HOUSEKEEPING MANAGER

CUSTODIAL SUPV 1 (005187)

UCPath Position ID: MI-DPT317500-JC005187-PD168474

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

601391

Approved Date:

7/15/2024 2:17:04 PM

Date Last Edited:

7/15/2024 2:17:01 PM

Last Action Effective Date:

3/7/2022

Organization Details

Business Unit (Location):

LACMP

Organization Code:

5000O

Organization:

ADMINISTRATIVE VICE CHANCELLOR         

Division Code:

5901D

Division:

ADMINISTRATION                         

Department:

317500 - UNIVERSITY APARTMENTS

Position Details

UCPath Position Number:

MI-DPT317500-JC005187-PD168474

Position Description ID

168474

UC Payroll Title:

CUSTODIAL SUPV 1 (005187)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 18

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:

40062809

Reports to Payroll Title:

ADMIN SUPV 1

UCPath Department Head Position Number:

40043252

Department Head Payroll Title:

ADMIN MGR 2

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

5116

Senior Custodians

10-24

5187

Custodial Supervisors

0-2

POSITION SUMMARY

Under the general direction of the University Apartment Area Managers, both north and south, the Principal Housekeeping Manager oversees housekeeping functions for 3,638 off campus apartment units within 86 complexes, as well as two condominium buildings, and three single family homes in accordance with established University and departmental guidelines. The residential housing communities range from 2,000-4,000 student residents, families, and faculty in residence hall and apartment communities. The communities managed range from 500,000 sq ft to 2.8 million sq ft of public area/auxiliary meeting, classroom, auditorium, outdoor and recreational space, residence hall rooms, and apartments. The facilities are in operation and staffed 24 hours/day, 7 days/week, year-round. Responsible for daily supervision of between 16-24 full-time career Senior Custodians and up to 35 seasonal casual contractor staff.  Hire, train, supervise, and evaluate direct reports.  Manage complex deep cleaning summer operations. Assist in the preparation and management of a departmental labor budget and expenditures of approximately $2,800,000.  Manage supply inventory and expenditures.  Provide on-the-job training and supervision to staff, including proper use of chemicals and equipment, and ensure compliance with published safety standards.  Responsible for establishing and maintaining cohesive working relationship with other departments, such as the rental and facilities staff to maintain an efficient and effective organization capable of contributing to assurances of full occupancies, as well as employee and customer satisfaction.  This position will need to travel to/from various off-site work locations and operate a university vehicle.

At UCLA Housing & Hospitality Services (H&HS), 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&HS 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&HS 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.

SUPERVISION OF PERSONNEL RESOURCES

In conjunction with the Housing Operations Manager, recruit, interview and select qualified work force personnel in accordance with University Policies and Procedures.  

Train staff on the day-to-day responsibilities for Sr. Custodians and Contracted Labor. Ensure that staff is aware and competent in meeting established standards. Thoroughly explain responsibilities and provide on-going training as needed.

Provide regular written personnel evaluations and reviews. Make recommendations for merit increases. Take corrective action with employees when necessary, including formal disciplinary procedures. Provide positive reinforcement and recognition for staff members that consistently exceed expectations.

Prepare weekly schedule of Custodial personnel according to budget and varying workloads.

Administer time reporting, meeting all departmental deadlines. Ensure that accurate attendance records are maintained. Utilize Kronos Time Reporting System to input and verify attendance for Custodial personnel, including sick, holiday and vacation. Prepare Bi-Weekly and Monthly Overtime Reports.

Project additional labor required for increased workload during the Summer Move-out/Move-in Season based upon labor standards and projected business forecast. 

Monitor the day-to-day activities of each custodian. Provide appropriate feedback on completion of assignments.

Respond effectively to internal and external customer concerns immediately.  

Ensure staff is provided proper uniforms and dressed according to departmental standards.

Ensure daily housekeeping assignments and projects are distributed. Prioritize work order assignments with Custodians and Contracted Labor on a daily basis.

Conduct daily inspections of work areas, ensuring quality and quantity of all work, providing feedback, when necessary, as to work method and materials/equipment used. Ensure work assignments are understood so that they can be effectively and efficiently fulfilled.

Supervise the use of equipment and housekeeping machinery, such as buffers, waxers, floor scrubbing and/or polishing machines, motorized sweepers, etc.

Conduct daily inspections of all areas of responsibility and ensure timely reporting of work order items, service projects, and safety and security concerns.

Ensure that storage areas are clean, organized and secure on a daily basis.

50%

FINANCIAL RESPONSIBILITY

Establish and maintain par levels on all supplies and equipment. Control storage of and issue supplies and equipment to appropriate staff.  

Ensure custodial equipment is in good repair, recommending replacement as necessary, including obtaining necessary bids when delegated by the Area Manager.

Routinely evaluate methods of custodial operation in order to improve productivity and cost effectiveness, including testing and evaluating cleaning supplies. 

Control linen inventory. In order to ensure minimal loss, conduct bi-yearly inventory, during the academic year, and daily inventory, during the Summer Conference Season.  

Read and prepare budget database calculations to ensure cost effectiveness of all department supplies and equipment ordered for the department.

Conduct monthly supply inventories and prepare all related reports to ensure budget compliance and departmental needs.

35%

CUSTOMER/GUEST RELATIONS

Effectively maintain a positive working relationship with all staff and management with whom you come into contact.

Interface on a regular basis with building clients to ensure standards of cleanliness and maintenance are being met. This includes residents, meeting room and conference clients as well as permanent building tenants. Take action to remedy situations in which customers have complained. Proactively seek solutions with vendors and other internal departments.

10%

PROFESSIONAL GROWTH AND DEVELOPMENT

Serve on projects, as assigned, including researching chemicals and equipment, and developing in-service training programs and quality assurance.

Participate in on-going professional industry training, including participating in related associations and seminars.

5%

•

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

High School Diploma

or equivalent certification/experience / training

Preferred

0-1 year

previous custodial experience

Required

Working knowledge of University policies and procedures relating to Staff Personnel Policies and AFSCME agreement regarding performance evaluations, disciplinary procedures, training, recruitment and selection.

Working knowledge of time reporting and payroll procedures at the unit level. - Can be trained

Preferred

Skill in managing a variety of personnel-related matters, (e.g. employee training and appraisal, career development, interviewing and selection, employee relations and corrective action).

Skill with Network based PC computer software, such as MS Word, Excel, and/or relational database applications.

Required

Skill in reading and comprehending standard English text such as printed University and Departmental procedures, reports, correspondences and Material Safety Data Sheets.

Ability to write concise, logical and grammatically correct English to prepare written schedules, plans, employee performance evaluations, payroll reports, such as overtime variances, inventory reports, and other operational/administrative related reports or correspondence.

Demonstrated ability to read, write, and speak English.

Required

Ability to conduct on-site inspections of units for quality control and maintenance needs.  These inspections involve walking, standing, climbing (e.g. stairs and ladders), stooping and crouching.

Ability to bend, stoop, crouch, lift, reach and walk for long periods of time so as to ensure that work areas are maintained as appropriate.

Ability to lift and move furniture and appliances from apartments to storage areas or trash dumpsters, often up and down stairs.

Ability to climb ladder, bend, stoop or crawl as necessary to accomplish custodial duties.  Ability to lift items weighing up to 50 lbs.

Required

Working knowledge of safety rules and procedures as they pertain to working conditions, equipment used and working with cleaning and sanitizing chemicals.

Knowledge of where to obtain materials, supplies, equipment and services utilized by department/university personnel in units.

Required

Working knowledge of portable firefighting equipment as to its type, class, required locations, testing methods and maintenance.

Required

Ability to accurately assemble material and equipment inventories and monitor usage of supplies to control costs.

Skill in projecting budget costs involving supplies, capital equipment and staffing expenses.

Required

Skill in supervising custodial staff and work, to include working knowledge of proper procedures for cleaning and sanitation of public areas, office space and meeting rooms.

Skill in organizing and monitoring assignments to complete work in a timely manner when there are changing priorities and pressures of deadlines.

Required

Skill in working independently and following through on assignments with minimal direction.

Ability to work during overtime, swing shifts and weekends to supervise staff and/or solve operations problems.

Required

Interpersonal skills sufficient to interact effectively and tactfully with department/university personnel at various  levels and with the public in all matters pertaining to the operation of the units.

Ability to communicate effectively on a one-to-one basis and in small group settings to delegate work assignments, conduct unit business and explain department/university policies and procedures as applicable.

Skill in encouraging and motivating individuals to work together as a team to achieve goals and objectives.

Ability to initiate and maintain cooperative relationships with co-workers, managers and supervisors, customers/clients, and members of the public.

Required

Ability to drive university vehicles to/from various off-site work locations as required.

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.

10%

University vehicle to various off-site work locations as required

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Other University Setting(s)

Location:

Housing Operations and Safety

•

General Office Equipment

•

Desktop Computer

•

Company Cell phone

•

University Vehicle

•

2-way radio

•

Electric Pallet Jack, Trash compactor, Maida Cart, Linen Cart

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

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 1: Position in which required tasks routinely involve a potential for mucous membrane or skin contact with blood, body fluids or tissues, potential spills, and splashes. Use of appropriate measures is required for every employee in this position.