Associate Director for Facilities Operations

Job description

Posting Number:


Working Title:

Associate Director for Facilities Operations


Housing Facilities - Admin

About the University of Georgia:

The University of Georgia (UGA), a land-grant and sea-grant university with statewide commitments and responsibilities is the state’s oldest, most comprehensive, and most diversified institution of higher education ( UGA is currently ranked among the top 20 public universities in U.S. News & World Report. The University’s main campus is located in Athens, approximately 65 miles northeast of Atlanta, with extended campuses in Atlanta, Griffin, Gwinnett, and Tifton. UGA was founded in 1785 by the Georgia General Assembly as the first state-chartered University in the country. UGA employs approximately 1,800 full-time instructional faculty and more than 7,600 full-time staff. The University’s enrollment exceeds 36,000 students including over 27,500 undergraduates and over 8,500 graduate and professional students. Academic programs reside in 17 schools and colleges, as well as a medical partnership with Augusta University housed on the UGA Health Sciences Campus in Athens.

About the College/Unit/Department:

University Housing’s mission is to provide comfortable, affordable and secure on-campus housing options in residential communities where the academic success and personal growth of residents are encouraged and supported. University Housing operates as a self-supporting auxiliary unit within the Division of Student Affairs. More than 8,000 students live on campus, where University Housing manages more than 2.8 million square feet of space in 22 residence halls, 20 apartment buildings, four Greek Park houses and 18 buildings on UGA’s nearby Health Sciences Campus. The department employs more than 700 staff members to conduct the operations of a comprehensive and integrated student housing organization.

College/Unit/Department website:

Posting Type:


Retirement Plan:


Employment Type:


Benefits Eligibility:

Benefits Eligible

Full/Part time:

Full Time

Additional Schedule Information:

Monday to Friday, 8am to 5pm. Some after hours and weekend work possible

Advertised Salary:


Posting Date:


Open until filled:


Proposed Starting Date:


Special Instructions to Applicants:

Priority consideration will be given to those who complete the application process by March 8, 2021; however, screening will continue until the position is filled.

Location of Vacancy:

Athens Area

EEO Policy Statement:

The University of Georgia is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ethnicity, age, genetic information, disability, gender identity, sexual orientation or protected veteran status. Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact Central HR ([email protected]).

Classification Title:

Student Affairs Manager



Job Family:

Student Services



Minimum Qualifications:

Requires at least a baccalaureate degree in the field. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications.

Preferred Qualifications:

1.Master’s Degree and 7 years of relevant experience, Bachelor’s Degree and 10 years of relevant experience or career military service with significant leadership and operational responsibilities.
2.Experience directly managing facilities operations, maintenance or building services.
3.Experience with the collegiate residential experience.

Position Summary:

This is an administrative management position responsible for coordinating, planning, organizing, and directing the area residential facilities functions for the Health Sciences Campus and facilities support functions with the facilities unit of University Housing. Support functions include technical trades, work control, administrative support and training support. Technical trades include locksmiths, HVAC technicians and electricians. University Housing facilities consists of 22 residence halls, 39 apartment buildings, four Greek Houses and other facilities dispersed throughout the UGA main and health science campuses. This position provides leadership, supervision and strategic direction to one (1) Maintenance Supervisor, the Facilities Analyst, Warehouse Supervisor, Special Project Coordinator and Administrative Associate. This position shall aid in the development and vision of team and efficiency improvements to serve over 8,000 residents. This includes training and providing career growth to staff, ensuring efficient and accurate communications within the department and ensuring efficient and accurate material, supplies and parts flows into operations.

Knowledge, Skills, Abilities and/or Competencies:

1.Knowledge of strategic thinking, plan development, execution of solutions and leading others.
2.Knowledge of project coordination process including budgeting and accounting, scheduling and scope development.
3.Knowledge of quality control processes associated with facilities management and APPA standards.
4.Knowledge of training programs associated with the standard methods, equipment, materials, tools, and practices of the building services, structural and skilled trades.
5.Knowledge of occupational hazards and safety precautions of building services, structural and skilled trades.
6.Knowledge of Lean principles. Knowledge of Six Sigma concepts.
7.Skills in the use of Microsoft Office Word, Excel, Access. Willing and capable of learning new programs and software as required. Skills in database entry.
8.Skills associated with leadership in identifying improvement opportunities and implementing changes to work flow and other processes.
9.Lead large, multi-faceted staff.
10.Working autonomously, using provided concepts to develop and execute process improvements.
11.Supervising and overseeing the work of others; ensuring proper outcomes of subordinate’s efforts.
12.Maintaining a positive professional relationship with customers, administrators, and colleagues.
13.Overseeing funding associated with assigned projects/tasks.
14.Developing and conducting training programs.
15.Following oral and written instructions.
16.Providing effective written and oral communication.
17.Establishing and maintaining effective working relationships with other university personnel at multiple levels.
18.Skills, knowledge and conducting difficult conversations with subordinates to achieve outcomes balancing the mission of University Housing with human conditions.

Physical Demands:

1. Walk extensively through buildings, walk up stairs, climb ladders, and uneven surfaces.
2. Lift and maneuver over 40 pounds, both assisted and unassisted, occasional work/lift overhead.
3. Communicate verbally and in writing to wide variety of constituent groups via telephone, computer, or in person.
4. Utilize computer technology for all applications in a manner that meets performance expectations.
5. Safely drive GA State vehicles.

Is driving a responsibility of this position?:


Is this a Position of Trust?:


Does this position have operation, access, or control of financial resources?:


Does this position require a P-Card? :


Is having a P-Card an essential function of this position? :


Does this position have direct interaction or care of children under the age of 18 or direct patient care?:


Does this position have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications):


Credit and P-Card policy:

Be advised a credit check will be required for all positions with financial responsibilities. For additional information about the credit check criteria, visit the UGA Credit Background Check website.


Health Sciences Campus (HSC), Key Shop and Technical Trades
1.Supervise the HSC and Technical Trades Supervisor and seven indirect reports (Skilled Craft Worker, Utility Worker, HVAC technicians and Electricians).
2.Supervise the Key Shop Manager and two indirect reports (Locksmiths).
3.Provide leadership and direction to ensure HSC housing facilities are maintained in a manner supporting the departmental mission and purpose.
4.Provide strategic oversight for the technical trades and key shop operations. Ensure processes best utilize talent of each trade and efficiently serve the needs of all facilities within University Housing.
5.Oversee the procurement activities of HSC, the Technical Trades shop and key shop. Ensure proper process is in place for accurate record keeping, requisition activities and fiduciary responsibility.
6.Coordinate with asset planning and projects to develop and implement planned preventive maintenance schedules and activities to insure prolonged usefulness of operating equipment and facilities and to minimize breakdowns within HSC facilities. Plan and budget asset renewals for HSC facilities.
7.Acquire and apply general and thorough knowledge of the condition of HSC facilities to ensure the maintenance staff are effectively directed and supported.

Percentage of time:



Warehousing and Long Term Storage
1.Supervise the warehouse manager and indirect reports (material handler and student workers).
2.Develop and oversee the strategic direction of the departmental warehousing and long-term storage programs. Ensure operations support the departmental mission.
3.Develop processes and operating procedures to develop and deploy an inventory and requisitioning program. Ensure processes support best accounting and auditing practices.
4.Develop and Implement best practices for establishing stocking levels for inventory for the Warehouse and all stocking locations.
5.Ensure requisition activities are in accordance with applicable policies, rules, laws and best practices outline by authority officials, offices and organizations.
6.Develop and oversee the departmental catalog of supplies, parts and materials utilizing a proper balance of acceptable administrative burden versus ease in requisitioning. Develop and oversee processes for adding, deleting and superseding catalog items to ensure supported staff are clear on availability.
7.Oversee the departmental chemical inventory program. Ensure Safety Data Sheets are filed and available for review per applicable rules and laws. Develop and oversee processes for adding, deleting and superseding chemicals to ensure inventory accuracy.
8.Ensure long-term storage operations are value driven. Ensure anything stored has a future purpose or is awaiting disposition. Develop review procedures with decision-makers to promote proper disposition of long-term stored items.
9.Coordinate with departmental project staff and frontline supervision the receiving and distribution of departmentally purchased project materials.

Percentage of time:



Work Control, Business Platform Management and Internal Communications
1.Supervise the administrative associate, facilities analyst and indirect reports (student workers).
2.Develop and oversee the strategic direction of work control and internal communications within the Facilities Unit. Ensure rapid and effective response to customer driven requests.
3.Ensure the efficient collection and proper dissemination of information and data from other units with University Housing.
4.Ensure rapid and effective response to customer driven requests. Develop and oversee customer service tools and platforms used to interact with residents and departmental staff.
5.Oversee the departmental inventory of hazardous building products. Assess and abate risk for exposure to hazardous building products.
6.Provides administrative oversight of established facility manuals and programs including Asbestos Operations and Maintenance Manual, Fire Watch Manual, Equipment Safety Manuals, Work place Safety, Risk Management, etc.
7.Develop, edit and oversee the dissemination (training and assessment) of operating procedures executed by the facilities unit. Ensure processes within the unit support Lean concepts for efficiency, accuracy and built-in quality assurance.
8.Develop and manage the vehicle fleet program for the department. Ensure documentation of required State of Georgia information, maintenance/repair/service logs and oversee replacement activities.
9.Ensure alignment of administrative support functions within the Facilities Unit with unit leadership needs.
10.Develop and oversee the Facilities Unit personnel uniform program. Ensure adherence to departmental policies surrounding uniforms and participate in policy reviews when necessary.
11.Aid the Director of Facilities in budgeting exercises.
12.Develop and execute general communications within the unit. Ensure communications relay proper information in a timely and responsible manner.
13.Conduct necessary assessments to ensure staff remain well informed and maintain a sense of community and belonging within the department.

Percentage of time:



Other Tasks
1.Supervise the Special Projects Coordinator. Develop and oversee improvement projects throughout the facilities unit. Ensure the overall results meet the needs of the unit and department.
2.Encourages subordinates to take greater personal responsibility for their areas, thereby improving their professional standing.
3.Support the professional development of staff.
4.Effectively recruit, train, and administer staffing requirements.
5.Delegate and hold staff responsible for satisfactory performance of assignments and responsibilities.
6.Manage employee relations and response to grievance issues.
7.Participate in the annual Plant Fund planning for expenditures necessary to accomplish the goals of this position.
8.Ensure the charges to and expenditures from the Housing Facilities accounts are appropriate and accurate.
9.Performs related work as required based on duties consistent with the purpose of the position.

Percentage of time:





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Job No:
Posted: 2/10/2021
Application Due: 5/11/2021
Work Type: Full Time