AST DIR, Business Services - University of Florida

Gainesville, FL

About the Job

The Assistant Director herein described is responsible for management and oversight of facilities and operations for auxiliary services facilities managed by Business Services. Business Service managed facilities include dining, bookstore, print and mail services, ID card services, vending sites, and other auxiliary support areas. Responsibilities include budget planning and monitoring; oversight of planning, design, and construction for new facilities; oversight of renovations and modifications for existing facilities; coordination and oversight of building operations functions including building and equipment maintenance and repair, sanitation and food safety inspections, asset procurement and management, and related functions. The Assistant Director must perform relevant contract management functions and must collaborate with business and university partners

Classification Title:	AST DIR, Business Services
Job Description:	Facility Construction and Renovation Oversight • Responsible for oversight and coordination of planning, design, and construction for new facilities and renovation of existing facilities as directed; review plans, specifications, drawings and other documents as required; represent Business Services as liaison and primary contact for projects to internal and external entities including architects, contractors, Environmental Health and Safety, Planning, Design & Construction, and others as needed • Prepare and manage budgets for new facilities and renovations; work with architects, construction firms, and others as needed to determine accurate costs and ensure effective budget management and cost controls through duration of projects • Attend project meetings, perform inspections, and ensure compliance with codes and other university requirements and expectations including requirements for quality, performance, function, and value • Provide oversight for project work schedule including coordination with project managers, building occupants and the university calendar as needed • Ensure sustainability measures are incorporated into the project planning, design, and construction phases to maximize opportunity for sustainability in all phases including building and systems operations • Responsible for project record-keeping, data management, and data entry into the computerized contract management system; prepare comprehensive reports and provide regular updates to leadership Facility Maintenance and Operations Oversight • Ensure high standards for business services operations including function, appearance, cleanliness, and overall condition of facilities, equipment, and furnishings; ensure maintenance and housekeeping standards are maintained at the highest levels • Responsible for coordination and oversight of building repair and maintenance; ensure timely initiation and processing of work orders; provide oversight, including regular inspections, to ensure timely completion and highest quality work in maintenance and cleaning tasks including contract work; ensure compliance with codes, university policies, and industry standards; collaborate with business partners, service providers, and others as required to ensure successful work coordination • Ensure health and sanitation inspections are timely; ensure pest control methods and procedures are effective; perform regular inspections and collaborate with business partners and service providers to ensure deficiencies are corrected promptly • Maintain up-to-date and comprehensive records for facility repairs, maintenance, and inspections • Develop and maintain an up-to-date master plan for building maintenance and major cleaning projects, including a schedule for routine and preventive maintenance • Responsible for development, maintenance, and distribution of facility operations guidelines; recommend, develop, and implement training programs for staff and business partners as needed • Be knowledgeable and up-to-date on code requirements, new methods, procedures, and technology in building operations; advise the AVP on short- and long-term maintenance and building operations issues Building Safety and Security • Serve as liaison and primary contact for internal and external organizations for facility operations needs including building safety and security; communicate information to department personnel and business partners as needed; ensure enforcement of all policies, procedures, and guidelines • Responsible for development, maintenance, and distribution of up-to-date building safety and emergency procedures, including the Continuity of Operations Plan; ensure compliance with university guidelines and standards • Develop and implement emergency operations training for staff and business partners; plan and coordinate building emergency exercises and practice drills as needed; establish, train, and coordinate a building emergency and crisis management coordinating team • Serve as liaison between Business Services and university departments with responsibility for campus safety and security including Environmental Health and Safety, Fire Safety Officer, and University Police Department; participate in university-wide trainings on safety and emergency procedures Asset Management • In collaboration with Business Services staff and/or business partners, assess needs and make recommendations for procurement of equipment and furnishings for auxiliary services facilities; recommend and implement policies and procedures for asset acquisition, assignment, transfer and disposal • Gather information, develop and/or review specifications for needed equipment and/or furnishings, and conduct cost, performance, and quality comparisons; make recommendations based on evaluation of relevant information • Responsible for obtaining vendor quotes, processing of purchase orders, and other tasks needed for purchases; ensure compliance with department and university procurement guidelines for all purchases • Develop and maintain an inventory management plan for equipment and furnishings including office furniture and equipment and food services equipment and furnishings; ensure compliance with UF inventory management procedures • Develop and maintain up-to-date written records for maintenance, repair, replacement history, and life cycle projections for equipment and furnishings • Develop and maintain a vehicle management plan for Business Services vehicles; coordinate regular vehicle maintenance; maintain maintenance records and recommend vehicle replacement as needed Sustainability • Provide leadership, collaboration, and coordination with unit managers and business partners to develop goals and objectives for sustainability and to successfully implement sustainability initiatives in Business Services; research and recommend new initiatives; coordinate implementation of initiatives as directed • Be knowledgeable of university and Business Affairs direction and goals related to sustainability; serve as liaison for Business Services to Business Affairs and the UF Office of Sustainability to ensure Business Services participation and collaboration in appropriate efforts • Serve on division and/or university sustainability committee(s) as directed Administrative Support Functions • Responsible for contract management duties as directed • Responsible for management and coordination of the Modular Publication Distribution Program Remove this. • Responsible for the Business Services building key control system; develop and maintain policies and procedures for issuing and return of keys for staff, building occupants, and others as needed • Responsible for budget preparation and monitoring for areas of responsibility • Participate in short- and long-term visioning and financial planning for Business Services as directed; assist with strategic planning and in meeting the overall business and service objectives of Business Services. Develop reports, handle special projects and other duties as assigned. A criminal background will be conducted. Normal work schedule: Monday through Friday, 08:00 am to 05:00 pm • Flexibility to adjust work schedule is required to meet department needs of occasional evening or weekend work including emergency situations
Expected Salary:	$80,000 - $95,000 yearly based on experience.
Minimum Requirements:	Master's degree in an appropriate area and two years of relevant experience; or a bachelor's degree in an appropriate area and four years of relevant experience.
Preferred Qualifications:	• Demonstrated knowledge and experience in building maintenance and upkeep • Demonstrated knowledge of building safety and security functions • Demonstrated working knowledge of renovation and construction project management and oversight • Demonstrated knowledge and ability in budget development and monitoring • Demonstrated knowledge and skill in effectively utilizing computer technology and software applications • Demonstrated ability to identify and resolve problems efficiently, effectively and independently • Effective communication skills (verbal and written) • Demonstrated planning and organization skills • Demonstrated interpersonal skills including the ability to lead and/or work effectively as part of a team in a multi-cultural environment • Demonstrated ability to provide overall direction, forward thinking, quality control, and initiative in working with business partners, contractors, and other professionals to achieve desired outcomes in department operations • Demonstrated ability to handle multiple projects or tasks simultaneously • Demonstrated knowledge and experience in analyzing and evaluating the food safety and sanitation standards and practices for varied types of food service operations
Special Instructions to Applicants:	In order to be considered, you must upload your cover letter and resume. Application must be submitted by 11:55 p.m. (ET) of the posting end date. Position posting has been extended until 01/10/2025.
Health Assessment Required:	No

Source : University of Florida