Position Title:
Director, Housing Building Operations and Facilities
Position Type:
Regular
Salary Range:
$79,920-93,960 ; commensurate with experience.
Pay Frequency:
Annual
POSITION PURPOSE
The Director, Housing Building Operations and Facilities plans, develops and executes appropriate facilities management and oversight for all University owned residential facilities. This includes the oversight of administrative and fiscal management for the facilities, custodial services, repair and maintenance efforts, deferred maintenance scheduling, inventory control, capital investments, remodeling projects and new construction as well as providing operational leadership, management, and oversight to the yearly move-in of resident students as well as the yearly move-out of resident students.
This position has immediate responsibility for the oversight of on-campus properties, off-campus properties, and over six million dollars in annual utility, maintenance, custodial, and renewal & replacement budget. This position provides oversight and management of student rental properties adjacent to the main campus.
The Director fulfills these responsibilities in the context of University policy and strategic planning working in tandem with the Director of Housing Business Services and with organizations across campus including but not limited to Residence Life, Facilities, Planning and Projects, Campus Safety, the ACCESS Office, other Auxiliary Services units as well as with outside contractors. In addition, the Director of Housing Building Operations and Facilities represents the Housing Office and serves the University through participation in University committees relating to planning, facilities management, and emergency preparedness. The Director of Housing Building Operations and Facilities supervises the Assistant Director of Housing Building Operations. This position indirectly supervises the Coordinator of Building Operations and also indirectly supervises Building Operations student assistants.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Facilities Administration {65%)
Provide leadership and input on residential needs and opportunities in campus wide university facilities planning; in collaboration with RLC leadership, graduate schools and others, provide direction and leadership in all aspects of facility renovation and new construction, concentrating on providing a vital and effective living and learning environment for students.
In collaboration with Auxiliary and other University resources, design, implement and direct the efficient and timely facilities operations including scheduled routine maintenance and custodial services, planned construction and renovations and asset management record keeping.
Assume responsibility for all facets of Housing facilities administration, ensuring efficient and cost-effective annual operations and collaborating on creative long-term facilities planning.
Identify capital project needs and facilitate the preparation of capital and renewal project lists; establish and monitor project priorities, budget guidelines and clear protocols for participation by other University staff and faculty. Ensure projects are appropriately monitored.
Oversee and manage the collection evaluation and submission of routine maintenance and custodial requests.
Provide leadership for the staffs of Housing and, tangentially, Residence Life-- overseeing ongoing maintenance and custodial services provided by University Facilities Department. Ensure productive collaboration with University Facilities Director in development of processes, training, problem solving, etc.,
Administer a comprehensive security system for all residential facilities consisting of an on-line lock system (SALTO). Develop security policies and procedures, access plan request policies & processes, access plan structures and door schedules to meet the needs of resident and non-resident students, faculty, staff, guests and conference visitors.
Oversee resource management efforts in the residential facilities including energy and water conservation and recycling programs. Monitor utility consumption developing techniques and tools that promote resource conservation. Develop and communicate conservation initiatives for student, staff and faculty residents.
Evaluate products and offerings for furniture, equipment, moving and storage and maintenance and repair vendors and service providers with an awareness towards fiduciary accountability and resource allocation.
Fiscal Responsibility (10%)
Develop and implement a schedule and plan to manage the Housing Building Operations and Facilities renewal and replacement reserves and special project accounts (approximately $30 million annually) in collaboration with the Associate Vice President for Auxiliary Services.
Manage the Housing Building Operations and Facilities Repair and Maintenance budget (approximately $20 million annually), the utilities budget ($1.5 million annually) and the custodial budget ($300 thousand annually). Monitor, negotiate, and audit Facilities maintenance and custodial charges as well as expenditures for maintenance and repairs handled by outside contractors.
Oversee billing efforts to recover costs associated with damage in residential properties ($150,000 to $175,000 annually).
Oversee all service contracts and purchase orders to secure the best products and services at the best price for building facility operations.
Provide leadership in the development of long-range fiscal projections. Prepare financial analysis reports periodically.
Develop short term and long-term strategies for cost saving by increasing efficiency in facilities operations.
Program Direction and Development {10%)
Represent the Housing Building Operations and Facilities office and provide relevant expertise in the collaborative assessment of SCU students' residential experience, policies and procedures review, and facilities development to improve them.
Provide leadership, direction, consultation and support to the Housing Building Operations and Facilities Office staff to ensure the development and implementation of efficient, accurate, timely and courteous service and operations.
Provide support to the summer utilization of residence halls by the Conference Services office with the University's Campus Facilities operations, Residence Life, and Undergraduate Summer and Conference Services programs.
Ensure the Housing Building Operations and Facilities Office operations and planning remain current with professional standards, developments, trends and ways in which residential facilities support and advance University initiatives.
Collaborate with the Associate Vice President for Auxiliary Services, the Housing Business Operations, Conference Services Office staff, Residential Learning Community (RLC) staff, and Residence Life in the development of housing policies enabling the Housing facilities office to support the University mission and strategic plan. Manage the implementation of those policies and develop procedures to provide efficient and effective services.
Initiate develop and oversee the implementation of policies and procedures relating to residential facilities, security and safety issues, emergency
preparedness, and student housing fiscal management. Communicate same as appropriate to the University administration, related professional staff, the student community and potential students.
Staff Leadership and Development (10%)
Recruit, hire, train, supervise, direct and motivate the Assistant Director of Conference Services, the Assistant Director of Building & Conference Operations, and indirectly supervise the Coordinator of Building & Conference Operations
Supervise the services of both internal and contracted custodial staff working iii, the residence halls as well as off campus residences identifying their work load, requirements standards, staffing intervals, occupancy turn requirements and scheduling, and special assignments.
Indirectly supervise all Housing Building Operations student staff.
Schedule, plan, lead and conduct team meetings as appropriate that are informative, collaborative and productive for both the Housing Building Operations/Conference Services team as well as for the greater Housing Office team.
Provide periodic staff performance evaluations including regular feedback, preparation of work plans and development of professional goals for those supervised.
Provide and/or oversee training and development of professional and paraprofessional Housing and Residence Life staff in the areas of building operations, customer service, and fire & life safety.
Other Duties - Contacts and Liaison Responsibilities (5%·)
Collaborate with RLC leadership and Residence Life staff to develop policies and procedures aligned with relevant housing components (facilities, staff, professional development planning, and budget).
Provide direction relative to the Housing Building Operations and Facilities Office offerings and requirements in various University contexts (e.g. Facilities, Planning & Projects, ACCESS Office, Information Technology, Media Services, Campus Safety Services), including facility issues, security and renovation needs,
Represent the University in matters related to housing facilities in a variety of settings including orientation, alumni, parent groups, community organizations, prospective conference participants, and University committees,
Respond to requests by community officials such as the fire marshal, building inspectors, city code enforcement and utility representatives in order to have housing facilities comply with federal state and local statutes, ordinances, building codes, etc.
Represent and advocate for the Housing Building Operations and Facilities Office at project and construction meetings and coordinate contract work to allow for efficient and timely operations while minimizing the disruption to residential properties and communities.
Prepare and disseminate appropriate communication regarding custodial, maintenance and project work which impacts residential properties and/or residential communities,
Participate on other University committees as appropriate.

• Confer with other institutions of higher education regarding policies, procedures and products that have been successful within other housing operations.

PROVIDES WORK DIRECTION ​
GENERAL GUIDELINES
Recommends initiatives and implements changes to improve quality and services.
Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices.
Maintains contact with customers and solicits feedback for improved services.
Maximizes productivity through use of appropriate tools; planned training and performance initiatives.
Researches and develops resources that create timely and efficient workflow.
Prepares progress reports; informs supervisor of project status; and deviation from goals. Ensures completeness, accuracy and timeliness of all operational functions.
Prepares and submits reports as requested and required.
Develops and implements guidelines to support the functions of the unit
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred. This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment
Knowledge
Familiarity with university housing administration with a focus on operations/facilities or general university facilities.
Basic understanding of building maintenance and mechanics.
Skills
Excellent written, oral communication and presentation skills.
Abilities
Ability to manage a large student housing operation (over 1,000,000 sq. ft) with diverse facilities (traditional halls, suite-style, apartments, townhomes, and detached single family homes used as student rentals).
Develop and execute multi-year maintenance and renewal schedules.
Maintain appropriate inventory records, develop realistic financial forecasts and budgets, successfully monitor financial performance against plan, analyze complex multi-faceted problems and develop feasible solutions.
Ability to design and manage efficient business processes optimizing and implementing current technology,
Working knowledge of maintenance, housing database, conference database software and related information systems with a demonstrated ability to evaluate departmental system needs and design system solutions.
Ability to provide effective staff management and leadership.
Ability to react appropriately and professionally in crisis and emergency situations
Education
Bachelor's Degree required in a related field; advanced degree preferred
Experience
6-8 years of experience required
Progressive responsibility
Supervisory experience required
PHYSICAL DEMANDS
The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.
Considerable time is spent at a desk using a computer terminal.
May be required to travel to other buildings on the campus.
May be required to attend conference and training sessions within Bay Area or out-of state locations.
May be required to occasionally travel to outside customers, vendors or suppliers
May be required to lift or carry up to 50 lbs on occasion
WORK ENVIRONMENT
The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.
Typical office environment.
Mostly indoor office environment with windows.
Offices with equipment noise.
Offices with frequent interruptions.
EEO Statement
​ Equal Opportunity/Notice of Nondiscrimination
Santa Clara University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and California State laws, regulations, and executive orders regarding non-discrimination and affirmative action. Applications from members of historically underrepresented groups are especially encouraged. For a complete copy of Santa Clara University's equal opportunity and nondiscrimination policies, see https://www.scu.edu/title-ix/policies-reports/
Title IX of the Education Amendments of 1972
Santa Clara University does not discriminate in its employment practices or in its educational programs or activities on the basis of sex/gender, and prohibits retaliation against any person opposing discrimination or participating in any discrimination investigation or complaint process internally or externally. The Title IX Coordinator and Section 504 and ADA Coordinator is Jenna Elliott, Interim Director of Equal Opportunity and Title IX, 408-551-3043, jrelliot@scu.edu , www.scu.edu/title-ix . Inquiries can also be made to the Assistant Secretary of Education within the Office for Civil Rights (OCR).
Clery Notice of Availability
Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website . To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.
Americans with Disabilities Act
Santa Clara University affirms its' commitment to employ qualified individuals with disabilities within the workplace and to comply with the Americans with Disability Act. All applicants desiring an accommodation should contact the Department of Human Resources , and 408-554-5750 and request to speak to Indu Ahluwalia by phone at 408-554-5750 or by email at iahluwalia@scu.edu .
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