Director of Facilities and Safety

FAC SUPV 1 (005198)

UCPath Position ID: 40069733

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

704374

Approved Date:

1/22/2025 10:27:22 AM

Date Last Edited:

1/22/2025 10:27:19 AM

Last Action Effective Date:

8/1/2021

Organization Details

Business Unit (Location):

LACMP

Organization Code:

5000O

Organization:

ADMINISTRATIVE VICE CHANCELLOR

Division Code:

5901D

Division:

ADMINISTRATION

Department:

318700 - LAKE ARROWHEAD CONFERENCE CENTER

Position Details

UCPath Position Number:

40069733

Position Description ID

164987

UC Payroll Title:

FAC SUPV 1 (005198)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 22

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:

40046856

Reports to Payroll Title:

ADMIN MGR 2

UCPath Department Head Position Number:

40060044

Department Head Payroll Title:

ADMIN MGR 4

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.

008217

FAC MECH

3

008133

GROUNDSKEEPER

3

008123

MAINT MECH

2

008106

PAINTER

1

005326

SCRTY GUARD SR

1.5

POSITION SUMMARY

The Manager of Maintenance and Security is tasked with comprehensively overseeing the maintenance, repair, and security of the UCLA Lake Arrowhead Lodge (LAL) facilities. This position entails supervising a team to ensure that the property's immediate and long-term maintenance requirements are adequately addressed, with a primary focus on enhancing guest satisfaction and providing the operational viability of the lodge. Key responsibilities encompass the implementation of safety and security protocols, managing work orders and maintenance programs, overseeing a budget totaling $700,000, and coordinating projects across various teams. The role necessitates a hands-on understanding of maintenance tasks, including additional responsibilities such as snow removal during winter. The Manager is committed to fostering a safe and efficient environment for employees and guests.

UCLA Lake Arrowhead Lodge is a distinctive meeting and retreat venue located 100 miles east of the UCLA campus in the serene San Bernardino Mountains, nestled on the peaceful shores of Lake Arrowhead. Our 50-acre lodge offers meeting spaces and accommodations for groups from September through mid-June. During the summer, the Bruins Woods Family Camp program operates for ten consecutive weeks, accommodating up to 80 families each week.

Project Management

 • Work with the On Campus Housing Maintenance Project Manager and construction company to assist with project planning analysis, including construction needs, scheduling, budgets, and other specific project requirements. 

 • Provide daily monitoring of construction projects underway to ensure quality control and strict adherence to schedule and maintain a detailed daily log of activities of contractors.

 • Organize construction meetings as needed and consult with all applicable individuals, departments to ensure progress and contract compliance and obtain necessary project approvals.

 • Review applicable contract documents including but not limited to daily logs, time cards, change orders, correspondence.

 • Mitigate construction issues and problems so as to have the least amount of impact and residents and customers, possible, including utility outages, access issues, noise and dust etc.

 • Regularly review progress actually attained against the established construction schedule and forward findings to the project manager.

 • Assist Construction Manager with overseeing project completion ensuring that all required close out documentation is provided including but not limited to notices of completion, as-built drawings, final inspections, final invoices and warranties.

 • Initiate job walks, site inspection and other meetings prior to job bid and/or commencement of construction as needed for assigned projects.

 • In conjunction with the Assistant Director & Director, develops and implements a one, five and ten year major maintenance plan, recognizing the warranty periods for all improvements, equipment, and furnishings, and providing a plan to keep the facility in top condition.

 • Works closely with supervisors and other departments to plan and support their immediate and long term maintenance needs.

 • Advises Management team on ongoing needs and pressing issues to prioritize daily, weekly, and monthly, tasks.

 • Responsible for preparation and management of annual operating and major maintenance budgets with the Director.

 • Forecast project cost estimates for assigned projects. Procure quotes from vendor and contractors with purchasing and construction bidding guidelines.

 • Prepare routine financial status reports, including monthly variance, productivity and utility usage reports.

 • Recommends actions based on financial analysis of operating expenditures versus budgetary commitments.

20%

Resource Management

 • Manages the organization of the maintenance area, ensuring that tools, supplies, and materials are properly stored and maintained.

 • Establishes per-stock standards for material and supplies based on need, storage capabilities, and fiscal requirements and monitors adherence.

 • Establishes security and performance standards for tools and supplies and regularly examines inventory to ensure adherence to audit requirements.

 • Ensure all Arrowhead fleet vehicles are properly serviced and maintained. Establish a preventative maintenance program for vehicles.

 • Implement and monitor the preventive maintenance of all HVAC and Food Service equipment on a regular schedule.

 • Review, revise, and develop a preventive maintenance program, including schedules and procedures for HVAC and Plant and Food Service equipment.

 • Conduct annual servicing and load test of emergency generators and maintain logs of monthly preventative maintenance and monthly run tests.

 • Maintain all required logs and data with regard to AQMD requirements for boilers, generators and HVAC equipment including all refrigerant systems.

 • Coordinate all HVAC & Food Service equipment maintenance and repairs undertaken by in-house technicians and outside contractors. Provide Management with a detailed schedule of work to be performed.

 • Ensure that all boats with the Arrowhead fleet are properly serviced and maintained. Establish and monitor a preventative maintenance program for all boats.

15%

Personnel Management

 • Hires, trains, evaluates, and conducts counseling and discipline of staff reporting to the department.

 • Trains and orients Maintenance & Grounds staff focusing on guest service, efficiency, safety and financial management.

 • Educates and monitors staff in work rules.

 • Schedules Maintenance & Grounds employees so as to address short and mid-term operational needs.

 • In concordance with Assistant Director, monitors and ensures compliance of payroll for maintenance and grounds staff.

 • Completes timely performance evaluation reviews for employees.

 • Interpersonal skills to work effectively with subordinates, campus personnel, guests, and management in all matters relating to the maintenance of the Conference Center.

 • Direction and leadership to all operational staff, including management, crafts, student staff, maintenance, housekeeping and food service.

 • Review all work procedures within your area to ensure compliance with safety codes and standards and consideration for guest privacy.

 • Conduct field inspections to monitor the productivity level and quality of work that is being performed by the maintenance and grounds staff.

20%

Facilities Management

 • Inspects and assures day-to-day maintenance repairs involving plumbing, electrical, carpentry, mechanical, and other repairs are being completed properly. Assists in completion of tasks if needed.

 • Inspects the work of staff on day-to-day projects as well as in-house projects, both during the course of the projects as necessary, and at project conclusion.

 • Oversees and inspects the work of outside contractors to assure their work is carried out in accordance with specifications and on time, with minimal interruption to on-going operations.

 • Attends to the placement and maintenance of signage around the property.

 • Oversee the grounds keepers assuring the following standards of quality are met.

 • Implements and maintains the Conference Center emergency plan and equipment.

 • Performs on-going inspections of the buildings, grounds, and facilities and recommends corrective action when the upkeep falls below established standards of repair.

 • Performs other projects as assigned.

 • Prepare and review contractor documents for work to be performed by outside contractors whenever it is either cost effective and/or whenever the necessary work cannot be performed by in-house staff within the required time frame.

 • Assist in the definition of scope of work and contractual specification for all aspects of projects contracted to outside contractors in the areas of safety, security and quality of workmanship, together with special information, such as time constraints and adherence to Contracts Management processes and protocols.

 • Oversee and ensure snow removal on property roadways, pathways and oversight of winterization of property through preventive measures.

 • Other duties as assigned.

25%

Safety & Security Management

 • Manages the daily operations of the security team to ensure guest and team member safety and property is appropriately monitored.

 • Will assign and supervise team to monitor appropriate building access, perform patrol duty rounds during evening hours of all facility areas and auxiliary locations; respond to problems of electronic entry control and door alarm systems; manage access to Onity keycard database system, and coordinate special event and conference traffic control.

 • Routinely performs building inspections as it pertains to safety and security issues, reporting any deficiencies immediately to appropriate departments and taking corrective action when warranted and appropriate.

 • Assists in the development of building emergency plan situations such as fire, earthquake, water and power outages. Implements and maintains this plan. Communicates with all team members to ensure guests have necessary information regarding emergency plan. Ensures proper staff training and participation to successfully coordinate building evacuations.

 • Evaluates emergency situations within facility and initiates appropriate action.  Responds to property emergency situations that affect the properties and/or the campus globally, (i.e. fire, earthquake) and act as Incident Commander, if necessary.

 • Ensures that adequate measures are implemented to protect and provide security for buildings and property.

 • Performs routine inspections of outdoor lighting, fencing, shrubbery, door hardware, walkways surrounding the properties.

 • Enforces proper building access by ensuring proper documentation of guest passes/id cards as issued by staff.

 • Assists department with workplace accident investigations in conjunction with campus Environmental Health & Safety department.

 • Schedules and conducts regular training for staff in topics related to safety and security.

 • Assists in the training and support of campus Injury & Illness Prevention Program (BruinSafety) for department.

 • Drives University vehicles for purposes of training, off-site safety meetings and/or off property inspections.

20%

•

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

Skill in managing a complex, on-going facility capital improvement program and budgets up to $2.4 million

Preferred

Ability to set priorities, which accurately reflect relative importance of pending facility repairs in context with operational requirements.

Required

Interpersonal skills to work and communicate effectively with subordinates, guests, team members, community, campus personnel, and management in all matters relating to the maintenance of LAL. Skill in communicating instructions and ideas.

Required

Working knowledge of trade-related tools and job-related materials; ability to organize and secure same.

Required

Skill in using English words and phrases to complete work orders, solicit all bids, make purchases, and supervise personnel.

Required

Ability to obtain bids and recommend awards; ability to carry out ongoing purchases in accordance with University Purchasing Policies.

Required

Ability to supervise maintenance by delegating responsibilities, evaluating work performance, and overseeing coordination of project integration with all departments.

Required

Skill and knowledge with infrastructure systems of site, including but not limited to: kitchen appliances, HVAC systems, generator, plumbing, steam boiler, and electrical.

Required

Ability to organize, operate, manage, and oversee maintenance and itemization of fleet vehicles, snow plows, and boat vessels.

Required

Skill in recognizing emergency situations and taking appropriate actions.

Required

Skill in interacting diplomatically with the public in a continuous public contact setting.

Required

Ability to stand, climb, stoop, push, pull and crouch for extended periods of time as required to complete job assignments and lift items weighing up to 50 pounds.

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.

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".

Must be available to work varying schedules, including evenings, weekends, and holidays based on operational needs

Required

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Non-University Setting(s)

Location:

UCLA Lake Arrowhead Lodge

•

University vehicles

•

Two-way radios

Standing/Walking

X

X

Sitting

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 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.