#140608 FM Business Operations Manager

DESCRIPTION

DEPARTMENT OVERVIEW

Facilities Management (FM) is is a large division within Operations Management and Capital Programs responsible for maintaining the University's 12.5 million GSF of core & FM maintained space to include Custodial, Maintenance and Operations, Landscaping, Work Management, Project Quality Management and Project Management.

POSITION OVERVIEW

Under general direction from the Director of Facilities Management, the Business Operations Manager is responsible for providing critical support, strategic input, analysis, program direction and coordination for the FM Work Management Team.

Participates in short and long range strategic planning for the department. Provides leadership in long term forecasting, centralized resource analysis and financial management for the Workforce Management Team. Supervises the development and implementation of Maximo for personnel at all levels. Provides oversight, coordination and liaison with critical university organizations including but not limited to CPM, Procurement, Real Estate, BFS, Strategic Sourcing, IPPS, Health Systems and RRSS. Coordinates with Fleet Services and manages all vehicle purchases and servicing. Supervises an operating budget and major maintenance budget for the FM Work Management Team. Manages a variety of data and records to accurately account for labor, materials, tools, equipment and rolling stock. Coordinates accurate completion of equipment inventory for the FM Work Management Team with Equipment Management. Manages and maintains the communication system of and equipment for 400 MHz radios.

Provides oversight and Supervision of FM Work Service Center (WSC) and the Customer Relations team, oversight of all purchasing and financing of space acquisitions and maintenance inventory for FM facilities. Provides high level advice, oversight and operational support in financial management, funding, resource administration, inventory, asset management, new resource development, staffing and HR management & support.

Manages the Work Service Center serving a physical plant of approximately 12.5 million square feet. Oversee the Maximo Work Order Processing for FM, with 2,000 monthly service requests generated through the Maximo web portal, and 1,000 service requests monthly generated through 100 daily trouble-calls via telephone, and 150 monthly FM notifications.

Oversees all aspects of the FM Storehouse and FM inventory management. Directs and coordinates the activities of Storehouse Operations. Provides short and long range forecasting and strategic planning in areas including but not limited to equipment lifecycle, trend planning, attrition, etc. Receives assignments in the form of objectives and determines how to use resources to meet schedules and goals. Formulates, implements, and monitors FM policies and programs. Participates in UC San Diego and department-wide committees and teams. Leads staff in introducing new and innovative services and modify/improve existing policies to meet the needs of a rapidly growing campus infrastructure.

Responsible for supervising the administrative services of a large academic department within a school OR college OR non-academic department (program). Typically reports to a manager. Administrative services include all or some of the following functions: IT, facilities, student services, contracts and grants, budgetary financial management and / or human resources. Supervises support and / or professional staff.

QUALIFICATIONS

• Solid knowledge of the organization's processes, protocols and procedures with a focus on budget, account and fund management and / or personnel management within labor contract(s) and personnel policy. Ability to analyze workflow and determine effective staffing structures to meet operational and service needs of organization. Ability to address and resolve performance problems and other personnel issues and concerns.

• Solid knowledge of financial analysis and reporting techniques; human resources and risk management planning; accounting and payroll. Demonstrated expertise in the application of finance to the management of unit operations. Proven ability using spreadsheet and database software for financial analysis, fiscal management, and financial reports.

• Solid organizational and customer service skills to effectively manage multiple priorities. Demonstrated successful ability to multi-task in a high volume environment. Ability to adapt to changing priorities. Demonstrated ability to set priorities to accurately reflect relative importance of job responsibilities.

• Solid interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising, and counseling to effectively motivate others. Demonstrated ability to make formal and informal presentations to senior-level management and discuss the study and recommendations both inside the Department and campus-wide. Works collaboratively with FM leadership to foster a positive work environment that supports employee retention, professional development, and organizational effectiveness. Clearly communicates expectations, monitors progress, and adjusts priorities as needed to meet operational goals.

• Solid knowledge of common organization-specific and other computer application programs. Excellent computer and math skills, specifically in Maximo or a workorder equivalent software, and in Microsoft Office programs, with advanced knowledge of Excel and Access. Excellent analytical skills with proven ability to research and interpret data and present analyses both orally and in writing.

• Solid skills to quickly evaluate complex issues and identify resolutions. Proven analytical and conceptual skill applied to the resolution of complex problems including identifying key issues, evaluating options, deriving logical conclusions and initiating strategies for action.

• Demonstrated skills in employee supervision and HR administration. Strong, effective supervisory skills and demonstrated ability to provide leadership that motivates and promotes team-building, creates a positive work environment. Demonstrated ability and work experience in managing staffing needs, evaluating workloads and resources, and planning and organizing day-to-day activities. Experience in hiring, promotions, classifications, progressive discipline, and evaluating performance. Experience in effectively following and implementing operational and human resources practices.

• Thorough knowledge and understanding of internal control practices and their impact on protecting University resources.

• Advanced knowledge of and experience with customer service theory and practice. Ability to consistently work with individuals at all levels within the university in a positive and productive manner.

• Ability to model and advocate UCSD Principles of Community.

SPECIAL CONDITIONS

• Job offer is contingent upon satisfactory clearance based on Background Check results.

• May need to work evening or weekend hours as operationally necessary

• Mandated Reporter: This position has been identified as a Mandated Reporter pursuant to the California Child Abuse and Neglect Reporting Act and requires immediate reporting of physical abuse, sexual abuse, emotional abuse, or neglect of anyone under the age of 18. It is the responsibility of the Mandated Reporter to ensure that they obtain proper training in order to fulfill their reporting responsibilities as required by the California Child Abuse and Neglect Reporting Act and University policy, and to complete and submit the required reports to the UC San Diego Police Department without delay.

If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community.

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

For the University of California’s Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.

Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts an 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; or have filed an appeal of a finding of substantiated misconduct with a previous employer.

a. "Misconduct" means any violation of the policies governing employee conduct at the applicant’s previous place of employment, including, but not limited to, violations of policies prohibiting sexual harassment, sexual assault, or other forms of harassment, or discrimination, 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