"Associate Director Of Buildings"

Position Summary

Under the general direction of the Senior Director of the Building and Administrative Service Center, the Associate Director of Buildings (ADB) is responsible for the operation and maintenance of the UCOP Consolidated Campus in Oakland, which includes the UC-owned 1111 Franklin Street building and the leased 1100 Broadway Building, along with oversight of remote UCOP facilities in Riverside, Sacramento, and Washington, DC. The UCOP campus consists of approximately 360,000+ square feet of space occupied by staff responsible for systemwide oversight, administrative, and leadership functions. The ADB receives assignments in the form of objectives and determines the best use of resources to meet schedules and achieve goals. This is full time on-site role, requiring a physical presence at UCOP facilities, with the expectation of providing off-hours support and response as operations and emergencies dictate. This role involves overseeing a diverse portfolio of properties and managing up-to 6 direct report to ensure efficient operations across the portfolio. The ADB is responsible for developing, implementing, and monitoring facilities management policies and programs to meet the organization's objectives. A data-driven approach is essential, as the ADB will process information from various facility systems, converting it into insights for decision-making and presentations to senior leadership. The ADB also plays a crucial role in mentoring and training team members to support the department's overall efficiency and effectiveness. This role involves producing and analyzing key reports, in collaboration with direct reports and associated departments, to drive operational decisions, ensure compliance, and support strategic improvements. Please note this position requires daily on-site presence in Oakland, CA.

Key Responsibilities

35% Facility Management:

The ADB efficiently manages all UCOP-owned, leased, and affiliated facilities, directing the activities of subordinate managers both locally and at remote locations. This includes oversight of all facility-related services, such as maintenance, HVAC, MEP (mechanical, electrical, plumbing), security, access control systems, and deferred maintenance. Oversees the training of direct reports and other UCOP staff in relevant areas, providing support to optimize facility usage and performance. The role also involves collaboration with agencies that have jurisdiction, property management for UCOP locations, and represented labor management for facility staff. Additionally, the ADB manages facility vendor relationships, including contract negotiations and oversight, while overseeing UCOP's material management, excess inventory, and salvage programs. The ADB is responsible for establishing and enforcing health and safety standards for all physical facilities, ensuring compliance with federal, state, local, and UC regulations to protect the wellbeing of all UCOP staff and visitors. Deliverables: Customer Satisfaction and Ratings Improvement Plans: UCOP regularly benchmarks customer service satisfaction to maintain high standards. This role involves identifying key metrics to measure and improve customer satisfaction. Develop and implement targeted strategies by analyzing customer feedback, addressing service gaps, and setting actionable goals. Facility Systems Performance Reports: Regular reports analyzing data from the BMS system, the Computerized Maintenance Management System (CMMS), tracking work order volumes, types, and response times. These reports should include Key Performance Indicators (KPIs) to monitor and improve service delivery, and insights for making data-driven decisions. Operational Efficiency Reports: Responsible for analyzing resource allocation, process improvements, cost efficiencies, and overall operational performance within building systems and facilities management. This role involves preparing detailed reports that identify opportunities for optimization and propose actionable adjustments to project scopes, business processes, or resource allocations. The individual will leverage Lean and Six Sigma methodologies to systematically evaluate and enhance workflows, ensuring continuous improvement and alignment with organizational goals. These reports will serve as critical tools for decision-making, driving efficiency and effectiveness across operations.

15% Emergency Management, Health and Safety

Co-leads with the Risk Manager the development and implementation of business continuity, emergency response, and environmental health and safety programs for UCOP facilities, ensuring operational resilience, regulatory compliance, and effective communication with leadership during emergencies. Responsibilities include preparing documentation and updates on continuity and safety programs, providing regular reports on fire, life safety, and health inspections with action plans for compliance gaps, and coordinating resources and information flow during drills and incidents.

15% Stakeholder Coordination:

The ADB collaborates with various BASC, UCOP units, including Occupancy & Space Management, Real Estate & Financial Management, Customer Services, Event Management, Capital Projects, and Energy & Sustainability, to ensure that goals are achieved and that BASC's operations meet the highest standards. This includes ensuring compliance with all UC policies and legal requirements. The ADB collaborates with other University of California campuses to establish agreements and memorandum of understanding, ensuring the provision of essential services-such as custodial, maintenance, and moving services-to UCOP locations. The ADB also oversees fire and life safety requirements, coordinating inspections and certifications, and regularly reporting on their status to maintain safety and regulatory compliance. The ADB will work with agencies that have jurisdiction over UCOP's built environment, ensuring alignment with regulations and addressing any issues related to the management of UCOP's physical assets

15% Preventive Maintenance and System Oversight:

Enhance and monitor the preventive maintenance program to ensure all systems, including mechanical, electrical, plumbing, and fire protection, meet University and organizational standards. Proactively identify issues and develop solutions, such as reallocating resources or adjusting project scope, to maintain operational efficiency. Oversee both proactive maintenance and reactive repair activities for all building systems, ensuring timely and effective responses. In emergency situations or during repair projects, the ADB ensures smooth coordination and maintains consistent communication with senior management to keep them informed as needed. Utilize data from the CMMS system to analyze the volume, type, and nature of work orders, implement strategies, develop KPIs (Key Performance Indicators), to improve service delivery and increase customer satisfaction ratings. Deliverables: Preventive Maintenance Program Reports: Reports that assess the status of all critical systems (mechanical, electrical, plumbing, fire protection, security, access control, energy management) and outline the effectiveness of preventive maintenance efforts. This includes metrics on the number of preventive tasks completed vs. overdue and potential areas for improvement. Sustainability and Energy Use Reports: Presentations and reports that assess energy usage, sustainability efforts, and progress towards environmental goals.

10% Special Projects:

Serves as deputy to the Senior Director, supporting strategic planning and implementation of cross-functional initiatives. Takes on special projects and assignments requiring both independent contribution and the application of broad oversight, judgment, and coordination across UCOP departments, campuses, and external agencies.

10% Project and Contract Management:

Defines project requirements and negotiates building management contracts and any necessary contract amendments. Establishes operating budgets and ensures that financial terms and conditions are clearly identified and met. Process and tracks with staff members purchase orders, payments, and contract executions as required to maintain smooth operations for BASC. Ensures that the organization's occupancy needs are fulfilled and monitors adherence to master plans, budgets, and schedules. Participates in the development of guidelines and procedures, governing building and workplace operations. Deliverables: Regular reports detailing vendor performance, contract adherence, and any necessary amendments. This should include financial tracking for facility-related contracts and budgets.

Experience

Required Qualifications:

• Minimum of 8 years of experience managing large facilities, leading teams, ensuring regulatory compliance, and driving operational efficiency through data-driven decision-making.

Skills and Abilities

Required Qualifications:

• A strong individual contributor with the ability to independently create content and deliverables, while also bringing strong leadership, staff motivation, and team-building skills.
• Extensive experience in facilities maintenance, building management systems, and emergency management, with the ability to effectively coordinate and manage critical situations during off-hours, ensuring minimal disruption to operations and rapid resolution of issues across all areas of responsibility.
• Strong skills to facilitate and collaborate with various internal and external constituencies on short- and long-term facilities planning and management.
• Strong analytical, report/presentation preparation, document management, and communication skills to meet regulatory, operational, and budgetary reporting requirements. Experienced with hands-on development of reports, presentations, and other executive-level communications.
• Strong skills in management, regulatory compliance, and operations planning.
• Broad knowledge in the areas of facilities management, space planning and allocation, security, fire and safety, and emergency preparedness.
• Strong skills in verbal and written communications, with the ability to prepare clear, persuasive, and professional materials for diverse stakeholders.
• Experience and knowledge to inspect construction in progress (general and specialty structures) and read, sketch, and interpret plans and specifications.
• Ability to effectively utilize Microsoft Suite such as PowerPoint, Excel, Power BI, Project, and other relevant software to track work progress, prepare presentations, analyze data, and develop deliverables that support operational goals and data-driven decision-making; familiarity with emerging AI productivity tools such as ChatGPT and CoPilot in an office environment.

Education

Required Qualifications:

• Bachelor's degree is required preferably in engineering, facility management, architecture, or a closely related field.

Licenses and Certifications

Preferred Qualifications:

• Certified Facility Manager (IFMA), Facility Management Professional (IFMA) or similar certifications preferred

Salary

$142,000 - $160,000

How to Apply

Please be prepared to attach a cover letter and resume with your application.

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