OVERVIEW The Libraries East Bank Campus Facilities Manager is a member of the libraries Facilities & Operation Management Department (FOM), in the Libraries administrative group, reporting to the Director of FOM. FOM manages facilities and provides services to support the activities and mission of the Libraries and University. The East Bank Campus Libraries Facilities Manager is responsible for the facilities operations of the Walter Library building and two branch libraries. **Applicant must be able to work weekends & evenings (as required when needed). **
PRIMARY FUNCTION The East Bank Campus Facilities Manager is responsible for planning/coordinating/implementing of all facilities and operations related work for the assigned facilities to include: Building/Equipment Maintenance; Space remodeling/inventory; Procurement of Equipment, furnishings, supplies and services; Departmental Access (key/card/security systems) Services Coordination; Safety Coordinator; On site security contact; Special events support and implementation; and Meeting/Training Rooms Coordinator. This position plans, coordinates and implements special projects/events as assigned and works directly with University Services/Vendors/Building tenants/Libraries staff, to provide our customers: libraries staff, students/faculty/staff and general public with clean, comfortable and functioning facilities.
30%-- Communications/Planning and Project Implementation
Develops and maintains positive working relations and communications with libraries staff and non-libraries building occupants (OIT, College of Science and Engineering Dean’s office, Digital Technology Center, and Supercomputing Institute) while planning/implementing Libraries and building wide projects.
Leads and coordinates Walter Library Building and Safety meetings.
Researches, prepares, maintains, and distributes, building wide announcements; building wide hours postings, access schedules and campus project information which will impact the facilities occupants.
Acts as the FOM liaison in Walter Library by coordinating events and participating in management and committee meetings.
Independently communicates and coordinates with external vendors, contractors, and University Service staff to determine and negotiate and coordinate appropriate project implementation schedules for large and small building related projects.
Participates in pre-construction & progress meetings for remodeling and renovation projects.
Resolves issues with building tenants relating to facilities/operations.
Gathers and analyzes data for potential projects and prepares cost estimate report for future planning and makes alternative recommendations.
Works with the director to create an annual budget plan, reviewing and establishing priorities that are consistent with the programmatic priorities of the Libraries
Manages the East Bank Libraries portion of the Facilities and Operations Management (FOM) Google website.
50%--Facilities/Building Management Facilities
Maintains, updates and interprets policies and procedures to ensuring consistent, smooth operation of facilities.
Requests repairs and estimates from enterprise systems and external vendors.
Gathers data and conducts statistical analyses, as needed, in regard to facilities related items.
Inspects facilities to determine maintenance, repair, and custodial needs, including setting up work schedules and inspecting work in progress to ensure compliance and quality control with University standards.
Reviews, reports, and tracks building and custodial issues for completion.
Acts as the liaison between staff and University Services, Facilities Management for Maintenance and Custodial Services units.
Coordinates, trouble shoots, and makes arrangements for furniture/equipment moving/assembly/cleaning and repairs.
Coordinates and orders Networking and Telecommunication Services with the Office of Information Technology.
Updates the USpace database and Libraries space reports to reflect current space use in the East Bank Libraries.
Reviews staff/public areas and designs floor plans for potential reconfiguration.
Plans/ implements/reconfigures work space, and when appropriate, physically reconstructs work area.
Coordinates equipment/furniture moves/delivery requests with Libraries Shipping unit.
Provides mailing services options to Libraries staff.
Sorts/accepts/redirects deliveries from USPS, Libraries/Campus Mail, UPS, and FedEx mail services for Walter Library building.
Coordinates and Supports Special Events
Provides direction/support for Libraries special events.
Coordinates and implements the administrative operations for meeting/training rooms and the Arthur Upson Room.
Interprets and applies donor use restrictions for use of Upson room and meeting rooms if University community and external groups request use of space.
Implements Upson reservation process and room arrangements/furniture/equipment setup, and enforcement of the University Alcohol policies.
Prepares billings and Facilities/Filming Use Agreements as required.
Trouble shoots meeting/training room equipment issues and makes arrangements for repairs.
Access and Safety Coordinator
Departmental Access Coordinator for East Bank Libraries.
Controls and maintains key/card access to the facilities.
Maintains inventory of building key/card access.
Requests and coordinates the lockdown and opening of the Walter Library Building Facility based on the needs of the Libraries staff in the Physics, Science, and Engineering department, Libraries staff in the Arts & Humanities department, Digital Technology Center, Supercomputing Institute, College of Science and Engineering, and University’s Facilities Management unit.
Acts as liaison to building manager responsible for buildings housing departmental libraries.
Arranges for security coverage for after-hours events.
Acts as Safety Coordinator for East Bank Libraries/Walter Building, which includes reviewing, updating, and providing staff training sessions annually, and student training biannually on the Emergency Response documents.
Coordinates security issues with Libraries Wide Security Manager.
Implements the Facilities and Collection Disaster Recovery plans.
Provides ergonomic reviews of all staff and makes recommendations for equipment and furniture purchases using Libraries and/or other funding.
Works evening and weekend as needed to provide facilities and event support. Upon request, acts as on-call contact for emergencies and access requests 24/7 in the FOM director’s absence.
15%--Procurement & Materials Management
Works with staff to identify product/service needs.
Identifies and researches products, services, and vendors.
Provides cost/product specification/service comparisons and replacement projections for equipment, furniture, and services.
Makes recommendation for purchases on larger projects.
Researches and authorizes purchases on the Consumable Supply Account.
Maintains and updates library-wide inventory for equipment and furnishing for assigned building facilities. Maintains furniture/equipment warranties and request repairs.
Identifies vendors and creates maintenance contracts for equipment as determined based on replacement costs and maintenance costs.
Uses EFS Purchasing System to procure general/preservation supplies/equipment/furniture/services.
5%--Non-Facilities Project, Group, and Committee Responsibilities as Assigned:
Supports and participates in Libraries and University projects, groups, and committees as requested.
Needs to daily lift up to 50 lbs. along with considerable walking and travel to library site locations.
The Employer retains the right to change or assign other duties to this position.
Required Qualifications: BA/BS with at least 2 years experience or a combination of related education and work experience to equal six years; project planning; experience with spreadsheets, Demonstrated ability to lift and carry up to 50 lbs. Must be available for travel (walk, bus, etc.) to site locations. Must be able to climb, lift, stoop, carry, kneel, etc. Applicant must be able to climb/kneel under tables to use a furniture lift, carry and move furniture/equipment and twist hands to assemble furniture/equipment. Applicant must be able to work weekends & evenings (as required when needed).
Preferred Qualifications: Ability to multi-task extensively with frequent interruptions; ability to independently solve operational problems.; highly organized with ability to track details; ability to coordinate and implement multiple projects independently; customer service oriented, strong interpersonal and communication skills; working knowledge of Google sites/drive/email.
Internal Number: 335988
About University of Minnesota, Twin Cities
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