Manager, Facilities & Operations (Work Control)

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The Manager, Facilities and Operations plans, organizes, assigns, reviews, supervises, and directs the maintenance, repair, and renovation of assigned University facilities and related equipment, ensuring that jobs are completed efficiently and within regulatory guidelines.

CORE JOB FUNCTIONS (General)  

• Ensures adherence to University standards of facility operations.

• Manages a team of facilities staff, such as maintenance technicians, plumbers, and painters.

• Evaluates staff performance and recommends individuals for training or promotion.

• Addresses employee relations or performance issues, with the assistance of Human Resources.

• Manages all vendors that perform services for the facilities.

• Reviews and analyzes a variety of reports, and ensures the resolution of any identified issues.

• Assists with the maintenance of assigned budget for labor, materials, contractors, outsourced functions, and other expenses.

• Utilizes the appropriate system to compile data and generate reports for budgetary purposes, discusses information, and makes recommendations for action.

• Participates in the on-call manager rotation and works with Campus Planning and Construction to address solutions for after-hours emergencies.

• Establishes and continuously assesses the effectiveness of the internal controls within the unit and compliance with University policies and procedures.  Ensures employees are trained on controls within the function and on University policy and procedures.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

CORE QUALIFICATIONS                                                                                                         

Education:

High School diploma or equivalent

Certification and Licensing:

N/A

Experience:

Minimum 8 years of relevant experience

Knowledge, Skills and Attitudes:

• Knowledge of business and management principles.

• Ability to direct, manage, implement, and evaluate department operations.

• Ability to establish department goals and objectives that support the strategic plan.

• Ability to effectively plan, delegate and/or supervise the work of others.

• Ability to lead, motivate, develop and train others.

• Commitment to the University's core values.

Department/Position Specific Functions (specific to Coral Gables campus)

All work performed is expected to be in accordance with the University’s DIRECCT Values, Service Standards, Leadership Behaviors, and Departmental Standards, as listed on the Facilities Management Standards Addendum.

The Manager is designated Essential Personnel as a Critical Tier 1 employee.

Departmental Summary

The Manager, Facilities & Operations will provide leadership, strategic planning, and active management of the operations of the Facilities Work Control Center.  The Manager coordinates and oversees various critical initiatives and programs under the guidance of the Director.

• Establishes priorities, plans and coordinates the strategy and execution of day-to-day operations of the Work Control Team.

• Serves as the day-to-day coordinator for campus operations ensuring work orders are processed in a timely manner, communications are sent timely, and all relevant parties are keep abreast of status update.

• Collaborates with manager in setting goals and deadlines for the department. 

• Coordinates work amongst all management for after-hours responses as well as scheduled (planned) and unscheduled (unplanned) work. Coordinates the required support staff for all planned utility shutdowns and other events.

• Develops reports to keep the department administration apprised of issues, performance metrics, and work status.

• Oversees the reporting processes for monitoring overall department performance and customer satisfaction.

• Oversees the quality assurance program for work orders and information entered into CMMS (TMA). 

• Ensures quality staff are hired, retained, developed and recognized.

• Addresses employee needs and issues and resolves conflicts.

• Sets staff goals and professional development plans and evaluates performance in accordance with University appraisal process.

• Manages strong communication and business relationships with divisional leadership, academic customers, building liaisons, faculty, and staff ensuring excellence and accountability in the delivery of Facilities & Operations service levels and expected outcomes.

• Interfaces with internal and external customers related to pending work requests to clarify scope and schedule.  Uses sound judgment in prioritizing work, seeks management guidance on questionable or particularly challenging requests. Communicates with customers by making personal visits, telephone and e-mail.

• Supports leadership with coordinating preparedness activities to be responsive to emergencies for weather related or other emergency/disaster and assisting in post-event analysis and restoration projects.

• Provides reports to help support recommendations and initiatives for continuous energy and utilities conservation and awareness.

• Promotes safety by encouraging safe behaviors and responding to all safety concerns, incidents, and accidents in a timely manner.

• Identifies opportunities for strategic improvement or mitigation of business interruption and other risks caused by business, regulatory, or industry-specific change initiatives.

• Manages staff and staff productivity, and address staff needs and issues. 

• Serves the Facilities & Operations lead on emergency preparedness planning by working collaboratively with colleagues in Emergency Management, Facilities Design and Construction, UMPD, as well as many other departments to ensure efforts for all disasters are well coordinated.

• Provides the highest standard of customer service to the campus community by addressing issues and concerns in a courteous, professional manner.

Departmental Requirements

• As essential personnel must be able to perform outside normal working hours to include on-call manager rotation, respond to after-hour emergencies, holiday coverage, weekends/nights, or as required for the operational needs of the University.

• Overall knowledge of Building Maintenance and/or Facilities Management.

• Able to develop strategy and contribute ideas and viewpoints to department leadership on operational plans.

• Skilled in problem solving, analysis, and able to make complex decisions to meet departmental objectives in a timely manner.

• Effective and clear communication skills, both verbal and written.

• Excellent leadership skills (lead by example), organizational skills, and presentation skills.

• Strong ability to multitask, prioritize, schedule, and delegate.

• Proficient computer skills, and ability to interpret data and communicate results.

• Must keep skill sets current with the needs of the working environment.   

• Restricted vacation during peak periods.

• Core working hours may overlap day and evening shift.

Physical Abilities

• Maintain sufficient physical strength, manual dexterity, acuity, and lifting ability.  Examples:

  • Lift, move, or carry 25lbs. over a distance of 20 feet.

  • Able to work in conditions that are adverse – hot, dusty, cramped, wet, dirty, enclosed, work from heights and in areas where climbing is required up to 40 feet.

    • Accessing work areas for inspection from ladders, scaffolding, lifts, and bucket trucks.

The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information.

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