Job Requisition Number: 22952. The Preventative and Fire Protection Shop is the campus? preferred provider of operation, maintenance and repair of facilities building and fire protection systems.
The Manager of Preventative and Fire Protection Shop manages all trade employees in the Shop and is personally an expert in the facilities maintenance and fire protection trades. The Manager will use his/her Lead mechanic as a technical expert to assess quality of work, train craft employees, determine other training requirements, determine the need and justify the investment in tools and equipment, perform plan review and other duties requiring their skills.
The Manager is responsible for the development of maintenance programs and projects from their initial design to the final close out phase of each program or project including the hiring of contractors, consultants, project accounting, project inspections, and monitoring of contractors? compliance to specifications. Tracks work progress, performs gap analysis and initiates and implements necessary efficiency measures as required. Generates PM and compliance reports for senior management and other campus stakeholders and regulatory agencies; routinely evaluates equipment reliability and repair costs relative to programs to detect any developing trends and recommends changes to programs.
The Manager is responsible for maintaining extensive building systems and life safety databases that track frequency of preventative maintenance and required service, keeps accurate inventory and location of equipment and the respective inventory replacement with a value in excess of $500 million. Develops and maintains a library of O&M manuals and parts and component list. Works with FS and campus stakeholders to classify and prioritize each piece of equipment in one of the following categories: PM required for life safety, EH&S, ADA, essential for research or teaching, and all other equipment.
The Manager is responsible for hiring, training, scheduling, evaluating performance, commending, and disciplining all the personnel within the shop unit. This individual is required to thoroughly indoctrinate all new employees in safety, University and Facilities Services policies and procedures, and objectively evaluate their suitability for continued employment prior to completion of their probationary period.
The Manager is responsible for fostering a climate where safety is the top priority. The Manager will ensure full compliance with the FS Injury and Illness Prevention Program, the Hazard Communication Plan, CALOSH and environmental regulations to ensure a safe work environment for our employees and everyone on campus.
The Manager is on call 24 hours a day to respond to emergency situations after normal working hours and on weekends and holidays. Incumbent must respond physically to major emergency situations, and may be required to carry a pager or cellular phone after normal work hours and on weekends or holidays to expedite emergency response. Incumbent will also participate on a rotational basis in the Emergency Manager on call program.
The Manager will collaborate with the Regional Managers to plan and schedule shop craft employees to perform assigned regional work, recharge work, preventive maintenance, and emergency response.
PERSONNEL ? Ensure Craft Lead worker reviews at least one randomly selected job for each craft worker each quarter to assess quality and completeness of the work, appropriateness of materials chosen, and whether the time charged is in line with industry standards and/or the Lead?s experience. ? Document which jobs were reviewed and the findings ? Use findings to provide training by lead or other sources to bring up to expectations ? Maintain open line of communications with all employees and build camaraderie and teamwork ? Make computer workstations available to employees to access university e-mail accounts, computer maintenance management information, and web access to research material or other job related purposes. ? Develop and enhance a safety culture and fully support the behavior-based safety program so that each employee understands safe behaviors and at-risk behaviors involved in their job and consciously avoid at-risk behaviors themselves and feel secure in cautioning others in the shop if they see someone performing an at-risk behavior. ? Ensure that all inspections, training, accident investigations, and responses to employee safety concerns fully comply with the FS Injury & Illness Prevention Program, including completion of work orders arising from inspections, investigations or safety concerns. ? Ensure that the all Preventive Maintenance for building systems is completed in accordance with the approved PM program for the fiscal year ? Shop Manager will collaborate with Regional Manager?s to schedule available resources on a daily basis (day ahead firm schedule as a minimum, farther in advance as reporting and scheduling tools allow). Will also have ensure: o Schedule allows for personnel on vacation, training, etc. o Schedule allows for emergency responders o Collaborate closely with the Regional Managers to provide excellent service to the campus customers o Firm schedule PM Program requirements o Firm schedule as much priority and routine work for balance of available resources Perform as a member of the FS Management Team and collaborate with Asset Management?s Regional Managers as directed. ? Provide prompt notification to the Regional Manager and all affected of any schedule slippage so that customers can be notified ? Attend safety and general meetings ? Establishes and recommends changes to policies which affect the department.
SAFETY Ensures operations meet internal and external regulatory requirements, including safety, on a continual basis. ? Respond to campus emergencies in accordance with established plans, and participate in the continued refinement of emergency response plans ? Maintain a process to ensure all health, safety, Fire Marshall, or other regulatory Work Orders (including WO resulting from Superintendent?s inspection of shops or machinery rooms or resultant from accident investigations or employee safety concerns) are completed prior to any imposed deadlines. ? Provide a periodic report to the Production Controller on the current status of all health, safety, Fire Marshall and other regulatory work orders.
BUDGET ? Prepare an annual budget for all Shop operations based on authorized staffing and the approved recharge rate ? Ensure there are sufficient billable hours accomplished by the shop to cover all direct costs and overhead costs incurred to operate the shop, i.e., exercise financial controls as required to keep shop recharge revenue equal to all expenses o Ensure that productivity or the shop meets goals established by the Associate Director of the Technical and Engineering Services, Facilities Services ? Work priorities outside of (A) emergency work is scheduled for accomplishment in collaboration with Regional Manager?s input. Most work is first-in, first-out basis, though the incumbent should use judgment to make exceptions where a significant improvement in productivity or other significant benefit is realized by executing work ?out of sequence.? o Ensure long term that response time and work cycle time is equitable for all campus customers ? Ensure that accurate time-to-job information and any changes to user status are input to the computer maintenance management system by noon the next business day, including night or weekend callbacks for emergencies ? Carry out energy conservation program which is embedded in the decisions and actions of all FS personnel operating in the respective areas
OPERATION ? Use SPAN or other CMMS, CALTIME, Microsoft Word, Excel or PowerPoint and other departmental computer systems as needed to perform primary functions ? Conduct periodic inspections of tools, equipment and Personal Protective Equipment to ensure they are in safe and operable condition ? Conduct periodic vehicle inspections to insure safe operating condition and good ?housekeeping? is maintained, University logos are legible, that vehicles are clean, and body work is not allowed to deteriorate. ? Work with each employee annually to develop or update their Learning and Development Plan with specific education and training goals for skill enhancement and career development for the short term (one year), mid term and long term. o Plan and schedule employees to complete their short term Learning Plan goals o Report quarterly to the AD, Campus Facilities Services, on the % of that year?s learning plan goals which have been achieved ? Work with the Storehouse to have predefined equipment/supply packets ready at the start of scheduled jobs ? With the exception of consumable supplies, maintain accountability for all materials held in shop stock, including on shop vehicles or other storage areas until expensed to a specific work order o Coordinate with the Storehouse to perform periodic physical inventories to reconcile actual shop stock with shop storehouse records o In conjunction with the Craft Lead Workers periodically review items held as insurance items for critical systems to insure that items are available and serviceable, if required. o Review shop stock levels at least annually to ensure that stock is the minimum required to insure smooth, responsive work flow. ? Maintain accountable records for shop tools and equipment as required by University rules. ? Evaluates the qualifications, professional capabilities and reputation of general contractors, sub-contractors and service contractors available for bid consideration. ? Investigates and evaluates new materials, systems, equipment which may benefit the institution in its facilities programs.
MISC ? Perform all tasks on a daily basis, while conforming to FS policies and procedures and UC policies and procedures, including Code of Conduct, IIPP (Safety and Health Procedures), Hazardous Materials Communications Program, Health and Safety Manual and other documents authorized by the FS management to have bearing on employee safety and conduct. ? Makes recommendations and implements decisions on issues (operational and budget processes, staff FTE, finance, human resources and space planning) that have department-wide impact.? Ten years? experience as a journeyman in Facilities Maintenance and three years? experience as a foreman, lead, or supervisor of trades or as a licensed contractor operating a business to perform construction, repair, and preventive maintenance on HVAC systems in large, complex facilities; or alternatively an equivalent of education and experience. ? Substantial experience in using computer maintenance management systems and/or project scheduling or similar complex software to plan, estimate and schedule large numbers of work tasks. ? Broad knowledge and understanding of applicable laws, rules, regulations, and internal policies. ? Strong technical skills in the trades. ? Strong management skills to include organization, interpersonal and written and oral communication, long-and short term planning. ? Ability to ensure that quality and customer service standards are communicated, implemented and continually monitored. ? Ability to ensure that subordinate staff provide quick, accurate and appropriate response to both routine maintenance issues as well as emergency response to more urgent situations. ? Ability to promote and maintain a safe working environment through subordinate supervisors/staff. ? Ability to motivate and inspire subordinate staff to provide the highest level of service to campus constituents. Education/Training: ? Minimum of two years of undergraduate study in Engineering or a related field or the equivalent combination of education and training.
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