Assistant Director of Operations Support

Payroll Title: FAC MGR 1

Job Code: 390

Job Open Date: 12/17/24

Application Review Begins: 1/17/2025

Department Code (Name): FACM (Facilities Management)

Percentage of Time: 100%

Union Code (Name): 99 Non-represented

Employee Class (Appointment Type): Staff: Career

FLSA Status: Exempt

Salary Grade: MSP/25

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $125,000.00 to $140,000.00/year. Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University. The full salary range for this position is $104,000.00 to $198,900.00/year.

Work Location: Navigator

Working Days and Hours: Monday - Friday 7:30 am - 4:30 pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: N/A

Special Instructions:

For full consideration, please include a resume and a cover letter as part of your application.

Department Marketing Statement:

The mission of all Design, Facilities & Safety Services units is to design, build, operate, maintain, and renew the physical environment required to support the University's instructional, research, and public service mission and to assure UCSB is at the forefront of world class universities. Our Goals Are To: Create one of the most attractive campuses in the world; Ensure the long term preservation of the investment in facilities and equipment; Provide excellence in service to the campus community; and Achieve our goals with a supportive and highly motivated staff.

Benefits of Belonging

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC

Brief Summary of Job Duties:

Under general direction of the Director of Facilities Management (FM), oversees the management, coordination, and performance of multiple FM operational activities and services including maintenance support, Work Service Center call triage and tracking of repair services, campus communications related to infrastructure and safety issues, and procurement services for Design, Facilities, and Safety Services (DFSS). Oversees the computerized maintenance management system (CMMS) program to ensure efficient flow of work orders through the system and supervises the flow of all maintenance work through the system. Manages a variety of data and records to accurately account for labor, materials, tools, equipment and rolling stock. Works closely with a varied clientele ranging from custodial, grounds and trades staff to architects, project managers and design engineers to ensure that work is completed to maximum customer satisfaction. Oversees all aspects of the Facilities Management Storeroom Operations and inventory management of over 5000 skus with an estimated value of $1M worth of materials. Directs and coordinates activities of the Storeroom Operations and Procurement Services with the annual average spend of $7M. Facilitates forecasting and strategic planning for FM. Creates and maintains effective "benchmarks" for production work to include the cost of materials, cost of labor, cost of materials used, and other resources. Develops key indicators related to FM performance, planning and delivery, equipment performance and run-time. Analyzes FM data and makes recommendations for improvements. Responds to system-wide requests for information regarding FM's business matters. Provides oversight, coordination and liaison with university organizations including but not limited to: Equipment Management, Design & Construction Services, Housing, Dining & Auxiliary Services, Business & Financial Services, External and Internal Audit, Office of the President as well as outside service enterprises to resolve any Facilities Management issues or plans for operational improvement that may affect the campus community. Plans, develops and manages an operating budget for the Operations Unit including the forecasting and reporting of future growth and needs. Receives assignments in the form of objectives and determines how to use resources to meet schedules and goals. Formulates, implements, and monitors FM processes and programs. Develops plans to meet objectives and deliver results. Manages fiscal, physical, and personnel resources and may manage multiple facilities and personnel.

Required Qualifications:

• Bachelor's degree
• 4-6 years' experience in the utilization of maintenance management software applications.
• Strong skills to facilitate and collaborate with diverse internal and external constituencies on short- and long -term facilities planning and management. Strong interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills.
• Demonstrated ability to manage, supervise, and direct a professional and skilled-level staff of highly specialized and technical personnel, including the knowledge and ability to effectively plan, organize, and coordinate work in situations where numerous diverse demands are involved. Knowledge and understanding of modern management principles, practices, methods, procedures, and techniques.
• Thorough knowledge and ability sufficient to interpret and provide guidance on complex written material and specifications, and knowledge sufficient to make clear and accurate oral and written presentations.
• Strong analytical, research, and report preparation skills to meet regulatory and budgetary reporting requirements. Strong knowledge of University rules and regulations, processes, protocols, and procedures for budget, accounting, and fund management. Proven experience managing multi-functional and diverse programs of significant budgetary impact to both the overall campus and department.
• Advanced expertise in administering a proactive maintenance program utilizing FM software.
• Strong skills in management, regulatory compliance, and operations planning. Proven successful track record and understanding of work production, scheduling, and coordination material and service contracting client relations material acquisition, storage and delivery typical to a large, complex facilities maintenance operation. Broad knowledge of building trades, associated language, maintenance materials, and purchasing practices.
• Advanced knowledge of construction and maintenance repair materials and parts. Strong skill in ensuring assistance to shop personnel and field technicians in identifying and sourcing parts through local vendors.

Preferred Qualifications:

• 4-6 years' experience supervising customer relations, procurement, or asset management team.

Special Conditions of Employment:

• Maintain a valid CA driver's license, a satisfactory DMV record and enrollment in the DMV Employer Pull-Notice Program
• Satisfactory criminal history background check
• UCSB is a Tobacco-Free environment

Misconduct Disclosure Requirement:

As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegation or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

UC Sexual Violence and Sexual Harassment Policy
UC Anti-Discrimination Policy
Abusive Conduct in the Workplace

Job Functions and Percentages of Time:

• 50% -Work Management & Leadership - Oversees the computerized maintenance management system (CMMS) program to ensure efficient flow of work orders through the system and supervise the flow of all maintenance work through the system. Manages and coordinates all maintenance work requests campus-wide through the FM department. Manages a variety of data and records to accurately account for labor, materials, tools, equipment, and rolling stock. Investigates inconsistencies and determines appropriate fixes to maintain data and ensure integrity of records. Works closely with custodial, grounds, and trades staff and with architects, project managers, and design engineers to ensure that work is completed to maximum customer satisfaction. Interprets customer needs and communicates these needs to FM's Trade Shops through legible work orders and verbal communication to ensure that jobs are clearly understood, completed correctly, and on time or according to schedule. Plans resources, equipment, and human capital to meet growth requirements and seasonality constraints based on FM's strategic plan. Designs, creates, and maintains complex databases for the FM Department, tracking Goals and Benchmarking Metrics, Facilities Data, Equipment Inventory, Preventive Maintenance/Preventive Maintenance Inspection data, and Material Control information. Leverages databases to generate budget exhibits, work schedules, material requirement documents, and production control reports, all required to maintain the integrity of all jobs filtered through the FM Department. Is responsible for the maintenance of all data entered, retrieved, and generated to ensure high accuracy of information used to analyze, interpret, monitor, and maintain efficiency levels of the various FM departments. Independently identifies issues relating to the efficiency of the work flow process by review and analysis of various production reports. Develops strategies and makes recommendations to management when trends indicate a required action. Spot-checks completed work for accuracy and makes recommendations to increase efficiency, reduce cost, enhance system performance, and/or better meet customer requirements. Recommends measures to improve FM's overall reliability, accountability, quality, performance, and productivity. Selects, develops, and evaluates staff. Provides direction and supervision to Business Systems Analyst, administrative assistants, Stores Supervisor and Storekeepers. Provides managerial supervision including hiring, training, assigning and reviewing work assignments, authorizing leave, conducting performance evaluations, communicating with subordinates, recommending discipline as required and following all UC Santa Barbara employment standards. Makes recommendations for employee incentive awards and salary increases including merits, equities, and reclassification actions. Builds alliance and promotes team building. Provides guidance on performance standards and University policies and procedures.

• 10% - Strategic Planning & Fiscal Management - Identifies problems and develops solutions, such as allocation of resources or changing project scope. Performs high-level analysis in support of all FM units involving complex variables and inter-campus relationships requiring coordination with and involvement of other campus departments. Oversees and facilitates forecasting and strategic planning for FM in areas including but not limited to FM Personnel certifications and training, Storehouse inventory management, Preventative Maintenance, asset/equipment lifecycle, work/trend planning, FM space planning, etc. Develops associated action plans, funding proposals, and initiatives. Oversees the development and management of a comprehensive FM Training data base to ensure that all FM personnel receive their required training and certifications in a timely and cost-effective fashion. Prepares short- and long-range planning for administrative services operations and improvements to processes. Plans, develops, and manages an operating budget for the Operations Units (Customer Relations, Storehouse Operations). Prepares short- and long-range plans in support of Facilities Management. Provides input to the annual FM budget to include performance capability, manning, materials, and equipment costs required for proper maintenance and repair of UCSB assets. Ensures proper treatment of product and/or labor invoices for work performed and goods purchased. Ensures vendor management contracting processes are followed. Utilizing process improvement and maintenance management expertise, conducts highly complex strategic analysis and crafts recommendations for system enhancements, technology adoption, and initiatives prioritization for FM identifies cost saving opportunities, recommends any new fiscal, administrative and operations methods, policies, procedures and practices for all areas assigned. Provides coordination and liaison with key University Organizations such as Equipment Management, Design & Construction Services, Housing, Dining & Auxiliary Enterprises, Business & Financial Services, External and Internal Audit, and Office of the President. Manages policy and process development and implementation in support of all FM units.

• 30%- Acquisition & Material Management - Oversees the operational management of all aspects of the Facilities Management Storeroom Operations and Procurement Services involving the cost effective stewardship of over $1M in annual inventory and with an annual average spend of $7M. Directs the activities of the Storehouse Operations and Procurement Services teams with the overall strategic goal of ensuring that all parts and services required to maintain the operational capabilities of all campus facilities and infrastructure are available as needed while maintaining the overall inventory value at a minimum. Develops forecasting and planning strategies for FM in areas including but not limited to asset/equipment lifecycle, work/trend planning, attritions, etc. to ensure alignment with FM's long- and short-term business plans. Oversees annual physical inventory for the purpose of determining inventory accuracy, error rate, and business volume. Plans, organizes, directs, controls, and reports on budgetary needs, space and staffing requirements, stock procurement control methods and operating procedures, customer service and vendor relations, inventory management, and ordering/receipt of stock. Responsible for space utilization, building and equipment security and maintenance, including related material handling and office equipment and delivery vehicles. Ensures Storehouse Operations are constantly improving, organized, and functional. Oversees delivery functions of stores products and one-time purchases to shop locations. Maintains adequate stock levels to over a 13+ stores locations spread across campus. Oversees acquisition management techniques and processes to maximize efficiency and effectiveness of the acquisition process. Executes purchase orders for a wide variety of technical and specialized equipment, supplies and/or devices required. Responsible for project bill of material listing review, material availability, and substitution alternatives. Conducts special surveys of sources of supplies. Analyzes, interprets, and implements new policies and procedures. Independently researches and analyzes FM Storeroom controls and recommends and implement programs and system modifications to improve materials controls and accounting.

• 5%- Customer Relations - Directs and coordinates activities of the work reception and customer relations team. With a focus on customer satisfaction, ensures all work orders (approximately 1700 per month) are received, assigned, scheduled, tracked, and communicated to the customer in the most efficient and expeditious manner possible. Manages and develops the Customer Relations program to ensure the highest level of customer satisfaction including accurate identification and understanding of customer needs and coordination, tracking, and documentation of the Facilities Management Department's response as well as documented customer survey results. Develops and monitors a customer satisfaction system. Directs and coordinates departmental response to customer feedback to improve service in all areas. Continuously assesses effectiveness of FM's Customer Relations team and specifically monitors emergency response time. Coordinates FM's Customer Relations' response in emergency and/or after-hour situations. Manages communication tools used by FM's Customer Relations to dispatch to technicians in the field via phones, radios, cell phones, and email.

• 5%- Operations Benchmarking - Develops, creates, and maintains effective "benchmarks" for production work performed to include the cost of materials, cost of labor, cost of materials used, and other resources. Develops key indicators related to FM performance, planning and delivery, equipment performance, and run-time. Analyzes FM data and makes recommendations for improvements. Investigates the planning and performance of FM Operations where statistics deviate more than +/- 5% from the established benchmark/metric. Reviews and analyzes statistical data to detect trends utilized in developing and improving the overall performance of the FM organization. Identifies procedural issues/opportunities and develops strategies for improved product and service delivery. Makes recommendations and oversees implementation of new program initiatives. Prepares and presents reports for measuring operational and business efficiency, as well as improvements necessary within the FM department. Evaluates FM processes and develops controls. Advises FM operations on correct procedures and processes to improve productivity. Responds to system-wide requests for information regarding FM's business matters. Manages the coordination and liaison with critical university organizations including but not limited to Equipment Management, Design & Construction Services, Housing, Dining & Auxiliary Enterprises, Business & Financial Services, External and Internal Audit, Office of the President as well as outside service enterprises to resolve any Facilities Management issues or plans for operational improvement that may affect the campus community. Develops forecasting and strategic planning for FM in areas including but not limited to asset/equipment lifecycle, work/trend planning, attritions, etc. Develops maintenance standards in the form of guidelines and check-off lists from the manufacturers' brochures and operating instructions. Prepares all yearly standing job orders for PM and PMI type work. Tracks safety-critical items. Ensures continuity of safety-critical records for regulatory compliance purposes. Tracks and ensures training in Standard Operating Procedures (SOP's) for each functional FM area is conducted including: Building Maintenance & Repair, Custodial Services, Grounds & Landscape Services, and Client Relations/Service Referral. Ensures Client Relations "Quick Look" and FM Annual Client Satisfaction surveys, metrics and benchmark results, and customer concerns are addressed and completed in a timely manner. Through use of sound judgment and understanding of individual business units, develops Key Performance Indicators (KPIs) and Management Dashboard Reporting that includes working with key FM leaders to identify, gather, track, and regularly report on KPIs. Assembles KPIs into a logical, comprehensive, timely, hierarchical, and informative Management Dashboard. Independently analyzes and identifies process and performance efficiencies, and develops process redesign recommendations. Performs ad-hoc studies and analysis. Develops and presents a variety of data (work order, asset, financial, productivity, etc.) as appropriate to FM leaders to identify trends (both positive and negative) with respect to FM's operations. Exercises sound judgment in anticipating management requests and needs. Utilizes existing systems and information to provide focused examination as required. Develops measures to improve reliability, accountability, quality, performance, work conditions safety, and efficiency of the department using a team approach. Provides leadership in formulating process control troubleshooting for FM operations and offers assistance to resolve any issues on an as needed basis that are within FM's policies, strategies, and goals measurements.

UC Vaccination Programs Policy:

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs.
As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals* must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.

For more information, please visit:

* UC Santa Barbara COVID-19 Information - https://www.ucsb.edu/COVID-19-information
* University of California Policy on Vaccinations - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

*Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.

Equal Opportunity/Affirmative Action Statement:

UC Santa Barbara 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, age or protected veteran status.
For the University of California's Affirmative Action Policy, please visit: https://policy.ucop.edu/doc/4010393/PPSM-20.
For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.

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