Facilities Services Operations Manager

Apr 18, 2017
Institution Type
Community College

Facilities Services Operations Manager
Portland Community College

Job Summary
Under the direction of the Department Director manages the day-to-day operations of grounds and building maintenance activities. Participates in the development, recommendation, and administration of policies, procedures and processes in support of departmental operations. Responds to inquiries and requests for service from internal College departments and supervises administrative services paraprofessionals and technical/support staff. The Facilities Services (FS) Manager also schedules, assigns, reviews, and supervises the work of all employees in Facilities Services representing a variety of work skills necessary for the maintenance and repair of the PCC's facilities, buildings, grounds, custodial and equipment; participates in the design, review, and planning of new construction and remodeling projects; and does related work as required. May serve as alternate to the FMS Director in his/her absence.

PCC offers a comprehensive benefit package designed to provide employees and their families, including domestic partners, with a access to a broad range of benefit options. Includes Health, Dental, and Vision options, Group Life, Auto and Home Insurance. Retirement and tax deferred 403B plans.

Paid Leave:
14.67 hours of Vacation leave per month
1 day of Sick Leave per month
11 Holidays
3 additional Personal Leave days per year

Additionally, PCC provides a tuition waiver for you, your spouse/domestic partner, and children under 24 years of age, as well as tuition reimbursement for full-time employees at other accredited institutions.

- Plans, organizes, maintains, and manages the operations and reliability of College facilities and general infrastructure systems. Establishes and monitors preventative maintenance processes and programs and facility inspection processes for on-going review of maintenance work by agencies having jurisdiction.
- Supervises administrative services skilled and technical/support staff. Hires, evaluates, trains, disciplines and recommends dismissal of staff as necessary.
- Develops, recommends, and administers policies, procedures, and processes in support of grounds and building maintenance operations; implements and monitors compliance with approved policies, procedures, and processes.
- Administers procurement and fiscal management activities associated with building and grounds maintenance activities, which may include: RFPs, and contracts for custodial, grounds and maintenance related work to acquire trades and professional assistance; monitoring spending on project and cost account basis; recommending and implementing corrective spending plans; reviewing and authorizing purchase orders; administering contracts; obtaining price quotes and bids; purchasing and approving employee purchases; ensuring compliance with college and public purchasing rules; and/or, performing other related activities.
- Trouble-shoots and responds to after-hour issues as needed regarding the operational aspects of the facilities such as HVAC issues, fire alarm malfunctions, electrical outages, water leaks, etc.
- Monitors the safety and accessibility of the College and its facilities. Serves as the point of contact for the department for code (e.g. ADA) compliance issues, accessibility improvement projects, and/or other code related issues.
- Updates and maintains list of District facilities equipment, including life-cycle and replacement costs.
- Monitors and oversees the work of external contractors to ensure terms of agreements are met and work is completed satisfactorily.
- Participates in the development and administration of grounds and building maintenance budget; coordinates the allocation of resources following budget approval; recommends approval of expenditures.
- Collects and analyzes a variety of complex data and information, including utility costs and usage. Performs statistical analysis and summarizes findings in applicable reports or other communication mediums.
- Participates in/on a variety of meetings, committees (including chairing), task forces, and/or other related groups to communicate information regarding services, programs, areas of opportunity, and/or other pertinent information as appropriate.
- Serves as a liaison with other departments within the College, the community, and external agencies in order to provide information on available resources, projects, and/or services.
- Positions in this classification may perform all or some of the responsibilities above and all positions perform other related duties as assigned.

Minimum Qualifications
In the online application's Education/Employment History sections, include jobs, duties, and dates that support all of the following qualifications. The information on the resume/cover letter will not substitute for the completed application.

Bachelor's Degree Facilities Management, Engineering, Architecture, Administration or a related building construction field (relevant experience may substitute for the degree requirement on a year-for-year basis).

Five years progressively responsible, professional custodial, grounds, and maintenance experience, including two years of public institution supervisory experience.


Knowledge of:

Supervisory principles;
Facilities maintenance principles and practices;
Contract management principles and practices;
Applicable Federal, State, and local laws, rules, regulations, codes, and/or statutes;
Budgeting principles and practices;
Procurement principles and practices;
Project management principles;
Preventative maintenance principles and practices.
Industry Best Practices;
Continuous Quality Improvement Principles;
Sustainability in Facilities Management.

Skills in:

Supervising subordinate staff;
Managing complex, multi-discipline projects involving multiple locations;
Interpreting and applying applicable laws, rules, and regulations;
Working with diverse academic, cultural and ethnic backgrounds of community college students and staff;
Managing contracts;
Mediating conflict;
Conducting negotiations;
Working in a union environment;
Data driven reporting and planning for budgeting;
Presenting to a large and diverse audience;
Developing, recommending, implementing, and monitoring policies, procedures, and work flow;
Utilizing computer technology used for communication, data gathering and reporting;
Communicating effectively through oral and written mediums

Ability to:

Analyze problems, identify alternative solutions, project consequences of proposed actions, and make recommendations in support of goals;
Read and interpret construction plans, specifications, drawings, maps, and/or other related technical documents;
Design and develop program plans in assigned area of responsibility;
Analyzing processes and making recommendations for improvement;
Coordinating activities with other internal departments, the community, and/or external agencies;
Prepare a variety of reports related to operational activities, including statistical analysis;


Work is generally performed in both an office environment and an outdoor environment, with frequent interruptions and irregularities in the work schedule. This position requires regular visits and meetings at all PCC teaching sites across the district. Frequent walking, standing, climbing, lifting, stooping, or carrying of equipment and materials may be required. Incumbents may be required to lift and carry up to 25 pounds. Incumbent may be exposed to extreme temperatures, close quarter situations, high and precarious places, moving mechanical parts, and vibrations.

Special/Preferred Qualifications:

Preference will be given to applicants with additional education beyond the minimum qualifications.

Recent five (5) years successful experience working at a management level in higher education or public institution setting.

Demonstrated success in managing a team of Custodial, Grounds, and Maintenance managers, and technical and administrative professionals in a higher education or public institution setting.

Experience creating and sustaining a culture of operations-maintenance teamwork and effective, efficient quality of service in a complex and/or large organization, preferably in a higher education or public institution setting.

Recent experience at a higher education or public institution successfully planning and implementing budgets, professional development plan, best practices, and improving customer satisfaction.

Strong communication skills, both verbal and written, with demonstrated ability to communicate and work cooperatively with a large college community on all levels and backgrounds including diverse academic, cultural, and ethnic backgrounds of students, faculty and staff.

Demonstrated knowledge in applicable local, state, federal laws, regulations, guidelines and standards regarding facilities operations.

Recent experience in successfully creating and implementing clear written policies and procedures in facilities operations for a similar size organization. Proven experience leading organizations and their stakeholders through process change initiatives.

Strong demonstrated presentation skills, and ability to provide comprehensive communication/training to a wide variety of audiences with varying skill levels.

Demonstrated success designing and implementing "green/sustainable" facilities operational procedures and processes.

Demonstrated experience working with and understanding Energy Management principles, Environmental Health and Safety and Emergency Management Principles (e.g. National Incident Management System, Incident Command System).

Board Certification, such as: CEFP, CFP, PE.

For full application instructions and position description, visit http://pa181.peopleadmin.com/applicants/Central?quickFind=55743


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