Required Qualifications (as evidenced by an attached resume): Bachelor's degree (foreign equivalent or higher). In lieu of degree, four years of directly related full time experience or a combination of higher education and experience totaling four years may be considered. Three (3) years directly related full time professional experience in facilities management or a related field. Experience related to structural trades, and/or building operations. Two (2) years of supervisory experience. Proficient in Microsoft Office Suite, including creating Excel spreadsheets and Computerized Maintenance Management System. 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. (***Out-of-State Applicants, see "Special Notes").
Preferred Qualifications: Master's degree (foreign equivalent or higher) or Bachelor's degree (foreign equivalent or higher) in Facilities Management or related field. Six (6) or more years of directly related full-time professional experience related to facilities management. Certified or licensed in building trades, building safety systems, building operations, and/or facilities management. Prior experience at a university or similar facility. Working knowledge of appropriate Health Care Regulations/Codes, OSHA, Life Safety Codes, etc. Experience managing a budget. Experience with the state procurement system. Experience dealing with collective bargaining units.
Brief Description of Duties: The Facilities Manager will oversee the operation of Residential Operations buildings. The Facilities Manager will be responsible for coordinating the management of programs, policies, and procedures related to the operations and maintenance of Electrical, Carpentry, Plumbing, Custodial Services, and Building Maintenance. The position works closely with the campus departments of Facilities Operations. The position focuses on cost-effective, efficient, and responsible strategies that respond to campus needs and are consistent with university policies and procedures. The selected candidate will have outstanding written, verbal, and interpersonal communication skills. Excellent customer service skills and experience interacting with individuals at various levels. The selected candidate will be responsible for the following:
Daily Operations of Residential Operations Buildings: Responsible for overseeing the maintenance, repair work, and supervision of a skilled trades program. Manages trade shops and contract labor in the maintenance, repair, renovation, and modification of the University residential buildings.
Ensure proper staffing levels, coverage, and service response are maintained to meet the operational needs and to satisfy customer expectations. Oversee the supervision of trade staff, scheduling of work assignments, making sure employees have the proper equipment and supplies to complete assigned tasks and/or projects. Ensure proper procedures are followed per industry and university standards.
Responsible for emergency response, coordination in critical situations, and after-hours calls.
Labor management: Manage maintenance trade employees in accordance with State and University policies, including, but not limited to, recruitment, training, work performance, termination, discipline, and performance evaluations. Prepare performance programs and evaluations for assigned personnel as well as take appropriate steps when issuing verbal and written counseling. Assign work and hold employees responsible for satisfactory performance. Administers applicable union/labor agreements and grievances. Schedules employee's planned time off requests to ensure adequate support for the operation. Meet regularly with the supervisor to review daily activities and any issues they are having. Analyze and evaluate the workforce needs and capabilities and implement changes as needed. Screen and interview job applications and make recommendations on hiring new employees. Coordinate with Facilities Operations Business Office to ensure all required annual safety training is provided and documented. Ensures the policies of the University, Facilities and Services, as well as safety regulations, are known and observed by all staff. Stay up-to-date on all appropriate safety codes, (OSHA, Life Safety, etc.)
Work management: Using our Computer Maintenance Management System (CMMS), the Trade Facilities Manager will ensure work assignments are prioritized and completed appropriately. This will involve working with Supervisors. Quad Facility Managers, Quad staff and customers to facilitate that work is reported, assigned and completed within the time and funding constraints set by the Assistant Director and Director of Residential Operations.
Ensure supervisor schedules all work within CMMS Infor System and work orders are assigned to employees. Track and monitor all work orders that are being entered into the system and ensure employee's time is being accounted for. Track time and materials to ensure projects are accomplished within allowable performance periods. Establish a preventative maintenance program. Establish and maintain controls to assure that supplies, tools, and equipment are distributed and used properly.
Project management: Responsible for overseeing physical maintenance, rehabs, and correction of specific problems within the facilities. Coordinate effective space use, project prioritization, cost estimates, equipment and manpower needed for projects. Prepare cost estimates for projects, work with outside vendors and select appropriate fixtures as required. Coordinate the development of effective workflow, communication and staff motivation. Work with vendors to obtain the best prices for materials and services. Prioritize work in areas of assignment to ensure work is done in a timely fashion. Liaison with several University departments such as Campus Residences, EH&S, CPDC, University Police; in order to manage the assigned project.
Budget management: Assist the Asst Director of Residential Operations in managing the budget for trade maintenance operations. Track account expenditures, track and report overtime expenditures in relation to overtime budget. Maintain appropriate data and provide status reports to the Assistant Director and Director of Residential Operations. Prepare requisition for supplies and materials, including specifications and justifications. Request quotes from vendors for materials and supplies. Order equipment and supplies and perform other procurement duties as assigned. Follow all State procurement guidelines.
Other duties or projects as assigned as appropriate to rank and departmental mission.
Special Notes: This is a full-time appointment. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.
Essential Position: This has been designated as an essential position based on the duties of the job and the functions performed. Positions that are designated as such may be required to report to work/remain at work even if classes are canceled, and the campus is working on limited operations in an emergency.
***Out-of-State Applicants: Please note as a condition of employment and in order for this position to be tendered, the successful incumbent will be required to provide evidence of a valid license and driving abstract from the state issuing the license within five business days of a conditional offer and must obtain a NYS driver's license within 30 days of acceptance of offer.
In accordance with the New York State Department of Health (DOH) regulation that all hospitals and nursing homes "continuously require all personnel to be fully vaccinated against COVID-19," Candidates who are not already vaccinated must obtain the first dose of the vaccine within three (3) calendar days of acceptance of conditional job offer and must obtain any subsequent doses in accordance with the vaccine protocol. Candidates who are partially vaccinated, but not yet fully vaccinated, must complete their vaccination series within three (3) calendar days of job offer or in accordance with vaccine manufacture protocol, whichever comes later.
The regulation also includes those who may be affiliated with or interact with employees of a hospital or nursing home. The regulation allows for limited exemptions with reasonable accommodations, consistent with applicable law.
Resume/CV and cover letter should be included with the online application.
Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.
If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at (631) 632-6280 or visit OEA .
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Job Number: 2201404
Official Job Title: Assistant Facilities Program Coordinator
Job Field: Administrative & Professional (non-Clinical)
FROM ITS BEGINNINGS A HALF-CENTURY AGO, STONY BROOK UNIVERSITY HAS BEEN CHARACTERIZED by innovation, energy and progress, transforming the lives of people who earn degrees, work and make groundbreaking discoveries here. A dramatic trajectory of growth has turned what was once a small teacher preparation college into an internationally recognized research institution that is changing the world.