Facilities Management Specialist (5194U) - FUNG Institute About Berkeley

At the University of California, Berkeley, we are committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome and included. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.

The University of California, Berkeley, is one of the world's leading institutions of higher education, distinguished by its combination of internationally recognized academic and research excellence; the transformative opportunity it provides to a large and diverse student body; its public mission and commitment to equity and social justice; and its roots in the California experience, animated by such values as innovation, questioning the status quo, and respect for the environment and nature. Since its founding in 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world.

We are looking for equity-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community. When you join the team at Berkeley, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, staff, students and community partners. In deciding whether to apply for a position at Berkeley, you are strongly encouraged to consider whether your values align with our Guiding Values and Principles, our Principles of Community, and our Strategic Plan.

Departmental Overview

The Coleman Fung Institute for Engineering Leadership (Fung Institute) is headquartered at UC Berkeley's College of Engineering. Our mission is to shape generations of technical leaders to innovate across boundaries. The Fung Institute achieves its mission through teaching, research, and service activities. The Institute is home to the Berkeley Master of Engineering (MEng) program and undergraduate Fung Fellowship program together serving nearly 700 students. As staff of the Fung Institute, we are committed to: serving students first, helping each other succeed, having a growth mindset, speaking-up, inclusion, and accountability. We are looking for inclusive-minded applicants who demonstrate a sensitivity to and understanding of the diversity of our student population and communities. Our team is an innovative and equity-focused community striving to expand access in higher education, innovation, and technology for all.

The Facilities Mgt Specialist 2, reports directly to the Director of Operations and Finance. The incumbent will serve as Facilities Reservation System Coordinator, and Building Safety Coordinator for assigned Fung Institute facilities. This position involves the management, long-range planning, organization, coordination, oversight and/or performance of multiple operational activities and services for assigned facilities, including space planning, general maintenance, call center triage and tracking of repair services, move planning and coordination, development of procedures, policies and communications related to infrastructure and safety.

This position is part of a high performing team culture informed by the Fung Institute's guiding principles, https://funginstitute.berkeley.edu/about-us/our-people/staff/ and Berkeley's Operating Principles, https://hr.berkeley.edu/performance/operating-principles

Application Review Date

The First Review Date for this job is: Open Until Filled

Responsibilities

40% Facilities Services and Capital Projects:

Acts as representative for the Fung Institute in facilities related meetings with COE, Pacific School of Religion (PSR) and Church of Divinity School of Pacific (CDSP). Teams with facilities managers from other CoE campus and Richmond Field Station facilities to insure the highest level of service .

Works with onsite contractors and other vendors to coordinate work schedules, facilitate emergency access, and track progress of work. Coordinates, monitors and tracks all maintenance, custodial, grounds, and other service requests by Physical Plant Campus Services as well as other outside vendors or organizations for assigned facilities, including tracking completion of maintenance work and the ongoing status of individual service requests.

May assist with review of facility project drawings or plans and reports building need compliance, errors or omissions to management, campus personnel, and outside contractors.

Works with management to coordinate and manage capital improvement projects with Capital Projects and actively participates on committees and/or meetings concerning capital improvements to departmental facilities.

Acts as liaison between the Fung Institute and PSR and CDSP, including requests for facility services between PPCS and departments or unit in assigned area(s).

Assist with project bid proposals and small-scale department renovation projects.

Oversee and maintain online reservation system; schedules and coordinates the special use request for all Fung Institute facilities and spaces.

Advises, guides and instructs stakeholders on room reservations and event planning logistics. Collaborate with UC movers, ETS, UCPD, and other campus entities to assist with institute events.

Oversee maintenance and operations of Fung conference room facilities.

Coordinates and carries out department signage and display needs.

20% Building Services and Safety Coordinator

Acts as Building Coordinator for campus emergency/ disaster preparedness for assigned venues, serves as the communication liaison between campus service agencies and building occupants, and prepares building response plans and coordinates education and planning in this area for all building occupants.

Act as first point of contact for assigned facilities on safety matters. Serve as liaison with various campus offices such as Physical Plant, Office of Emergency Preparedness, Environmental Health & Safety, and UC Police Department. Report Mudd and Shires Hall maintenance problems to appropriate campus or local offices (custodians, lock shop, etc.). Follow through and notify building occupants of actions and proposed actions. Attend campus building coordinator and safety meetings and workshops. Maintain up-to-date Building Emergency Plan (BEP), and Illness and Injury Prevention Plan (IIPP), evacuation plans, signage, and first aid kits. Provide training for new and ongoing employees in BEP, IIPP, and related matters. Organize and lead safety committee meetings on a regular basis.

Conducts regular periodic rounds to inspect specified areas of concerns for security, fire and accident hazards and takes appropriate action as required, including reporting infractions of fire and building codes, building rules and other building irregularities to management.
For assigned facilities, responsible for compliance with OSHA/EH&S regulations regarding state and campus policies and procedures, and works to implement safety and emergency preparedness policies and procedures with staff, including maintaining first aid supplies, fire extinguishers and other safety equipment.

20% Key/cardkey Access Controller:

Serve as the “Access Key Controller" for assigned facilities, maintaining accurate records of all access control activities, ensuring appropriate authority prior to issuing keys, ordering replacement keys as needed, recovering department keys from departing personnel, reporting any failure to recover access control keys to department management, and securely storing unassigned keys in the department's UCPD-approved cabinets.

As a key and card/key access controller for assigned Fung buildings, the incumbent oversees all aspects of processes, policies, and procedures such as ordering and distributing keys, maintaining inventory, and record keeping. Enters cardkey access information for all necessary stakeholders.

Advise, guide and instruct individuals approved for access to all Fung facilities in the areas of access codes, report generation, monitoring accesses, programming schedules for auto lock doors and elevators, and resolves access control issues.

15% Administrative Operations:

Coordinate business processes for the Fung Institute as related to its facilities needs

Devise, implement and recommend improved or new processes to the Director of Operations and Finance.

Oversee procurement of goods and services related to facilities needs of institute including but not limited to printer, computers, AV equipment and supplies, etc.

Assist on onboarding new staff including the purchase of equipment, space assignments, keys, access, etc.

Act as liaison between staff and campus for troubleshooting on computers, network, IT, phone, and Zoom related issues.

5% Professional development

Required Qualifications

**This is a one-year, full-time contract**

• Bachelor's degree in related area and / or equivalent experience / training.
• Proficient experience with Microsoft Office Suite ( incl: Word, Excel & Power Point).
• Two - five years experience with practices and procedures relating to facility maintenance.
• Two - three years experience in practices and procedures related to safety and emergency preparedness.
• Skills to work under pressure of deadlines in a stressful environment.
• Working organizational skills to work on multiple projects with competing deadlines, to establish goals and work load priorities, and to meet project deadlines within budget and time constraints.
• Written communication skills to prepare a variety of correspondence, reports, policies and procedures, and training documents.
• Strong Active listening, interpersonal communication and problem-solving skills to effectively resolve questions, concerns, issues or problems in a diplomatic manner.
• Demonstrated ability to work with a broad range of individuals at all organizational levels to ensure cooperative and productive working relationships.
• Skills to work independently and as part of a team.

Preferred Qualifications

• Written communication skills to prepare a variety of correspondence, reports, policies and procedures, and training documents.
• Skills to work under pressure of deadlines in a stressful environment.
• Active listening, interpersonal communication and problem-solving skills to effectively resolve questions, concerns, issues or problems and ensure cooperative and productive working relationships.
• Skills to work independently and as part of a team.
• Working organizational skills to work on multiple projects with competing deadlines, to establish goals and work load priorities, and to meet project deadlines within budget and time constraints.
• Working knowledge of practices and procedures of safety and emergency preparedness.

Salary & Benefits

For information on the comprehensive benefits package offered by the University visit:

https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html

*Starting salary commensurate with experience.

*This is a one-year contract position. Contract positions may be extended based on operational demand. Contract positions are eligible to participate in the health and welfare programs offered by UC Berkeley.

Conviction History Background

This is a designated position requiring fingerprinting and a background check due to the nature of the job responsibilities. Berkeley does hire people with conviction histories and reviews information received in the context of the job responsibilities. The University reserves the right to make employment contingent upon successful completion of the background check.

Equal Employment Opportunity

The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status. For more information about your rights as an applicant see:

https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf
For the complete University of California nondiscrimination and affirmative action policy see:
http://policy.ucop.edu/doc/4000376/NondiscrimAffirmAct



To apply, visit https://careerspub.universityofcalifornia.edu/psp/ucb/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=21&JobOpeningId=25787&PostingSeq=1





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