Assistant Director, Housing Maintenance Operations, Physical Plant

FAC SUPV 2 (006957)

UCPath Position ID: 40052496

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1115083

Approved Date:

1/27/2025 3:27:01 PM

Date Last Edited:

1/27/2025 3:26:57 PM

Last Action Effective Date:

5/25/2016

Organization Details

Business Unit (Location):

LACMP

Organization Code:

5000O

Organization:

ADMINISTRATIVE VICE CHANCELLOR

Division Code:

5901D

Division:

ADMINISTRATION

Department:

317000 - ON CAMPUS HOUSING

Position Details

UCPath Position Number:

40052496

Position Description ID

170943

UC Payroll Title:

FAC SUPV 2 (006957)

Business Title:

Assistant Director, Housing Maintenance Operations, Physical Plant

Personnel Program

Management and Senior Professional (MSP)

Salary Grade:

Grade 24

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

C: Supervisor - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40265020

Reports to Payroll Title:

FAC MGR 1

UCPath Department Head Position Number:

40058377

Department Head Payroll Title:

FAC PROJECT MGR 2

GENERAL DIRECTION - Indicates that the incumbent receives guidance in terms of broad goals and overall objectives and is responsible for establishing the methods to attain them. Generally the incumbent is in charge of an area of work, and typically formulates policy for this area but does not necessarily have final authority for approving policy.

5198

FAC SUPV 1

1

4554

SKLD CRAFTS TRADES SUPV 1

2

8087

FOOD SVC MECH LD

1

7990

LANDSCAPE GROUNDS SUPV 1

2

8201

FOOD SVC MECH

11

8133

GROUNDSKEEPER

20

8088

FOOD SVC MECH ASST

3

8134

GROUNDS EQUIP OPR

10

8132

GROUNDSKEEPER LD

4

8102

IRRIGATION MECH

3

8217

FAC MECH

8

8138

ELECTRN

7

8137

ELECTRN LD

2

POSITION SUMMARY

The Assistant Director, Housing Maintenance Operations will oversee a wide range of duties primarily involving the maintenance and upkeep of the buildings, grounds, infrastructure, and related systems, for Housing & Hospitality facilities located primarily at both On-Campus Housing and University Apartments.  Will manage supervisory, administrative, human resource, financial, purchasing, inventory, and project management duties for the department in general or for specific facilities as described above.  The overall scope of this position will include, currently 12,000 resident bed spaces, 7.5 million GSF of building space, $17 million operating budget,  $10 million capital improvement (major maintenance) budget, and a labor force of 40.  All work is performed within budgetary perimeters and in compliance with all departmental and University guidelines.  Incumbent shall independently prioritize and follow through on all assignments with minimal supervision.  Incumbent shall be responsible for rapidly changing priorities, and additional projects as assigned, and shall give special consideration to completing all duties within a framework that provides a high level of customer service to all residential students, guests, and faculty members.

At UCLA Housing & Hospitality (H&H), you become part of UCLA's tradition of excellence by providing quality housing, dining, and hospitality services to student-residents, faculty, staff, and campus visitors. We believe there's more to a job than simply being employed. In addition to competitive salaries and comprehensive benefits and retirement plans, H&H team members enjoy significant opportunities for professional and personal growth in a supportive work environment. No matter what your role, you will join more than 2,600+ H&H team members who understand that our motto Hospitality First! means that a warm, gracious attitude makes a difference in the lives of the people we serve.

PERSONNEL AND ORGANIZATION MANAGEMENT & SUPERVISION

Recruit, Hire, train, supervise and evaluate Housing Maintenance personnel according to University Personnel Policies. Annually, or as required, update job descriptions ensuring adequate written job standards for each employee in compliance with University classification guidelines. Periodically review distribution of employee's workload and evaluate demonstrated ability to meet work standards. Encourage and enroll employees in training sessions, seminars, workshops, etc. that will assist them in meeting work standards or enable them to qualify for advancement opportunities. Follow University progressive disciplinary procedures and union guidelines whenever counseling or discipline is warranted. Manage work productivity and evaluate quality of work from outside contractors to ensure compliance with University and Departmental guidelines. Provide leadership and information in a professional manner. Evaluate employee skill levels and provide assistance and on the job training to improve work skills and competencies. Set fair and attainable performance standards, regularly evaluate performance and provide constructive feedback, and take appropriate corrective action on performance issues. Evaluate employee climate surveys and create a suitable action plan to continually improve the morale of the staff and the general environment in the department. Use various motivation methods to increase and sustain employee productivity and satisfaction. Routinely meet with department managers and supervisors to inform them of facilities issues, concerns, costs, etc. to ensure efficient operations management teamwork. 

20%

FINANCIAL MANAGEMENT AND ADMINISTRATION

Develop, present for approval, and implement annual departmental operating budgets. Review departmental purchases, billings, invoices, and project payment draws to ensure compliance with contractual and departmental operating guidelines. Develop, present for approval, and implement annual major maintenance budget for renovations and capital improvement programs. Monitor and control major maintenance operating expenses. Develop and administer purchase or service agreements arranged through campus Purchasing, Capital Programs and/or Campus Facilities, including FSR's and blanket agreements. Monitor allocated maintenance and direct maintenance expenditures by reconciling monthly payroll ledger and detail general ledgers. Ensure that all accounts operate within annual budgetary limits and that all budgetary/expenditure processes are completed within University procedures and guidelines. Develop and implement management systems for the planning and monitoring of financial progress of projects. Utilize systems analysis techniques and computer systems. Advise on controlling costs. Oversee departmental storeroom and parts inventory operations. Ensure adherence to all University guidelines involving purchasing, storage, maintenance and repair of all materials, parts, tools, and departmental equipment.

20%

PHYSICAL PLANT MAINTENANCE

Mitigate deferred maintenance in the housing complexes and future buildings, through on-going inspections and comprehensive preventive maintenance programs. Establish an adequate labor force and appropriate level of supplies and equipment to maintain all housing facilities and complexes.  Review work schedules ensuring routine work orders and projects are completed in a timely, cost effective manner, which meets or exceeds productivity and quality standards, and which is in accordance with union rules and university regulations. Develop, implement, review, and enforce work procedures and work product, to insure that they comply with all governmental regulations and established standards including university standards, OSHA and safety codes, and building codes. Insure that all work is completed with consideration for the resident's convenience, privacy, and welfare. Represent Housing Maintenance with Campus Facilities and outside contractors providing maintenance and project services to Housing Maintenance. Assist the Director in maintaining a comprehensive five-year major maintenance plan with cost estimates and projects listed in priority according to the following categories: safety and code corrections, facility improvements, equipment and furnishings, and facility maintenance and repair. Regularly update the Director as to the status of work orders and maintenance projects undertaken by the Housing Maintenance Department. Include work to be completed by in-house, Campus Facilities, and outside contractors, for the purpose of coordinating all work in a professional manner. Oversee housing maintenance, custodial and grounds care programs to ensure quality products and services. Meet with and obtain feedback from all levels of customers ensuring services are provided in a timely and professional manner and that overall customer service is maintained at a high level. Recommend and execute improved methods of increasing productivity.

15%

ADMINISTRATION

Serves as the departmental representative and assumes all departmental responsibilities in the absence of the Director. Oversee the departmental administrative office staff. Responsible for all departmental administrative tasks and operations. Review all departmental human resource and administrative activities involving recruitment and hiring, payroll, promotions and transfers, disciplinary actions, and injuries and safety related issues. Make recommendations to the Director as required. Serve as the Director's representative at various departmental, divisional, ORL, general campus, and student government meetings and functions. Oversee the department's Employee Recognition program.

15%

SYSTEMS DEVELOPMENT AND MANAGEMENT

Monitor maintenance procedures implemented through the Automated Maintenance Management Program (Maximo), and direct the compilation of comprehensive performance data for equipment and machinery. Assist in the on-going development and implementation of the MAXIMO program to be used by Housing. Assist in the on-going development and implementation of the Maintenance Management Information Systems that will be ultimately be utilized by all areas on Housing Maintenance. Define and document automated data processing system control procedures, operating standards, administrative, and technical procedures. Establish, implement, and monitor preventive maintenance program of general building maintenance using Maximo, covering the resident and guest room interiors, interior common areas, and exterior areas. Monitor staff application of the automated systems. Review and monitor the maintenance of records for the Preventive Maintenance Program and the Work Order Tracking Program. Prepare written reports for the Director regarding status of existing systems and plans for future enhancements or acquisitions. Prepare metrics of open and completed work orders to ensure they are completed in a timely manner. Evaluate such reports and assist the department managers with the distribution of work force evenly. Analyze metrics and make recommendations, based on the analysis, to the Associate Director. Work with the departmental managers to create, develop and monitor safety programs, and motivate participation in such programs to ensuring a safe working environment.

10%

ADMINISTRATION OF SUPPLIES AND EQUIPMENT

Review and/or approve all purchases of supplies and equipment charged to the direct maintenance and operating budget as authorized by the Director. Monitor departmental vehicles, tools, and equipment to insure proper use and maintenance. Maintain as-built drawings on all facilities and update accordingly as modifications are approved and affected. Implement and maintain a Parts Manual system, Repair Manual System, and an Estimating Process. Conduct regular and random inventory checks of personal tools issued to the mechanics. Assist the Storeroom Manager with establishing appropriate stock levels of building supplies and with finding procurement sources for hard to find items. Serve as departmental custodian for the campus-wide equipment inventorial system. Maintain all necessary equipment records and complete the annual equipment inventory and audit.

10%

CONSTRUCTION AND SPECIAL PROJECTS

Assist the Director with tasks associated with H&HS large development and rehabilitation projects. Review, as assigned by the Director, architectural drawings and specifications for new facilities and/or existing modifications and/or improvements. Review findings and present recommendations. Prepare and review construction bid and contract documents for work to be performed by outside contractors. Determine when it is cost effective, time sensitive and/or otherwise necessary to use outside forces. Prepare scope of work, necessary drawings, and technical specifications for projects contracted to outside contractors, including what UCLA expects in the areas of safety, security, and quality of workmanship, together with special information, such as time constraints and adherence to Business & Finance standards. Conduct job walks with outside contractors and Unit Managers. After a contract is awarded, review start time, milestone dates, and  anticipated completion schedule. Coordinate various activities of the project such as fire, security, and health and safety, as required to assure needed interfacing with contractor. Supervise the contractor's work to assure that the contactor performs in a professional manner with quality materials and workmanship per the contract and that the project is completed in a timely manner and within budget. Schedule and coordinate maintenance and special projects during the quarter breaks and summer transition periods, to ensure the projects are completed in a timely manner with the least inconvenience to the residents. Complete other Project Service Requests (PSR) generated by the H&HS unit managers, utilizing in-house staff, Campus Facilities, or outside contractors. Coordinate all activities to complete the project in a timely manner. Follow department procedures and maintain proper documentation of all projects completed and comply with audit requirements. Identify customer needs and expectations, and make decisions based on customer information. Design and provide services to best meet the customer needs and increase customer satisfaction in a manner consistent with organizational service and financial goals.

10%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Bachelor's Degree

in Business Management, Engineering or a related field

Preferred

10+ years

experience of successful planning, budgeting, financial analysis and fiscal management, including skill in budget preparation, analysis and controlling costs of multiple, multi-million dollar budgets.

Required

8-10 years

experience in management and supervision, overseeing both administrative and maintenance personnel, including union-represented team members and students; encompasses a workforce of over 100 employees

Required

Proven track record in successful planning, budgeting, financial analysis, and fiscal management. Skilled in preparing, analyzing, and controlling costs for multiple multi-million dollar budgets. Proficient in network-based personal computing software, including Microsoft Word, Excel, Access, PowerPoint and database applications.

Required

Experience with MAXIMO or an equivalent maintenance management system

Preferred

Effective interpersonal skills to interact tactfully with diverse university personnel and the public. Ability to mediate between conflicting parties and successfully resolve differences using appropriate conflict management techniques.

Required

Demonstrated expertise in managing and supervising various personnel, including management, administrative, service, and student staff. Possesses skills and knowledge in employee development, particularly in creating and implementing effective training and recognition programs.

Required

Possessing the skill and temperament to foster an open environment that encourages employee communication and positive departmental interactions. Ability to identify critical paths and coordinate workloads effectively.

Required

Understanding methods for soliciting, collecting, and analyzing customer and employee satisfaction, including problem analysis, problem-solving, and needs assessment.

Required

Expertise in identifying mid-range objectives based on collected data, with a proven ability to achieve long-term goals through strategic planning. Capacity to thrive in a fast-paced environment to meet deadlines and time constraints.

Required

Proficient in the preparation of planning documents and recommendations pertaining to annual major maintenance projects. Demonstrates expertise in the establishment and implementation of energy conservation programs for Housing. Skilled in overseeing a complex and ongoing facility capital improvement program.

Required

Proficient in the interpretation of construction documents, including bid contracts, general conditions, agreements, specifications, and architectural drawings. Demonstrates knowledge of computerized programs for managing work order data.

Required

Proficient in managerial techniques to effectively engage staff in roles that are critical to the development and execution of a comprehensive maintenance program. Strong ability to communicate with clarity and precision through both written reports and oral presentations.

Required

Possess a comprehensive understanding of plumbing, electrical systems, mechanical systems, and general building maintenance. Demonstrate knowledge of power distribution systems. Exhibit proficiency in basic drafting and design techniques relevant to electrical, mechanical, architectural, and civil engineering. Additionally, possess a strong awareness of fire safety regulations and building codes.

Required

Ability to stand, climb, stoop, push, pull and crouch for extended periods of time, as required to complete job assignments. Ability to lift items weighing up to 50 pounds. Ability to drive a pick-up truck and/or van

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

Pre-Placement Physical: Employment is contingent upon the completion of a satisfactory physical examination.

Driving Record: The position is subject to the California DMV "Pull Notice System" and continued employment is contingent upon proof of a satisfactory driving record.

CANRA: The position is designated as a mandatory reporter under CANRA. The employee must sign the "Statement Acknowledging Requirement to Report Child Abuse".

Back-lifting Exam

Required

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Housing & Hospitality

Standing/Walking

X

X

Sitting

X

X

Bending/Stooping

X

X

Squatting/Kneeling

X

X

Climbing

X

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

X

Lifting/Carrying/Push/Pull over 50 lbs

X

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

X

Loud noise levels

X

X

Marked changes in humidity or temperature

X

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 2: Position in which required tasks normally do not involve exposure to blood, body fluids or tissues, but may require performing unplanned Classification 1 tasks. In these jobs the normal work performance involves no exposure to blood, body fluids, or tissues. However, exposure or potential exposure may be required as a condition of employment.