General Information
| Job Description | FAC MGT SPEC 1 CX | Working Title | Facilities Management Specialist |
|---|---|---|---|
| Job Code | 004481 | Grade | 139 |
| Department Name | SOM Finance and Admin Dept - D02013 | Department Head | Maria Aldana |
| Supervisor | Cynthia Carolina | Effective Date | 02/26/2024 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Department Custom Scope
| The incumbent will work closely with the Facilities Manager to perform reconfigurations, remodels, moves, and tenant improvements. Plan and schedule work orders, furniture installations and employee and/or equipment moves. Prepares Request for Proposals (RFP) / Request for Quote (RFQ), request of Service or Goods and monitors product procurement cycle to ensure timely product delivery in accordance to schedule. Conduct job walks with vendors and contractors. Coordinate facility furnishings with space allocations. Assist with the coordination of staff new hire projects. Collaborate on space planning, Calculate program furniture needs. Works with customers, identifying needs and resolving customer issues. Conduct safety walks to identify needs for repairs or renovations. Manages work orders through the entire process and taking accountability for customer satisfaction. Under supervision manages numerous less complex design projects from inception to construction completion. Maintains a current understanding of industry practices, standards and customer needs. Perform other responsibilities and duties as assigned. Carries out day-to-day office functions; ensures that all records and files are maintained. Processes quotes, proposals, invoices and requests updates from management. Act as liaison with procurement department to execute service contracts and agreements, and purchases. Contacts department vendors to schedule and follow up on all service requests. Assist in developing infrastructure in the areas of assets management, inventory, access control, and emergency preparedness for the school of medicine campus locations and leased space. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in related area and/or equivalent experience/training. | Required |
Experience Requirements
| Experience | Requirement |
|---|---|
| 0-1 years of related experience. | Required |
| Previous experience in facilities management. | Preferred |
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
| SOM Asset Management System. Conducts site visits of SOM campus and leased spaces to identify, track, and record SOM owned inventory of assets that value between $500 and $5,000. Develop a process flow chart to efficiently update the asset management system with new, relocated, and expired assets. Collaborates with the purchasing department to identify new assets purchased. Manage the annual audit process of existing equipment. | 20 |
| May act as Building Coordinator for organization emergency/disaster preparedness for assigned values. Drafts policies and procedures related to emergency evacuation plans for campus and leased space. Identifies proper storage and disposal of hazardous medical waste. | 15 |
| May serve as "Department Access Key Controller" as defined by the UCPD Access Control Policy, maintaining accurate records of all access control activities, ensuring appropriate authority prior to issuing keys, ordering replacement keys as needed. Create and manage an accurate SOM key assignment database of all issued and stored SOM keys for SOM occupied campus and leased spaces. Work with and negotiate contracts with locksmith vendors to finish implementing the master key system at leased spaces. Manage the access control systems for all SOM occupied buildings both on campus and off campus. Add and remove users as needed, trouble shoot issues, train users as needed. | 15 |
| Conducts rounds to inspect areas for security, fire and accident hazards and takes appropriate action as required, including reporting infractions of fire and building codes, building rules and other building irregularities to management. | 15 |
| Coordinates maintenance, custodial, grounds and other service requests by Physical Plant Services as well as other outside vendors or organizations for assigned facilities, including reconciliation of outstanding service requests. Works closely with Facilities Manager to perform reconfigurations, remodels, moves, and tenant improvements. Prepares floor, space and/or furnishing schematics. Assist with the coordination of staff new hire projects. Collaborate on space planning, Calculate program furniture needs, Coordinate moves of phones. Prepares Request for Proposals (RFP) / Request for Quote (RFQ), request of Service or Goods and monitors product procurement cycle to ensure timely product delivery in accordance to schedule. Conduct job walks with vendors and contractors. Coordinate facility furnishings with space allocations. Plan and schedule work orders, furniture installations and employee and/or equipment moves. Coordinate interior signage installation. Update floorplans as needed. Work with all vendors related to office space design, furniture installation and employee moves. Works with customers, identifying needs and resolving customer issues. Check rooms and furniture to identify needs for repairs or renovations. Manage work orders through the entire process and taking accountability for customer satisfaction. Maintain a current understanding of industry practices, standards and customer needs. Manage numerous less complex design projects from inception to construction completion. Perform other responsibilities and duties as assigned. For assigned projects, will oversee vendor contracts for services to ensure work is being completed per the proposal/contract for equipment maintenance and facilities projects. Manage, negotiate and execute vendor contracts pertaining to the scheduled calibration of medical equipment. Prepare equipment management documentation of maintenance. | 15 |
| Carries out day-to-day office functions; ensures that all records and files are maintained. Processes quotes, proposals, invoices and requests updates from management. Act as liaison with procurement department to execute service contracts and agreements, and purchases. Contacts department vendors to schedule and follow up on all service requests. | 10 |
| SOM space inventory - update all SOM floor plans and create a space database in Excel. Document all core finishes at our leased spaces, create and manage an annual maintenance schedule including carpet, paint, door hardware, ceiling tiles and light fixtures. | 5 |
| Assists with the development of the facilities management budget. For assigned projects, ensures vendors are compliant with invoicing per the purchase order and work to be performed. | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Knowledge of facility maintenance practices and procedures along with safety and emergency preparedness. | Required |
| Demonstrated effective listening, interpersonal communication and problem-solving skills to resolve inquiries, address concerns or problems and ensure cooperative and productive working relationships. | Required |
| Knowledge of the use of standard organization computer applications, Word, Excel and other common desktop applications. | Required |
| Effective written and verbal communication skills. | Required |
| Demonstrated ability to work independently and as part of a team. | Required |
| Ability to develop and maintain positive customer relationships. | Required |
| Knowledge of Facility Management. | Preferred |
| Ability to prioritize work, keep records organized accordingly and meet critical deadlines while working in a fast paced environment.. Must be an independent thinker, detail-oriented, highly organized and creative. | Preferred |
| Knowledge of AutoCAD or similar CAD software, Adobe Acrobat Pro DC , | Preferred |
| Ability to Independently conduct space management, facilities/furnishings planning studies; read, understand, and interpret building codes, architectural drawings, and construction plans; principles and procedures of facilities/furnishings planning which includes program planning and space management; space utilization, allocation guidelines, | Preferred |
| Ability to effectively coordinate facility furnishings with space allocations. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|---|
| Occasional travel for university related business meetings, conferences and/or professional development. | Required |
| May need to work early mornings or late nights depending on the needs of the project. | Required |
| Must possess or obtain a Valid CA Driver License in accordance with the California Department of Motor Vehicles. | Required |
Other Special Requirements & Conditions
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Level of Supervision Received
| Close Supervision |
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: Yes |