the minimum and preferred qualifications.

Department Summary

The University of Oregon Portland provides a range of academic and student support programs at its campus in Portland consisting of almost 400,000 square feet in 22 buildings on 20 manicured acres. Students at UO Portland are enrolled in professional master's degree programs offered by the College of Design, School of Journalism and Communication, and the Lundquist College of Business. Law students can complete their third year of law school on the Portland campus, and a fifth-year undergraduate program is available in Product Design. The Ballmer Institute for Children’s Behavioral Health offers an undergraduate degree and certificate program and serves as the home for a robust research portfolio. The new NE Portland campus also offers professional education programs, several research centers, and a range of support services for students, including advising, counseling, and internship opportunities, as well as housing, dining, and recreational opportunities.

Finance and Administration is a vibrant and varied portfolio serving all aspects of campus life. Our employees perform a wide range of functions, such as offering essential financial tools and support to the university’s many departments, providing key resources to employees, and keeping campus safe, clean, accessible and beautiful.

Campus Planning and Facilities Management (CPFM) is a vital department, comprised of five units and approximately 270 employees: Facilities Services, Utilities & Energy, Campus Planning, Office of Sustainability, and Design & Construction. We plan, build, maintain, and operate the infrastructure that supports the University of Oregon's mission of exceptional teaching, discovery, and public service. As stewards of a physical legacy, we enable the university community to achieve its potential by providing a campus that is safe, clean, beautiful, inspiring, and environmentally responsible.

Facilities Services (FS) is responsible for managing human, financial and material resources to develop and implement programs, policies and procedures related to the operation, maintenance, repair and minor renovation of university buildings, grounds and infrastructure systems. These services provide the University of Oregon community with a safe, efficient, reliable, functional and aesthetically pleasing learning environment in support of the University’s mission and vision.

Position Summary

The Associate Director of Facilities Services – Portland is responsible for management of staff and operations in all aspects of the following UO Portland properties: NE Portland Campus, Watzek House, the Shire, and the Cottrell House. This position is specifically tasked to work with the Director of Facilities Services and AD peers to provide and maintain the best possible interior and exterior environments conducive to teaching, research and housing; safeguard the capital investment in University buildings, grounds, and utilities; continually evaluate and administer effective professional criteria and standards for the design, construction, and maintenance of campus building systems and infrastructure; and develop and administer cost-effective maintenance and custodial programs for these elements by determining best staffing, equipment, and capital needs. This position also works with other FS and CPFM staff to develop and apply conditions assessments used to establish annual maintenance priorities and deferred maintenance liabilities.

This position is directly responsible for successful FS customer service efforts, by ensuring programs and services are completed in a cost-efficient and timely manner. This position has authority and oversight over:

Building Systems

• Overall maintenance, repairs and minor renovation responsibilities related to all building systems.

• Establish and implement annual corrective and program maintenance programs and budgets, while ensuring the cost-efficient and timely completion of maintenance and small renovation projects.

• Support campus access management system, including oversight of physical keys, and management of access cards in collaboration with Campus Safety Director.

Environmental Services

• Overall grounds and custodial responsibilities to promote a clean, safe, and environmentally friendly sustainable campus.

• Provide custodial, waste, and recycling services for the campus community, while ensuring a safe and essential landscape, wastewater system, watershed management, natural resource restoration, and hardscape and street maintenance.

Budget

• Work with Director and UO Portland Office of the Vice President, to develop and manage the corrective, program and classroom maintenance budgets and programs (totaling $1.2M, annually).

Staff Management

• Responsible for a staff of 8-13 FTE led by two coordinators reporting to this position (10-15 total FTE).

• Duties include recruitment, work assignments, and performance evaluations.

Other

• Overall responsibility to provide and maintain integrated work management processes supporting CPFM efforts to efficiently schedule work, meet the campus community’s needs, utilize our assets, and evaluate departmental performance.

• Implement successful, effective customer service efforts; monitor key performance indicators (KPIs).

• Manage the Operations and Maintenance (O&M) modules of the Computerized Maintenance Management System (CMMS).

• Manage projects in support of CPFM and UO Portland goals.

• Support events and moving services as requested.

• Manage on-call system to ensure Facilities staff are available 24/7.

• Liaise with other CPFM divisions (Design & Construction, Planning, Sustainability, Utilities and Energy), Finance and Administration Shared Services (FASS) and IT User Support Services (USS) as necessary to coordinate on site activities and services.

The incumbent in this position must exercise independent judgment and decision making on a daily basis. These decisions include problem solving, ensuring consistency within Facilities Services sub-units, and making staffing and budgetary decisions that support Facilities Services’ Core Principles and Mission.

Actions and decisions are critical in determining the short- and long-range maintenance, operation, and construction goals of the University; affect the commitment of major resources in excess of millions of dollars; and affect the life, health, and safety of staff, students, and the public. Decisions affect the delivery of services to the University, and the position is responsible for ensuring compliance with applicable laws and regulations.

This unit may provide essential services during emergencies and inclement weather, on which occasions this position may be required to fulfill services deemed essential.

This position reports to the Director of Facilities Services.

Minimum Requirements

Bachelor’s degree and 3 years’ experience in the areas below OR any combination equaling 7 years of education and experience in the areas below:

• Demonstrated relevant experience with the principles and practices of construction and engineering, contract administration, construction management, specialty trade functions, and construction design criteria.

• Demonstrated relevant experience managing a complex budget and accounting principles.

• Demonstrated relevant experience supervising unionized personnel and collective bargaining agreements.

• Demonstrated relevant experience in facility management within the public sector (state facility, college, university, or other public, multi-facility complex).

• Demonstrated relevant experience in supervisory and managerial principles and practices.

SPECIAL REQUIREMENTS:

This position will require a valid driver’s license and the ability to obtain UO driver certification.

Professional Competencies

• Analytical and problem solving – gather and synthesize complex or diverse information; identify and create innovative solutions to complex problems.

• Written and oral communication – demonstrate clear and persuasive written/oral communication skills in various situations, including via email and group presentations; conduct productive meetings.

• Delegation – delegate work assignments, give authority to work independently, set expectations, monitor delegated activities, and provide accountability.

• Leadership – inspire and motivate staff to perform well and accept feedback from others.

• Management skills – include staff in planning, decision-making, facilitating, and process improvement; be available to staff; provide regular performance feedback; develop subordinates’ skills and encourage growth.

• Customer service and quality management – provide and expect exceptional customer service; pursue avenues to improve and promote quality; and demonstrate accuracy and thoroughness.

• Respectful workplace – create and maintain a culture of respect and inclusion in which employees are valued, communication is polite and courteous, conflict is addressed appropriately, and inappropriate behavior is addressed swiftly.

• Judgment – display willingness to make timely decisions, exhibiting sound and accurate judgment.

• Planning/organizing – prioritize and plan work activities, using time efficiently and developing realistic action plans.

• Safety and security – observe safety and security procedures, using equipment and materials properly and expecting staff to do the same.

• Cultural values – demonstrate commitment to the affirmative action, equal opportunity, and diversity goals of the university and CPFM. Maintain vigilance to the highest ethical standards in the department and university.

Preferred Qualifications

• Bachelor’s/Graduate degree from accredited institution in architecture, engineering, industrial engineering, plant or facility management, business administration, public administration, or a related field.

• Experience in program development & implementation and creating innovative solutions to complex problems.

FLSA Exempt: Yes

All offers of employment are contingent upon successful completion of a background inquiry.

The University of Oregon is proud to offer a robust benefits package to eligible employees, including health insurance, retirement plans and paid time off. For more information about benefits, visithttp://hr.uoregon.edu/careers/about-benefits.

The University of Oregon is an equal opportunity, affirmative action institution committed to cultural diversity and compliance with the ADA. The University encourages all qualified individuals to apply, and does not discriminate on the basis of any protected status, including veteran and disability status. The University is committed to providing reasonable accommodations to applicants and employees with disabilities. To request an accommodation in connection with the application process, please contact us atuocareers@uoregon.eduor 541-346-5112.

UO prohibits discrimination on the basis of race, color, sex, national or ethnic origin, age, religion, marital status, disability, veteran status, sexual orientation, gender identity, and gender expression in all programs, activities and employment practices as required by Title IX, other applicable laws, and policies. Retaliation is prohibited by UO policy. Questions may be referred to the Title IX Coordinator, Office of Civil Rights Compliance, or to the Office for Civil Rights. Contact information, related policies, and complaint procedures are listed on the statement of non-discrimination (http://studentlife.uoregon.edu/nondiscrimination) .

In compliance with federal law, the University of Oregon prepares an annual report on campus security and fire safety programs and services. The Annual Campus Security and Fire Safety Report is available online at https://clery.uoregon.edu/annual-campus-security-and-fire-safety-report.

Advertised: February 9, 2024 Pacific Standard Time

Applications close: