Sr. Facilities Specialist

Job Purpose

Perform specialized, diverse work activities and oversee larger, complex buildings for a school or central unit. Coordinate solutions, working independently, solely supporting the operations, maintenance, repair, upkeep, inventory tracking, and refurbishing activities related to the physical environment and building systems of a complex facility. These facilities are defined as a building posing greater regulatory and/or safety risk impact to the community or non-laboratory, multiple buildings with broader scopes of responsibility. This is an individual contributor role.

Minimum Education and Experience Required

• Bachelor''s degree and five years of related, demonstrated technical facilities management experience, or a combination of education and relevant experience.

Core Duties

• Operations & Maintenance: Serve as the property operations and maintenance point of contact for issues in complex facilities. Initiate work requests, monitor completion, and manage the maintenance and renovations budget. Coordinate and monitor routine maintenance services (trash, utilities, custodial, pest control, long term preservation, inspections, grounds, landscapes, alarms, systems & equipment), suggest metrics, monitor, and report related trends.

• Assessments & Modifications: Perform condition assessments on appearance, equipment, or troubleshooting; analyze results and decide status. Identify and establish preventive maintenance plans; coordinate and integrate utility usage/optimization (monitor usage, gather info, provide recommendations, follow-up, shutdown requirements), analyze data and provide recommendations. Coordinate, direct, inspect and approve contract work and third-party vendors. Identify, recommend and implement building operations and process modifications for increased productivity and/or cost reduction, and manage related budgets. Coordinate maintenance logistics to avoid faculty conflicts or events.

• Property Administration: Handle property administration by troubleshooting, completing tagging, data entry, and inventory. Complete purchase orders, receiving, and record keeping. Establish tracking systems, gather information, and provide support for space allocation decision-makers.

• Security: Implement facility security programs by developing procedures/practices, distributing keys, providing building access, monitoring access records, assessing security infrastructure needs (cameras, interlocks, alarms), and assessing and changing access schedules.

• Project Coordination: Perform assigned tasks within department projects, act as a project coordinator/liaison, and oversee and execute small, local projects including their organization, scheduling, budgeting, and implementation.

• Safety Management: Serve as safety management coordinator by correcting identified safety issues, performing root cause analysis, and identifying and tracking corrective actions. Track chemical inventory, disposal, and hazardous waste. Develop, coordinate, evaluate, and ensure compliance with disposal procedures in laboratory settings. Develop and conduct safety training and/or new employee facility orientation. Maintain and participate in emergency preparedness, recovery, and business continuity coordination.

• Communications & Services: Coordinate communications services (network administration, desktop support, primary troubleshooting, and telephony liaison). Provide updates, alerts, and notifications to building occupants (including websites, phones) and oversee mailing services, shipping, and delivery.

• Space Management: Coordinate space management and planning activities including analyzing moves for minimal disruption, move coordination, space inventory, space allocation tracking, specifying set-ups, and maximizing space utilization. Provide input into the facilities renewal model and capital plan implementation as assigned.

• Supervision: May oversee and supervise assigned staff engaged in supporting the physical environment and building systems.

Minimum Knowledge, Skills, and Abilities

• Interpersonal skills and mature judgment required to interact effectively with a broad range of people, including faculty and vendors, both individually and in groups.

• Ability to coordinate and manage multiple projects with competing priorities, and meet deadlines and project plans with short- and long-term end dates.

• Working knowledge of applications such as Excel, Word, PowerPoint, and Project.

• Experience working with internal and external vendors and services contracting.

• Background knowledge of safe handling and disposal of chemicals and hazardous waste; emergency preparedness plans and their implementation; and property administration specific to PO tracking, receiving, and inventory control.

• Analytical skills to analyze and track complex space, equipment, and financial data.

Certifications and Licenses Required

• Must possess and maintain a valid California non-commercial Class C Driver''s License, if applicable.

Physical Requirements

• Frequently: Stand/walk, seated, performs desk-based computer tasks.

• Occasionally: Climb (ladders, scaffolds, or other), twist/bend/stoop/squat, reach/work above shoulders, grasp lightly/fine manipulation, use a telephone, writing by hand, lift/carry/push/pull objects that weigh up to 20 pounds.

• Rarely: Kneel/crawl, grasp forcefully, sort/file paperwork or parts, lift/carry/push/pull objects that weigh >40 pounds.

• Other: Ability to drive day or night, if applicable.

Working Conditions & Work Standards

• Requires 24-hour response availability seven days per week for emergency situations.

• May be exposed to noise > 80dB TWA and may work at heights 4 – 10 ft.

• When conducting university business, must comply with the California Vehicle Code and driving requirements, if applicable.

• Interpersonal Skills: Demonstrates the ability to work well with colleagues and clients and with external organizations.

• Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.

• Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University''s Administrative Guide.