Type of Appointment: Full-Time, Management Personnel Plan (MPP II)

THE DEPARTMENT:

Facilities Planning and Management (FP&M) leads the campus efforts in planning, development, and maintenance of the campus 'natural and built environments in support of the university's mission. The department seeks to preserve and enhance CPP's history, aesthetics, physical assets, and natural ecosystems through coordinated planning, design, and construction of buildings, transportation systems, infrastructure, landscaping and other physical improvements. FP&M includes the EH&S function as well. As an advocate on behalf of the university and its auxiliaries, FPM strives to provide facilities that meet scope, budget, operational needs, functional and legal requirements. FPM is comprised of approximately 130 facilities professionals that also provides Facilities Operations and maintenance services including custodial services, landscaping, recycling, building and mechanical trades, energy and utility management, fleet and auto services.

 

 

DUTIES AND RESPONSIBILITIES: 

Organizational Leadership and Management

• The Director of Facilities Management is responsible for maintaining the campus facilities and grounds. The incumbent provides direction and supervision to approximately 120 employees by building competence through effecting coaching, performance management and mentoring. The incumbent will create an environment in which employees are recognized for their accomplishments and contributions to the success of the facilities team. The incumbent will oversee the staff and coordinate the department’s resources by providing clear direction for necessary services which include maintenance, repairs, minor construction projects, custodial services, landscaping and fleet services. Responsibilities will include budget reconciliation, budget development and ongoing financial planning to ensure that facilities priorities are met.
• The incumbent will also direct changes and improvements in work methods and develop performance standards for in-house Facilities Management employees. The incumbent will manage and coordinate the department's resources by providing clear direction to staff while balancing service levels with available resources. The incumbent will communicate these service levels and options for increasing service levels to the campus community and leadership.

Operations, Maintenance and Sustainability

• Manages and oversees the activity of the Lock Shop Operations, Fleet Maintenance, Maintenance/Carpenter Shop, and Paint Shop. Manages work order scheduling and workload of the shops. Establishes goals and objectives, and policies to maintain the continuity of workflow and be responsible for streamlining procedures and processes.
• Fleet Operations oversight includes ensuring compliance with the directives set forth in Executive Order 691 for a Campus Motor Vehicle Inspection Program, and with applicable policies found in the CSUʻs Use of University and Private Vehicles Policy Guidelines and the State Administrative Manual including responsibilities as the Motor Vehicle Inspector (MVI) for the campus. Campus-wide administrative responsibilities include vehicle acquisition, inspection, maintenance, repair, replacement, reutilization, and disposition. Refines the established campus Fleet Vehicle Policy in collaboration with the University’s Goals/Objectives and Greenhouse Gas/Sustainability policies.
• Lock Shop oversight includes collaborating with Planning, Design and Construction on Capital Projects on security and hardware specifications. Advises and works with campus IT, Public Safety and other campus constituents on the development and implementation of security and safety initiatives.
• Maintenance Shop and Paint Shop management includes development and implementation of campus renewal and beautification programs to implement short and long-term goals of the University as well as management and implementation of campus signage and modifications.
• The incumbent is responsible for tracking and reporting the backlog of deferred maintenance into the systemwide deferred maintenance database, facilitating in person facility condition assessments and reporting on projects that reduce the deferred maintenance backlog.
• The incumbent will work with the Customer Support & Workflow Manager and ensure team members are using TMA effectively by loading the daily, weekly, monthly, quarterly, semi-annual, annual and multi-year maintenance tasks to schedule the necessary to safely operate the campus. The incumbent will track the completion rate of these tasks and report annually. The incomplete tasks will be tracked and reported as deferred maintenance. The incumbent will work with the Director of Design and Construction to get estimates for maintenance, repair and non-recurring maintenance and repair work. The incumbent will communicate the importance of managing deferred maintenance to management, staff and customers. The incumbent will prepare capital budget requests for deferred maintenance funding in collaboration with Campus Planning and Design & Construction units. The incumbent will oversee CPP’s sustainability program including facility conditions and replacement of fossil fueled assets on campus (boilers, water heaters, gas fired packaged HVAC units and fleet vehicles). The incumbent will oversee the Sustainability analyst’s work related to AASHE STARS submissions and reporting to the Chancellor’s Office.

Collaboration

The incumbent will collaborate with:

• Campus administrators to limit campus utility disruptions during repair and construction projects. The incumbent will also oversee the annual CSU allocation for Special Repair and Minor Capital Outlay projects and is responsible for maintaining and completing the backlog of deferred maintenance work for the campus. Specific duties may include directing the preparation of plans, designs, scheduling, and specifications for various projects. The incumbent will review schematics, construction drawings, and schedules for projects and will confer with end users, architects, consultants and contractors. The incumbent will also provide cost estimates for repair, replacement and alteration projects. The incumbent will work directly and effectively with students, staff, and faculty to ensure the delivery of services and facilities meet the needs of the department and the University.
• The Customer Support and Workflow Department to assess key performance indicators, both financial and operational, and facilitate changes to address issues and ensure high-quality service delivery to the campus. They will work closely with the Customer Support & Workflow manager to develop tools for measuring customer satisfaction and improve the flow of information about the quality of services being provided by FP&M.
• Campus Planning, Design & Construction, Utilities, Administration, Finance & Budget, Custodial, and Landscape management team members openly and transparently to achieve department goals and drive aligned excellence.
• Environmental Health & Safety to identify, evaluate and correct or mitigate safety-related concerns and recommend safe practices, employee safety trainings and online training when applicable.
• The incumbent will represent the campus at meetings with local and state agencies and serve on campus committees relating to facilities operations, sustainability and maintenance. The incumbent will participate in Chancellor’s Office affinity groups, professional organizations and maintain an understanding of current ideas, research and practices pertaining to the areas of responsibility for Facilities Planning & Management.

Organizational Excellence - Lean process improvement

• The incumbent will also direct changes and improvements in work methods and develops performance standards for Facilities Operations, Maintenance and Sustainability employees. The incumbent will evaluate the organizational structure and make improvements in alignment with the Strategy Map and Workplan and available resources.
• In collaboration with FP&M management and Lean Six Sigma certified staff, the incumbent will utilize tools to collect data and analyze information to improve processes and FP&M’s services.
• Develops and provides reports on process improvement activities related to Facilities Operations, Maintenance and Sustainability. Develops and delivers performance indicator data to assess progress toward planned targets, while monitoring achievement of these goals. Oversees the collection of evaluation data and collaborates closely with the President, Directors, Managers, and staff to report and communicate these metrics effectively.
• Supports Divisional customer surveys and develops action plans to address any findings in Facilities Operations and Maintenance. Facilitates regularly scheduled training with Directors and staff as needed to educate and implement quality improvements as a strategy.
• Supports the Divisional plan to assess employee climate surveys. Provides the SAVP, Directors, and Managers with specific results and recommendations. Provides timely reports to the SAVP and management team.

Lanterman Property

• Oversee maintenance and repair of all existing buildings, utilities infrastructure, and grounds to maintain minimum safe and compliant operation. Provide direction to Lanterman Supervisor including oversight of plumbing, electrical, HVAC, Fire Alarm, and conveyance systems. The property will be maintained to meet minimum safety and regulatory standards, with an emphasis on cost efficiency. Coordinate any requests for improvement requests with Foundation.

Safety, After Hours Response, Emergency Management and AIC for SAVP

• One of FP&M’s workplan goals is to “Establish and grow safety, compliance and continuous improvement culture”. The incumbent will be pivotal in reinforcing and enhancing our safety culture while ensuring that compliance and continuous improvement principles are consistently integrated into our daily operations and business practices. This essential role will lead safety training initiatives, ensuring that employees at all levels understand safety protocols, risk management practices, and emergency response procedures.
• The Director will serve as the Administrator in Charge in the absence of the Senior Associate Vice President of Facilities Planning & Management.

 

QUALIFICATIONS:

• Bachelor's Degree - Bachelor's degree in engineering, facilities management, construction management or business management.
• DL NUMBER - Driver License, Valid and in State
• 8-10 years supervisory experience
• 5 years leadership experience within a multi-faceted facilities maintenance organization. Demonstrated management experience leading and overseeing facilities operations and services common to a multi-faceted facilities maintenance organization including resource planning.
• The incumbent must possess a thorough knowledge of the maintenance and construction trades including but not limited to: carpentry, hardware, painting, plumbing, electrical, and HVAC. The incumbent must also possess strong interpersonal skills; the ability to establish and maintain a productive working relationship and to communicate effectively with diverse constituencies within the university, the Chancellor's Office and with contractors and consultants. The ability to read, interpret and formulate plans, specifications, estimate costs, analyze architectural plans, monitor the work of trades, contractors, construction engineers and other project personnel. Thorough knowledge in Microsoft Office Outlook, Microsoft Word, Excel, Microsoft PowerPoint, etc.

 

PREFERRED EXPERIENCE: 

• Certified Education Facilities Professional (CEFP) certification through the Association of Physical Plant Administrators Supervisory experience within collective bargaining and represented staff environment. Experience planning and implementing deferred maintenance and utility infrastructure projects. Experience in facilities maintenance and operational management of a College, University, or related facility

 

 

 

Equity, Diversity, and Inclusion

At Cal Poly Pomona, we are committed to the urgent and ongoing work of creating and sustaining an inclusive campus where all students, faculty, and staff are welcomed, respected and can flourish to achieve their dreams of success.  

We believe diversity strengthens community. Cal Poly Pomona proudly holds designations as both a Hispanic-Serving Institution (HSI) and an Asian American and Native American Pacific Islander-Serving Institution (AANAPISI). In 2022, the campus launched the Black Thriving Initiative recognizing that Cal Poly Pomona’s future as a university must be linked to the success of its Black community.

More information about our campus initiatives can be found on the Office of Inclusive Excellence’s website. 

 

Out of State Work

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU’s mission is to prepare educated, responsible individuals to contribute to California’s schools, economy, culture, and future. As an agency of the State of California, the CSU’s business operations almost exclusively reside within California.   The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information, go to https://calstate.policystat.com/policy/10899725/latest/.

 

Background Check

Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate’s conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to https://calstate.policystat.com/policy/13813878/latest/.

 

Employment Eligibility Verification

Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.  For more information, go to https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.

 

Conflict of Interest

This position is a “designated position” in the California State University’s Conflict of Interest Code.  The successful candidate accepting this position is required to file financial interest disclosure forms subject to state regulations.  For more information, go to https://www.cpp.edu/eoda-hr/departments/hrpar/coi.shtml.   

 

Outside Employment Disclosure

Executive and Management Plan Personnel employees must disclose all current outside employment at the time of hire as a precondition of hire and at the following times after hire: annually in July, within 30 days of accepting outside employment, and upon their manager’s request.  For more information, go to https://www.cpp.edu/eoda-hr/departments/hrpar/outside-employment-disclosure.shtml.   

 

Child Abuse/Neglect Reporting Act (CANRA) 

The person holding this position is considered a “mandated reporter” under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. See policy at https://calstate.policystat.com/v2/policy/10927154/latest/.

 

Security & Fire Safety 

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), Cal Poly Pomona’s Annual Security Report and Annual Fire Safety Report are available for viewing at: https://www.cpp.edu/pdfs/annual_security_report.pdf and https://www.cpp.edu/housing/documents/fire_safety_report.pdf.

 

Pay Transparency Nondiscrimination

As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.  For more information, see the Pay Transparency Nondiscrimination Provision poster.

 

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at ADACoordinator@cpp.edu. For more information, go to Employment Notices.

 

Equal Employment Opportunity

Cal Poly Pomona is an Equal Opportunity Employer, committed to promoting an inclusive and diverse workforce. The university subscribes to all state and federal regulations that prohibit discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, and veteran or military status.  We engage the talents of all qualified workers, regardless of their background. More information is available at Equal Employment Opportunity statement.

 

Other Notices

For other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices web page.