Director of Work Management

Apr 12, 2017
Executive Administration Jobs
C-Level & Executive Directors
Institution Type
Four-Year Institution
About The Unit: The Director of Work Management is responsible for establishing strategic work flow processes, structure, and standards, monitoring and improving work management, and providing Work (Call) Center, Materials Management, CMMS application and PM Planning for Facilities Services. Reporting to the AVP of Operations in Facilities Services (FS), the Director of Work Management (DWM) performs skilled duties focused on processes that provide the efficient and effective management of corrective and preventative maintenance activities, utilizing the Maximo Computerized Maintenance Management System (Maximo). As part of process planning, the DWM helps define Roles and Responsibilities. The DWM ensures planning and scheduling processes are implemented to reduce costly corrective work, increase proactive preventative work and provide efficient deployment of resources. The DWM works with key stakeholders to define and implement work standards and rules to improve the function of maintenance and facilitate consistent performance, utilizing joint consideration of priority, asset work type, and the knowledge of subject matter specialists. DWM ensures that work is identified and characterized in Maximo to facilitate reporting. The DWM establishes effective, efficient and detailed preventative maintenance standards in Maximo that increase equipment reliability. The DWM also focuses on the development and proper application of predictive maintenance activities and the support of work Safety best practices. The DWM monitors work activities through Maximo and provides analyses and reports for FS units and executive management. The DWM works with other units to establish Key Performance Indicators and utilizes these KPI's as the basis of reporting. The DWM utilizes this information to develop and implement continuous improvements to processes and standards. The DWM will develop quality control methodologies and reports. The DWM manages the Maintenance Programs Services group in the implementation of work control, standards and provision of materials for Facilities Services units. The DWM directly supervises and coordinates two Professional Engineers and [the Building Automation Systems Unit] and ensures quality, balanced and properly prioritized services are provided to Maintenance, Utilities, Sustainability, and Capital Project Delivery units of FS and aligned with Facilities Services management and organizational goals. The DWM helps ensure that environmental sustainability initiatives are integrated into all FS Operations and is integral in ensuring customer service and other FS management support functions are met. The DWM assists other managers, supervisors and FS leadership, as needed, and adheres to all safety practices and procedures.

Unit Job Summary: - Directly manage and coordinate a team comprised of the Maintenance Programs Services unit, Engineering, and Building Automation Systems. Assign and monitor work in progress and completed for quality and timeliness utilizing process-based KPIs established. In coordination with the AVP of Operations, assist in hiring and providing performance reviews and associated training plans based on annual skills assessment for staff. Monitor and enforce attendance and employee conduct policies in a consistent manner. Establish personal and organizational KPI's and goals, and promote interaction of key elements. Evaluate staff for work completion, productivity, goal achievement and customer service. Administer awards and recognition program based on established KPIs. Manage operating budget of the unit. Comply with all accountability measures defined by the AVP of Operations. - Provide process planning and leadership for work management process definition, improvement and implementation to serve FS units. Utilize engineering and work management principles and stakeholder input to provide process planning and mapping, with associated identification of Roles and Responsibilities integrated with KPI's and Maximo functions. Utilize best practices to develop, implement and promote processes and work rules that establish consistent use of rules for priority, status, work identification and characterization to improve work management and efficiency. Lead the deployment of planning and scheduling where applicable. Leverage engineering and best practices to improve Planned Maintenance practices, establish quality and achieve maintenance performance KPI's. Determine and implement goals to improve practices and training to help form an organization utilizing predictive maintenance and Reliability Centered Maintenance principles. - Monitor work activities and provide leadership, direction and definition for work activity reporting and analysis. Utilizing Maximo, support staff and IT, provide KPI-based reports on a regular basis that will serve FS staff and leadership in determining status, performance, work loading and desired improvements. Provide reports that identify not only first level performance, but program success. Utilizing report facts, provide analysis to respond to performance or planning questions, or make desired recommendations on changes. - Manage, through the Assistant Director of Maintenance Programs, the Inventory and Material Management group. Monitor and ensure efficient inventory, procurement, and distribution practices are established and implemented, and stakeholders' needs are met. - Provide direct support to the AVP of Operations in the development of annual business and budget plan. - Perform other related duties as required to assist the AVP of Operations.

Unit Education: Bachelor's degree in engineering, business or a related field or equivalent combination of education and relevant industry experience required. Advanced degree in engineering, business or a related field preferred.

Unit Experience: Minimum of 10 years of relevant experience in complex higher education or similar facilities required Minimum of 8 years of experience managing facilities operations or engineering required Minimum of 8 years of supervisory experience required

Unit Job Function Competencies: Demonstrated strategic leadership skills required Demonstrated ability to supervise, train and evaluate the work of others required Knowledge of facilities engineering, maintenance optimization and work management principles required. Ability to manage multiple projects simultaneously, set priorities and meet deadlines required Demonstrated working knowledge of Building Automation Systems is required, engineering competence is preferred. Budget management skills required Knowledge of relevant building systems and maintenance techniques required Ability to read and interpret documents such as design drawings, safety guidelines, operating and maintenance instructions and procedural manuals required Demonstrated ability to use independent judgment, set priorities and analyze complex factors to innovatively solve problems, think strategically, plan, negotiate and persuade. Decision making skills required Organizational skills required Verbal and written communication skills required Customer service skills required Ability to work independently with a high degree of initiative and collectively as part of a team required Demonstrated computer literacy in Windows environments including MS Word, Excel and Outlook required. Knowledge of CMMS, preferably IBM Maximo, is required Must have a valid IL driver's license and successfully complete the University's Motor Vehicle Records background check process is required. Respond promptly by phone or in person as appropriate to emergency situations and therefore must be available 24/7 required Must have a valid IL driver's license and successfully complete the University's Motor Vehicle Records background check process is required

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