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Application Review Date
The First Review Date for this job is: November 19, 2019
UC Berkeley Extension is the continuing education arm of the flagship campus UC Berkeley. Since 1891, we've been assisting students in reaching their professional goals and accomplishments. We offer more than 65 professional certificates and specialized programs, and more than 2,000 classroom and online courses, with 45,000 enrollments each year. We pride ourselves on academic excellence and are now looking for a passionate Facilities Manager to further contribute to that excellence.
Extension's Facilities Manager is responsible for roughly $6.5M facilities budget across 4 administrative and instructional facilities within the San Francisco Bay Area in 3 cities (Berkeley, San Francisco and Belmont); roughly 120 administrative offices, 110 cubes, 70 classrooms, 5 computer classrooms, and 3 computer labs, as well as common student and staff spaces. The Facilities Manager reports to and will work closely with the Director of IT Operations to optimize the intersection of facilities and Information Technology services delivery; oversee academic and administrative space renovations to enhance collaboration, utility and value; and provision enabling end-user technologies to support administrative staff deliver low-cost, high-quality student services.
The qualified candidate will be an experienced leader with both broad and deep facilities management expertise who is willing and capable of rolling up their sleeves, but can also coach and inspire a team to achieve results while he/she gathers insights and builds relationships with the organization's academic leaders, directors, stakeholders, instructors, partners and peers. Success will require an ability to juggle pressing operational demands, service requests, detailed moves, and unforgiving schedules while also assessing blue prints or space designs, for example, against usable square feet, section counts and enrollments, the cost of new ergonomic furniture, the principles of hoteling, and formulating a comprehensive, cohesive, and actionable capacity planinspired by industry and organizational insights.
Applies advanced concepts in serving as liaison with campus and external agencies regarding safety, access, maintenance, remodeling and construction activities of multiple building occupants/departments and/or buildings with complex needs such as research laboratories.
Works closely and directly with Campus partners and external agencies to achieve objectives, e.g., Real Estate Services, property owners, on-site management, building engineers and designated real estate brokers; UCPD, Capitol Projects, and Facilities Services to identify and secure resources and services; moving vendors; Environmental Health & Safety; Information Systems and Technology (IS & T); Communications and Networking Services (CNS), Parking/Transportation and Fleet services, etc..
Collaborates with department leadership on development of space planning; evaluates and advises on the design and allocation.
Working closely with the Director of IT Operations, engages leadership, department staff and other stakeholders to leverage user-centric design thinking to administrative spaces to support administrative staff in delivering low-cost, high-quality student experiences.
Develops a data-centric approach with key metrics to gain both high-level and detailed insights into space performance, resource utilization, allocations, capacity planning and the economics of provisioned spaces.
Works collaboratively with academic programming staff to understand and accommodate programmatic needs and more effectively align facilities resources.
Identifies opportunities, optimizations and improvements to provision cost-effective learning environments including classrooms, labs, conference rooms, solo and specialty spaces.
Reviews building management procedures and recommends changes; ensures currency, relevance and adherence to internal and external regulatory requirements.
Develops effective policies and procedures to optimize and maximize utility of facilities, resources, time and team while ensuring compliance with Campus policies and regulations.
Ensures compliance with accessibility and ergonomic regulations.
Works with Campus occupants to plan space that accommodates non-routine systems and/or research or specialized equipment, and hazardous materials storage and disposal.
Develops budgets for management review to include moves with significant building infra-structure upgrades.
Responsible for roughly $6.5M facilities budget across 4 administrative and instructional facilities within the San Francisco Bay Area in 3 cities (Berkeley, San Francisco and Belmont); roughly 120 administrative offices, 110 cubes, 70 classrooms, 5 computer classrooms, 3 computer labs, and common student and staff spaces.
Serves as Extension's equipment and inventory control custodian, responsible for maintaining inventorial equipment in campus (BETS) tracking system; coordinating disposal of inventorial and non-inventorial items per campus and OSHA guidelines; and responding to sample equipment audits.
Develops comprehensive and actionable asset lifecycle management plan and toolsets.
Works with internal and external agencies/contractors as needed in regards to existing contract terms or to solicit or negotiate contracts.
Analyzes data in preparation for lease and maintenance contract negotiations;
Prepares and executes Requests for Proposal for contracts.
Directs coordination of operational security/custodial vendor services across multiple facilities.
Vendor management and primary point of contact across multiple services and agencies including Real Estate Services, property management, property owners, on-site management, building engineers and designated real estate brokers; UCPD, Capitol Projects, and Facilities Services to identify resources and services.
Coordinates with RESO re: issuance of Facility Use Permits for rental of Extension's classrooms and Extension's rental of external facilities, e.g., campus and off-campus lab facilities.
Coordinates efforts of department staff, external vendors, and campus services to ensure timely and accurate collection/delivery of Mail services, shipping/receiving, campus, intra-departmental mail; classroom materials; express mail; and special hand deliveries.
Manages vendor and support contract for print/copy/scan devices and services.
Oversees use and maintenance of departmental vehicles and gas cards.
Provides planning and coordination for construction and alteration of projects on a continuing basis.
Serves as Project manager for small and large-scale tenant improvement projects, including review of general contractors, architects, and other potential external partners; defines project scope;
Gathers requirements from stakeholders; identifies and manages distribution of tenant improvement allocations.
Plans, manages, and oversees small- and large-scale office and building moves, including space planning and phasing schedules, furniture, allocation, equipment relocation, and offsite storage facilities.
Coordinates emergency repairs during and after work hours.
Schedules routine, preventive, and urgent repairs and maintenance through building management, maintenance staff, and contracted service vendors.
Manages building environmentals, HVAC and lighting, etc..
Coordinates with multiple units throughout campus to provide a safe and secure facilities environment.
Serves as Extension's Department Safety Coordinator and chair of Department Safety Committee.
Oversees preparation and dissemination of Building Emergency Plans (BEPS), Illness and Injury Prevention Programs (IIPP), Clery Report statistics, and emergency preparedness training documents and reference materials.
Ensures compliance with annual City and Campus Fire Marshal's office inspections and recommendations for remediation, OSHA, etc..
Working closely with the Dir of IT Operations, senior leaders, internal units and external agencies, develops comprehensive and actionable incident management policies and processes.
Coordinates permitted public signage, private wayfinding, and digital signage.
Oversees recruitment, hiring, training, performance management, and personnel actions.
Recruit, supervise and develop facilities team; set and maintain quality and capacity of services goals; coach and ensure appropriate sense of urgency across procedures, safety, health, wellbeing and incident responses; create a team capability that is able to respond with agility to dynamic business needs.
Develop and align staff and skills to deliver exceptional service whether prescriptive or white-glove inspired.
Provides training and resources to uphold consistent standards and minimize operational interruptions for student, instructors, and staff.
Advanced knowledge in the areas of building space planning, codes, capacity, security, fire safety, campus and departmental principles and procedures involved in risk assessment and evaluating risks as to likelihood and consequences; electrical, data, HVAC, plumbing, etc..
Reliable understanding of collective bargaining agreements, contracts and their impacts on services provided
Superior judgement to provide appropriate levels of urgency and responsiveness to direction, issues, and incidents.
Superior judgment and ability to work autonomously, make excellent management, customer service, and business decisions consistent with the mission of Extension.
Reliable judgement to provision solutions and contributions that are consistently intentional, impactful, and of the highest caliber.
Reliable judgement to navigate and coach customer service across a complex matrix service paradigms and costs.
Ability to identify and drive meaningful change by leveraging analysis, service and portfolio management, project and change management and leadership.
Proven ability to connect tactical decisions to strategic goals.
Proven ability to build on a collaborative leadership style that inspires talent, fosters professional pride, and results in impressive, shared visions and achievements.
Ability to attract, recruit, motivate and retain talent to develop highly functional and results-oriented teams that thrive under a collaborative leadership style.
Ability to organize, develop and manage resources; to align knowledge and skills with operational and organizational goals.
Ability to listen to others, to synthesize multiple ideas effectively and incorporate diverse points of view.
Ability to model professional behaviors; efficiency and quality in one's own work; inclusion, cooperation and teamwork; initiative and responsibility; accessibility and accountability.
Ability to communicate persuasively, accurately, succinctly and with sensitivity while adapting the message to targeted audience.
Proven broad social and leadership skills to collaborate across functional units, to lead diverse teams while cultivating effective alliances and relationships; developing trust, engagement, consensus, and value in solutions.
Ability to develop and lead multiple initiatives and teams to resolve pressing time sensitive issues in a resource constrained environment.
Proven success leading complex projects to deliver appreciable value, and ability to manage multiple projects and changing priorities in a dynamic, agile environment.
Advanced interpersonal and communication skills.
Advanced skills in working collaboratively and influencing others.
Advanced knowledge and skill regarding specialized research needs in space planning and advanced skill to effectively translate needs to professional architects and engineers.
Advanced skills to assess processes or services to make improvements and in project management.
Advanced skill to multi-task and effectively prioritize large project work.
Advanced knowledge of architectural or engineering concepts.
Bachelor's degree in related area and/or equivalent experience/training.
Salary & Benefits
This is an exempt, monthly paid position. Annual salary is commensurate with experience.
For information on the comprehensive benefits package offered by the University visit:
Please submit your cover letter and resume as a single attachment when applying.
A valid driver's license and DMV check for driving record is required.
This is a full-time, 40-hours per week, career position.
Conviction History Background
This is a designated position requiring fingerprinting and a background check due to the nature of the job responsibilities. Berkeley does hire people with conviction histories and reviews information received in the context of the job responsibilities. The University reserves the right to make employment contingent upon successful completion of the background check.
The University of California was chartered in 1868 and its flagship campus - envisioned as a "City of Learning" - was established at Berkeley, on San Francisco Bay. Today the world's premier public university and a wellspring of innovation, UC Berkeley occupies a 1,232 acre campus with a sylvan 178-acre central core. From this home its academic community makes key contributions to the economic and social well-being of the Bay Area, California, and the nation.