Facility Maintenance Manager

OVERVIEW

Associated Students, Inc. (ASI) employs student-focused professionals with equity-mindsets. Established in 1963, Associated Students, Inc. (ASI) is a non-profit corporation led by a 14-member board of elected student leaders. ASI is an auxiliary organization authorized by the California State University Board of Trustees to perform Student Life functions for Cal Poly Pomona students. ASI provides opportunities for student engagement, student leadership and employment, and a multitude of Student Life programs and services e.g., recreation and wellbeing, student union and activities, student government, clubs and organizations, food pantry, and childcare. The administrative and student support areas of ASI include human resources, financial services, information technology, facilities management, and marketing. ASI employs approximately 500 part-time students and 60 full-time staff members. ASI accepts the responsibility for conscientiously managing mandatory student fees and state-owned facilities: $18M annual operating budget, $5M annual debt service, approximately $24M in reserves, and 294,253 square feet of student space (student union, recreation center, and pool). ASI is in the Cal Poly Pomona Division of Student Affairs with a dashed reporting line to Administrative Affairs. ASI serves the entire campus population, including over 28,000 students.

As an evolving learning organization, ASI is human-centered and strives to live its values of care and growth. The purpose of ASI is to transform lives, and its vision will be co-developed through the teamwork of staff. With a commitment to learning, continuous improvement, and innovation, ASI is looking for a dynamic team member who supports team learning, co-creation, radical candor, psychological safety, growth mindset, and lives out equity, diversity, and inclusion practices.

The ASI Facility Operations department is one of the largest departments in ASI. The department consists of four units, BRIC Operations, BSC Operations, Custodial Services and Maintenance, that are responsible for the maintenance, cleanliness, day to day operations, safety and emergency management of the BRIC and the BSC. The Facility Operations department strives to transform our facilities to a welcoming home for all and is committed to providing exceptional customer service experiences that lead to a sense of belonging in all ASI facilities.

POSITION DEFINITION

Under the general direction of the Associate Director of Facility Operations, the Facility Maintenance Manager is responsible for the overall maintenance of ASI administered buildings and facilities including the Bronco Recreation and Intramural Complex and the Bronco Student Center. The Bronco Recreation and Intramural Complex (BRIC) is the campus’s recreation center. The BRIC opened in 2014 and includes a fitness center, multi-purpose studios, outdoor pool, gym courts and indoor track as well as office space and locker rooms. The Bronco Student Center (BSC) serves as the student union, the campus’s primary conference center, and one of the main locations for food service (subleased and operated by the Cal Poly Pomona Foundation). The BSC first opened in 1974 and expanded in 1997 and 2003. The Facility Maintenance Manager oversees the preventative maintenance, repair, and replacement work of internal staff and external vendors to provide for the cost-effective, safe, and efficient maintenance operations of the ASI facilities, including but not limited to utility management, conservation programs and projects, facility safety coordination, and short and long-term facility improvements.

ESSENTIAL DUTIES

Personnel Management

• Recruit, select, train, supervise, coach, evaluate and develop the Maintenance Team, including the full-time Supervising Building Services Engineer (1), and part-time Maintenance Supervisor (1), Lead Maintenance Technicians (9), Maintenance Technicians (11), Recreation Technician Supervisor (1), Lead Recreation Technicians (1), and Recreation Technicians (14)
• In collaboration with the Supervising Building Services Engineer, develops maintenance performance standards for maintenance staff to ensure effective, safe, and timely work
• Ensures all maintenance personnel have training, professional licensures, and certificates updated, as required.

Administration

• Develop, implement, manage, and evaluate maintenance related procedures and guidelines that provide the effective operation, risk management, and use of ASI facilities with support of Supervising Building Services Engineer or external vendor/consultant
• Ensure mission, goals, objectives, and initiatives are communicated and translated into actionable tasks to engage staff in participating in the overall success of the organization
• Develops, implements, manages, and assesses changes and improvements in work methods
• Manages the operation of the computerized maintenance system (FMX)including but not limited to work order control and inventory information system
• Develop, implement, manage, and evaluate a quality assurance program to track the quality of service, respond to inspection deficiencies, and procedure for service improvements, conducting random inspections of work orders/projects in process to ensure timely and effective performances and use of resources
• Develop, implement, manage, and assess the department customer service protocols and standards
• Maintain inventory of essential department documents and resources including operation and maintenance manuals, warranties, and as-built plans
• Responsible for preventative maintenance data metrics, budget development and ongoing financial planning to ensure that priorities are established and met within appropriate budgetary guidelines.
• Develops & implements organization wide training for effectively utilizing the work order request system (FMX)
• Serves as liaison with University Facilities Management and operations personnel, as needed
• Prepares administrative, project, and maintenance related reports including responses to audits, as needed
• Engages in professional organizations and maintains an understanding of current ideas, research and practices pertaining to facilities management

Maintenance & Repair Management

• In collaboration with the Supervising Building Services Engineer, oversees unit on the maintenance and repair of all ASI facilities through a documented computerized inspection process
• building system operations including but not limited to HVAC, energy management systems, fire/life safety systems, pool operations, and alarms
• building equipment and mechanical systems including but not limited to elevators, automated doors, plumbing systems, pumps, lighting systems, and swimming pool mechanical systems
• functional building elements including but not limited to doors, walls, ceilings, roofs, flooring, windows, stairwell, indoor and outdoor furnishings, and fixtures, and specialized equipment
• Leads and manages an effective work order management program via CMMS (FMX)to assign, track, prioritize, plan, schedule, and manage the deployment of resources to respond to ASI short and long-term needs and request
• Work with consultant to develop and administer a preventive maintenance program to improve and extend service life of building systems including equipment and parts by coordinating the work of in-house maintenance personnel and external vendors and contractors for selected services.
• Works with key stakeholders to assess and recommend ASI physical assets and prioritization of deferred maintenance and capital renewal on an annual basis.
• Works with key stakeholders to enhance operational sustainability and improve energy conservation, including energy management and efficiency, and building automation and monitoring systems

Budget & External Vendor Management

• Prepare, present, implement and administer the maintenance budget; prepare cost estimates for budget recommendations; submit justifications for various facility safety needs, including capital improvement projects as appropriate, and monitor and control related expenditures
• Manage external maintenance contractors and vendors, including work performed by University Facilities management, to supplement or compliment maintenance related work including but not limited to developing the planning, scope, cost estimation, negotiation, execution, management, inspection, and evaluation of service agreements
• Manage facility utilities, evaluating impact on department budgets making recommendations for short and long- term improvements.
• Manage the planning, development, and preparation of quote comparisons and bid specifications for maintenance-related projects

Project Planning and Management

• Assists in the development and prioritization for capital renewal, deferred maintenance, and major maintenance multi-year plans using evidence-driven planning processes, strategies to maximize resources, and ensuring timely and cost-effective implementation
• Collaborates with key stakeholders to minimize disruptions during maintenance and repair projects.

Safety & Risk Management

• In collaboration with Associated Director of Facility Operations Review and evaluate student union and recreation facilities maintenance operations to ensure that appropriate risk management precautions and procedures are in place and ensure that facilities follow the risk management requirements of the California State University system and California State Polytechnic University, Pomona as well as Federal and State.
• Oversees unit safety to include but not limited to, emergency equipment, supplies and protocols, Safety Data Sheet (SDS) records, and Cal/OSHA and OSHA compliance standards in collaboration with California State Polytechnic University, Pomona Environmental Health and Safety& Emergency Management Department and/or external vendor
• Develops, implements, manages, and assesses the unit safety prevention, emergency preparedness and response protocols in coordination with an external vendor
• Responsible for tracking, assessing, and sharing reports on accident/incident and near miss trends and develop and implement preventative measures to increase safety within the unit.

Engages with local and state inspectors and fire marshal to ensure safety compliance, as needed

Organizational Support

• Foster an organizational culture that supports learning, cooperation, communication, and skill sharing.
• Engage in campus-wide collaborations, board, and committees that serve the overall mission of ASI and the University as a whole
• Serve as ambassador for ASI at the university, state, regional and national levels
• Perform other related duties to carry out the mission of ASI, as assigned