Assistant Manager for Building Maintenance

Stony Brook, NY
Apr 01, 2017
Institution Type
Four-Year Institution
Job Description

Assistant Manager for Building Maintenance-1700389

Required Qualifications (as evidenced by an attached resume):

Bachelor's Degree. In lieu of a Bachelor’s Degree, four years of experience or a combination of education and/or experience totaling four years may be considered. Three years of professional experience related to structural trades and/or building construction within a University or similar facility, to include two years of supervisory experience. A working knowledge of carpentry, electrical, HVAC, plumbing and paint trades. Ability to read, develop and interpret plans, technical manuals, diagrams, architectural blueprints and specifications used in building, mechanical, and electrical trades. Knowledge of NYS building and safety codes and accepted industry/trade standards. Highly proficient, professional experience in word processing, spreadsheet management, electronic messaging and internet applications (Microsoft Word, Excel, PowerPoint, Google Apps, etc...). 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:

Five years of personal hands-on trades experience.

Brief Description of Duties:

The Assistant Manager for Building Maintenance will be responsible for the day-to-day maintenance, cleaning, renovation, and required projects for an assigned group of student residence buildings. The incumbent has oversight of Maintenance Supervisors, Custodial Supervisors, contractors and temporary staff in an assigned area and must coordinate the use of this staff with other Assistant Facilities Program Coordinators to ensure the timely completion of projects/repairs/cleaning. Using reports generated from a computerized maintenance system (CMMS) and through close coordination with the Residential Programs staff, the selected candidate will be responsible for developing strategic plans to implement the Division of Campus Residences goals. This includes the development, review and analysis of plans, making decisions on space allocation, and the preparation of cost estimates and purchasing requirements. The incumbent will be a member of a team that is responsible for ensuring customer satisfaction. Responsibilities also include implementation of training programs that will ensure maintenance and custodial staff provide efficient and effective service delivery to our residents. The selected candidate will have outstanding written, verbal, and interpersonal communication skills. They must also possess both excellent customer service skills and experience interacting with individuals at various levels within an institution.

The selected candidate will be responsible for the following:

Manage supervisory maintenance and custodial personnel, contract labor and temporary personnel in the general maintenance, repair, renovation, modification and cleaning of the University residential buildings. Develop, provide and critique training programs to meet the needs of the entire operations workforce. Establish accepted tasking routines for both maintenance and custodial staff, and ensure proper procedures are followed per industry and university standards. Coordinate shared labor resources between Facility Managers to ensure proper staffing levels, coverage and service response is maintained throughout Facility Zones. Using a CMMS (computerized maintenance management software), the incumbent will ensure work assignments are prioritized and completed appropriately. This will involve working with the Maintenance and Custodial Supervisors and Quad Directors to facilitate that work is reported, assigned and completed within the time and funding constraints set by the Associate Director/Director. Track time and materials to ensure projects are accomplished within allowable performance periods. Establish and maintain controls to assure that supplies/tools/equipment are distributed and used properly within buildings for both Maintenance and Custodial staff. Track and report overtime expenditures in relation to overtime budget. Maintain appropriate data and provide on-going status briefing to both the Assistant Director along with appropriate team members. Recommend disciplinary actions to Associate Director of Operations, and attend labor management meetings as needed. Responsible for developing and reviewing plans for new residential facilities and renovations/repairs campus-wide. Coordinate effective space use, project prioritization, cost estimates, equipment and man power needed for projects. Working with the purchasing area as well as outside vendors, prepares cost estimates and selects appropriate fixtures as required. Coordinate the development of effective work flow, communication and staff motivation. Assess service delivery in order to ensure that the maintenance area effectively supports the Division of Campus Residences’ goals as set by senior staff. Analyze reports generated by Quad Office in an effort to strategically plan and audit existing workflow. Analyze facilities needs and recommend areas where improvement can be made. The incumbent will be part of a team responsible for setting goals and reviewing service delivery. Inspect work in progress/completed, to ensure compliance with schedules, cost, building and safety codes and accepted industry/trade standards to ensure the needs of the residential population are met in a safe and structurally sound manner. Responsible for emergency response and coordination in critical situations (on a rotational basis and as deemed necessary by operational needs). Responsible for implementing and conducting appropriate training for assigned maintenance employees. These programs will be designed to develop work standards, standard methods and use of materials, implement use of new methods, systems and materials, train and orient personnel to perform effectively and safely. Responsible to ensure that employees receive management and trade training as provided by State and Campus agencies and ensures that this training is properly documented. Maintain a functional awareness of the typical hazards of the work place as well as special hazards that may occur and follows established procedures for dealing with such potentials hazards. Has a full knowledge of appropriate health care regulations (OSHA, Life Safety, etc.). Responsible for facilities access for outside contractors and temporary personnel working within assigned area ensuring that access is terminated when appropriate. Must coordinate and ensure that contractor work is done correctly and within building codes. Will monitor contractors’ performance and report to the Assistant Director. Prepare performance programs and evaluations for assigned personnel as well as take the appropriate steps prescribed for instances of disciple and grievances. Will assign work and hold employees responsible for satisfactory performance of assignments. Administers applicable union/labor agreements and grievances, control and schedule planned time off and monitor all unplanned time for staff to ensure adequate coverage. Other duties or projects as assigned as appropriate to rank and departmental mission. Special Notes:

This is a full time appointment. Monday through Friday, 8:00 a.m. to 4:30 p.m. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.

***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.

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor’s Office of Employee Relations at (518) 474-6988 or via email at

Stony Brook University is 100% tobacco-free as of January 1, 2016. See our policy and learn more at

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 are required to report to work/remain at work even if classes are cancelled, and the campus is working on limited operations in an emergency.

About Stony Brook:

Stony Brook University, home to many highly ranked graduate research programs, is located 60 miles from New York City on Long Island's scenic North Shore. Our 1,100-acre campus is home to 24,000 undergraduate, graduate, and doctoral students and more than 13,500 faculty and staff. SBU is a comprehensive research-intensive university and a member of the prestigious Association of American Universities (AAU), which includes 34 public universities among its 62 members. SBU consists of 12 schools and colleges and a teaching hospital that provides state-of-the-art healthcare in the Long Island region. SBU also manages and performs joint research with Brookhaven National Laboratory, the only Department of Energy Laboratory in the Northeast, and shares doctoral programs with Cold Spring Harbor Laboratory, a world-renowned molecular biology institute. Home to the Emerson String Quartet, the Jackson Pollack House in East Hampton, New York, the Humanities Institute, and the Southampton Arts Program, and with endeavors that extend to the Turkana Basin Institute in Kenya and the Ranomafana National Park in Madagascar, SBU sustains an international reputation that cuts across the arts, humanities, social sciences, and natural sciences.

Stony Brook University is an Affirmative Action/Equal Opportunity employer. We encourage protected veterans, individuals with disabilities, women and minorities to apply.

If you need a disability related accommodation, please call the University Human Resource Services Department at (631) 632- 6161 or the University Hospital Human Resources Department at (631) 444-4700. In accordance with the Title II Crime Awareness and Security Act, a copy of our crime statistics is available upon request by calling (631) 632- 6350. It can also be viewed on line at the University Police website at

Official Job Title: Assistant Facilities Program Coordinator
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: Campus Residences/Residential Operations-Stony Brook University
Schedule: Full-time Day Shift 8:00 a.m. - 4:30 p.m.Campus Residences/Residential Operations-Stony Brook University
Posting Start Date: Mar 31, 2017
Posting End Date: Apr 30, 2017, 10:59:00 PM
Salary: Commensurate with experience.
Salary Grade: SL3


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