General Information
| Job Description | FAC MGR 1 | Working Title | Executive Director of Space Management |
|---|---|---|---|
| Job Code | 000390 | Grade | 23 |
| Department Name | Capital Planning - D01312 | Department Head | |
| Supervisor | Effective Date | 05/01/2017 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|---|---|
| 007199 | DATA SYS ANL 3 | 1 |
| 000399 | FAC MGT SPEC 5 | 1 |
Generic Scope
| Spends the majority of time (50% or more) achieving organizational objectives through the coordinated achievements of subordinate staff. Establishes departmental goals and objectives, functions with autonomy. Manages the accountability and stewardship of human, financial, and often physical resources in compliance with departmental and organizational goals and objectives. Ensures subordinate supervisors and professionals adhere to defined internal controls. Manages systems and procedures to protect departmental assets. |
Custom Scope
| Received assignments in the form of objectives and determines how to use resources to meet schedules and goals. Formulates implements, and monitors facilities management policies and programs. Develops plans to meet objectives and deliver results. Manages fiscal, physical and personnel resources and may manage multiple facilities and personnel. |
Department Custom Scope
| Under the general direction of the Associate Vice Chancellor for Capital Asset Strategies, the Executive Director of Space Management is responsible for providing primary leadership and independent initiative in overseeing, organizing, and directing the campus space management function. The position independently leads and directs a team of career staff and contract consultants to manage the planning, development, and implementation of UCR's long range space and facility management efforts, space assignment and renovation strategies based on an understanding of the educational trends, new research directions, and fiscal opportunities. The position is responsible for the assignment, renovation, and utilization of over $2 million assignable square feet of research, research support, office, classroom, and academic support spaces to their highest potential. Management of this portfolio includes long-range strategic space planning. The Executive Director exercises independent authority to receive space requests, vet all financial performance plans for overhead generation, and modify requests for appropriate physical resource allocations. The Space Management team provides all data analytics and physical resource allocations/revocation to campus senior leadership. The Executive Director also works closely with other campus organizations on facility and asset development projects to author financial models, feasibility studies, and alternate scenarios. Collaboration with other UC Riverside units includes close coordination with Capital Planning, Physical and Environmental Planning, Architects and Engineers, Physical Plant, and Budget Resource and Analysis. The Executive Director represents the Associate Vice Chancellor as directed and collaborates closely with senior leadership at individual college and school levels to analyze unit space needs, both on and off campus, and provides strategic plans for better use of existing space footprints and the acquisition of new space as appropriate. The position also maintains a close liaison relationship with appropriate UC Office of the President staff. The Executive Director will work on other projects as directed by the Associate Vice Chancellor and other campus leadership as needed. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree and/or equivalent experience/training in facilities management. | Required |
| Advanced degree in Business Administration or a related area. | Preferred |
Experience Requirements
| Experience | Requirement |
|---|
License Requirements
Certification Requirements
| Certification | Requirement |
|---|---|
| Certified Facilities Manager. | Preferred |
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
Works with the organization occupancy and facilities building project planners to coordinate the planning, design, and implementation of general and specialized facilities, new buildings, and modifications (general or specialty labs).
|
15 |
Ensures the organization occupancy needs are met.
|
15 |
Ensures project requirements are defined, building management contract and contract changes are negotiated, operating budgets established and financial terms conditions of contract are identified.
|
10 |
Monitors adherence to master plans, budgets and schedules.
|
5 |
Identifies problems and develops solutions, such as allocation of resources or changing project scope.
|
10 |
Selects, develops and evaluates staff.
|
10 |
| Oversees staff development of the survey and update of the campus space database with space characteristics, locations, uses, assignments, and occupants. Develops and maintain databases and modeling applications that integrate facilities data, capital project information, workload projections, and State and local space standards to optimize the long-range space planning process. Provides guidance to ArcGIS users on appropriate use of spatial data analytics and partner closely with UCR units that require spatial data reporting requirements | 5 |
| Independently develops and applies criteria for additional research, instructional, and administrative space campus requirements as growth occurs, including evaluating workload and other growth data (faculty, students, postdocs, research activity and staff projections). | 5 |
| Conducts periodic space reviews to measure and document utilizations and organizational needs. Provide guidance to ArcGIS users on appropriate use of spatial data analytics and partner closely with UCR units that require spatial data opportunities for efficiencies; analyzes issues and policies that support improved reporting requirements. Identifies deficiencies in physical resource utilizations or utilization and efficiencies. Evaluates conclusions of space planning committees and prepare summaries of findings and final reports for review and approval by senior campus leadership. | 10 |
| Create for senior leadership policy development for the allocation, management, and utilization of existing space. Provides guidance and leadership to the entire UCR community on space use parameters, expectations, and move logistics. Independently designs and produces space utilization reports. Manages and directs the survey and update of the campus space database with space characteristics, locations, uses, assignments, and occupants. | 15 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Strong skills to facilitate and collaborate with various internal and external constituencies on long- and short-term facilities planning and management. | Required |
| Strong analytical, research and report preparation skills to meet regulatory and budgetary reporting requirements. | Required |
| Broad knowledge in the areas of facilities management, space planning and allocation, security, fire and safety and emergency preparedness. | Required |
| Strong skills in management, regulatory compliance and operations planning. | Required |
| Strong skills in leadership, motivation of staff and team-building. | Required |
| Strong skills in verbal and written communications. | Required |
| Experience and knowledge to inspect construction in progress of general and specialty structures, read, sketch and interpret plans and specifications. | Required |
| Knowledge of UC budget and accounting policies. | Preferred |
| Construction industry experience in a university or public sector environment and knowledge of relevant regulations and requirements (e.g., GASB, OMB Circulars). | Preferred |
| Demonstrated ability to extract, analyze, and interpret complex data utilizing technology tools for office and data management, as well as evaluate data to produce reports in the most appropriate format to highlight principal concepts or conclusions for an audience of varying levels of expertise and knowledge | Required |
| Outstanding verbal and written communication skills. Skill in using a broad range of communication methods (verbal, written, formal presentations) to shape and advance management initiatives, and build alliances and partnerships; analyzing policy issues to form solid recommendations. Proven ability to interact effectively with diverse populations at all levels within and outside UC, including faculty, researchers, administrators, and outside contractors. Ability to achieve consensus on complex issues. | Required |
| Ability to learn and operate sophisticated computer applications for space database tracking and analytics, including such programs as: Excel, Word, Access, Primavera, Archibus, Facilities Management System, Computer Aided Design (CAD), and Geographic Information System (GIS); design effective performance measures for teams, processes, and services, and use the results to help shape successful space assignments and environments. | Required |
| Ability to effectively read and interpret architectural plans and specifications as related to space, space characteristics, and assignments. | Required |
| Demonstrated leadership ability and management skills with a record of progressive and responsible management experience including developing appropriate policies and procedures related to space management and facilitating a collaborative environment between leadership and a diverse set of constituents. | Required |
| Demonstrated ability to manage in a dynamic environment of constantly changing priorities without compromising work quality and productivity. | Required |
| Demonstrated excellent analytical and problem-solving ability. Ability to provide leadership in addressing highly complex and sensitive issues. Demonstrated keen critical and innovative thinking skills. | Required |
| Extensive supervisory experience, with the ability to promote team building and best management practices. | Required |
| Comprehensive knowledge of the policies, procedures, and governance of the University of California. Ability to coordinate work of individuals in a variety of campus offices, vendors and/or committees to meet deadlines. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|
Other Special Requirements & Conditions
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Level of Supervision Received
| GeneralDirection |
Environment
Working Environment
| Campus |
Other Requirements
Items Used
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Physical Requirements
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Mental Requirements
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Environmental Requirements
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Critical Position
| Is Critical Position: No |