Job Details

Facilities Asset Coordinator

Location:

Job ID: 78494

JOB POSTING

Two full time Career positions available at the UC Santa Cruz Main Campus.

HOW TO APPLY

For full consideration, applicants should attach their resume and cover letter when applying for a job opening. For guidance related to the application process or if you are experiencing difficulties when applying, please review the https://shr.ucsc.edu/talent-acquisition/applicant_resources/index.html on our website.

• https://shr.ucsc.edu/talent-acquisition/applicant_resources/how-to-apply/index.html

• https://shr.ucsc.edu/talent-acquisition/applicant_resources/troubleshooting.html

• https://shr.ucsc.edu/talent-acquisition/applicant_resources/tips-for-applicants/index.html

• https://shr.ucsc.edu/talent-acquisition/applicant_resources/Frequently-Asked-Questions/index.html

INITIAL REVIEW DATE (IRD)

UC Santa Cruz jobs are posted until filled. All application materials submitted by 11:59 pm on the IRD will be routed to the hiring team for consideration. NOTE: Applicants who miss the IRD are still encouraged to apply; their materials will still be forwarded for consideration if requested by the hiring team. Application materials cannot be accepted outside of the jobs portal. Applications cannot be edited on an applicant's behalf. For more information about the IRD and the applicant review process, https://shr.ucsc.edu/talent-acquisition/applicant_resources/ird-and-applicant-review-process.html.

The IRD for this job is: 06-16-2025

ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

DEPARTMENT OVERVIEW

Colleges, Housing and Educational Services (CHES) is a multi-funded organization of the Division of Student Affairs and Success at UC Santa Cruz. CHES provides leadership in the areas of college student life and residential services, housing services, facilities, capital planning, business and financial analysis, dining services, conference services, and early education services. Through these units, educational and developmental programs and services are offered to all members of the campus community including students, faculty, staff, children and external constituents.

The Facilities unit of CHES provides comprehensive facilities support to over 9,500 student residents in ten colleges and six associated residential communities, as well as seven Dining facilities. The department maintains 191 buildings of 2 million square feet. Facilities employs 45 represented, non-represented career staff, and over 100 student staff positions, and manages an annual budget of approximately $9 million.

The mission of Facilities is to plan for, develop, and maintain a comfortable and safe physical environment for our residents and cost effectively maintain the assets of the campus in a manner that meets the highest standards of the housing and facilities management profession in coordination with other campus facilities units.

JOB SUMMARY

Reporting to the Director of Facilities, the Facilities Asset Coordinator (FAC) routinely takes independent action to manage the overall condition of CHES funded facilities within a campus zone comprising seventy buildings and 600,000 assignable square feet, with an asset value of at least $400 million. The assigned area includes all student residential facilities, college houses, and other affiliated residential areas, including commons buildings, dining facilities and event centers.

The Facilities Area Coordinator is responsible for insuring that the physical facilities assigned provide a safe, well maintained, and healthy environment for students, staff, and faculty, and provides leadership and support to ensure efficient execution of all routine repairs and maintenance work, preventative maintenance and renewal projects. The incumbent directs all facilities maintenance functions within an assigned area that includes all student residential facilities, college faculty houses and other affiliated residential areas, including commons buildings, dining facilities and event centers, and manages the respective operating budget.

The FAC proposes, develops and manages deferred maintenance and renewal projects, and is a key participant in the development and execution of major capital improvement and renewal projects.

The Facilities Asset Coordinator supervises two Senior Building Maintenance Supervisor(s) and manages a career staff of 6-14 and a seasonal staff of 25-40 student maintenance assistants.

APPOINTMENT INFORMATION

Budgeted Salary: $98,000 -103,000/annually. Salary commensurate with skills, qualifications and experience.

Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.

Benefits Level Eligibility: Full benefits

Schedule Information:

• Full-time, Fixed

• Percentage of Time: 100%, 40 Hours per Week

• Days of the Week: Mon-Fri

• Shift Includes: Day

Employee Classification: Career appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: Non-Represented (99)

Job Code Classification: FAC SUPV 2 (006957) - Grade 24

Travel: Never or Rarely

JOB DUTIES

35% - Facilities Operations Management

• Manage the operation, repair and maintenance of a variety of complex building systems and be independently responsible for the condition of student-occupied facilities, including health, safety and security, and of all repair and maintenance operations within the zone.

• Develop and implement procedures and recommend policies for maintenance operations. Ensure that efficiencies are implemented and standards are met. Work with other Facilities Asset Coordinators to develop and promote best departmental practices and Standard Operating Procedures.

• Assess needs for annual building interior refurbishment and execute Regular Major Maintenance finish renewals. Develop multi-year preventive maintenance plans. Identify, prioritize and track deferred maintenance needs and keeps a detailed assessment of building conditions.

• Investigate, evaluate and resolve critical facilities health and safety issues affecting residents and staff. Document hazardous conditions and initiate projects to correct them. Manage universal/household hazardous waste storage and recycling processes. Compile documentation for maintenance chemicals used in facility operations and maintain required files and data. Ensure that maintenance operations comply with federal and state safety regulations and with UCSC Environmental Health and Safety requirements.

• Authorize work orders to Physical Plant for repairs and maintenance necessary to ensure optimal functioning of facilities building systems and infrastructure. Initiate and review delivery of Physical Plant Skilled Crafts, Custodial and Grounds recharge services. Purchase the services of vendors and contractors for repair and maintenance work.

• Manage work of maintenance staff utilizing the Facilities Computerized Maintenance Management System (CMMS). Initiate projects, review staff labor assignments and ensure proper completion of work. Analyze facility conditions based on CMMS data and other information provided by UCSC Physical Plant.

• Develop and maintain strong relationships with customers, housing managers, and important campus partners, including Senior Director, Associate Director, Employee and Labor Relations Analysts, the Major Maintenance Coordinator, Environmental Health and Safety staff, Purchasing & Procurement staff, Conference Services managers, Physical Plant personnel, and other university units. Establish strong, cooperative working relationships with outside vendors, contractors, and professional consultants.

• Assess facility hazards and consult with UCSC Risk Services to manage University's exposure. File insurance loss reports, assess damage, assemble documentation, and manage necessary damage recovery work. Perform or direct a variety of routine health, safety, and facility condition assessment inspections. Develop and provide training to residential staff participating in inspection processes.

• Direct resources in response to after-hours facility emergencies and declared campus disasters. Respond in-person to after-hours building problems and in emergency or disaster situations.

• Ensure compliance with fire safety requirements set forth in the National Fire Protection Assoc. code, and CHES and UCSC fire safety policies.

• Chair or serve on departmental and unit committees.

35% - Project Management

• Develop long-range repair and maintenance plans and for all capital and inventorial assets. Planning elements include equipment life-cycle replacement, correction of structural deficiencies, correction of health and safety related deficiencies, and execution of building improvements and minor alterations.

• Determine priorities for deferred maintenance and capital renewal work. Collect and analyze information necessary to develop specific project proposals that include scope, cost estimates, schedules and specifications. Present project proposals to the Major Maintenance Committee for adoption in the annual plan.

• Establish project scope. Collaborate closely with Project Managers and design professionals in gathering relevant facility data and in performing necessary pre-construction testing and inspection.

• Utilize knowledge of equipment, fixtures, finishes, construction details, maintainability, and campus housing construction standards to propose effective design solutions. Continue to maintain a progressive knowledge base in the field of facilities management.

• Review and comment on schematic, design development and bid documents, and construction material submittals. Collaborate with the Major Maintenance Coordinator and Physical Planning Development and Operations and Construction Project Managers, architects, and professional consultants on project implementation and execution. Coordinate project schedules with Housing units and Conference Services.

• Participate in project inspection of both contracted and in-house work. Ensure that work meets quality standards. Document and resolve warranty deficiencies with contractors. Serve as a prime project contact for Housing customers.

20% - Fiscal Management

• Manage an operations budget of approximately $2.4M and oversee expenditure of an annual Major Maintenance project budgets totaling $800K-$6M.

Determine specification for high-value ($10k - $100k) purchases of goods and maintenance services. Participate in purchasing RFP and RFQ processes.

• Independently plan, investigate and estimate labor and material costs for projects and purchases. Review and approve staff purchases. Write or authorize purchase requisitions. Confirm receipt of services and materials.

• Control expenses to ensure that budget targets are met. Review budget reports. Verify that work is charged to appropriate accounts, and initiate transfers of expenses between funds as necessary.

• Approve and submit residential damage charge information to Housing.

10% - Personnel Management

• Lead staff of 6-12 Senior Building Maintenance Workers, Groundskeepers and Custodians and manage all personnel functions. Set expectations for performance, work quality and safety standards for all staff. Manage employee disciplinary actions. Supervise the Senior Building Maintenance Supervisor.

• Make staff assignments based on customer service needs and long-range objectives.

• Initiate and implement employee skills development and safety training programs. Chair staff recruitment processes. Conduct staff meetings.

• Administer managerial obligations of the Workers Compensation Program. Ensure compliance with the UCSC Injury and Illness Prevention Program.

• Drives a campus owned vehicles and/or a personal vehicle to perform various tasks within the assigned zone, between zones and/or other locations as needed.

REQUIRED QUALIFICATIONS

• Substantial experience with facilities maintenance operations and residential facilities programs.

• Demonstrated experience in asset stewardship, including major and deferred maintenance, life cycle refurbishment and preventative maintenance.

• Demonstrated experience in coordination of large- and small-scale repair and renovation projects.

• Leadership skills sufficient to develop a cohesive, motivated and effective facilities team. The ability to effectively supervise staff, including planning and assigning work, setting expectations, monitoring performance, developing the capacity to perform, and evaluating performance.

• Experience in administering departmental safety and work skills programs to staff.

• Ability to read and interpret blueprints, drawings, schematics, and construction/repair specifications.

• Knowledge of methods, materials, and tools pertaining to plumbing, carpentry, electrical, HVAC, and painting.

• Working knowledge of various building and safety codes. Examples include Uniform Building Code/International Building Code, the California Building Code, National Fire Protection

• Association Code, Cal OSHA regulations and the Americans with Disabilities Act. Ability to interpret and apply appropriate regulations.

• Demonstrated experience in researching and purchasing maintenance and construction materials and services.

• Experience in managing a significant budget.

• Experience assessing potential risk to life/safety, property, and legal liability, and in providing training and utilizing available resources to minimize institutional risk.

• Political acumen and discretion necessary to work effectively with various entities and individuals in a complex organizational environment. Ability to interpret, apply and clearly explain complex policies, rules and regulations.

• Excellent organizational skills with ability to independently set priorities, create and maintain file systems, systematically maintain materials and information, work efficiently, coordinate complex projects, and complete a number of competing assignments within established deadlines.

• Excellent communications and interpersonal skills including diplomacy, discretion, and the ability to interact in a professional, friendly, customer service-oriented manner with staff and residents.

• Demonstrated experience and proficiency in the use of computer spreadsheets, databases, and word processing application software, including Microsoft Excel, Microsoft Word, and FileMaker Pro, or their equivalents.

• Ability to learn and use campus on-line financial purchasing, maintenance work order, email, and calendaring systems.

PREFERRED QUALIFICATIONS

• Bachelor's degree or equivalent education and experience in related field, with a minimum of 4 years supervisory and or management experience in facilities operations.

• Facilities experience in a university, college or relevant residential environment.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.

• Selected candidate must pass the employment misconduct disclosure process.

• Must possess a valid license to drive in the state of California and be able to participate in the Department of Motor Vehicles (DMV) pull notice program.

• Ability to do occasional work in confined spaces such as attics and trenches while bending, stooping and/or kneeling with the possibility of being exposed to live electrical circuits and machinery.

• Ability to ascend/descend ladders with or without accommodation.

• Ability to safely perform the physical requirements necessary to move light to moderate objects up to 60 lbs., with or without accommodation.

• Ability to respond to emergencies after hours as necessary.

• Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have legitimate business need to know. Ensure that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.

• The University of California has implemented a https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program.

• Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtainedhttps://leginfo.legislature.ca.gov/faces/codes_displayText.xhtml?lawCode=PEN&division=&title=1.&part=4.&chapter=2.&article=2.5https://leginfo.legislature.ca.gov/faces/codes_displayText.xhtml?lawCode=PEN&division=&title=1.&part=4.&chapter=2.&article=2.5.

MISCONDUCT DISCLOSURE REQUIREMENT

As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

a. "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

• http://policy.ucop.edu/doc/4000385/SHSV.pdf

• https://ucnet.universityofcalifornia.edu/wp-content/uploads/working-at-uc/draft-anti-discrimination-policy-review.pdf

• https://policy.ucop.edu/doc/4000701/AbusiveConduct

SAFETY STATEMENT

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

NOTICE OF AVAILABILITY

In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (the Clery Act), the Annual Security and Fire Safety Report (ASFSR) is available at: https://compliance.ucsc.edu/campus-safety-compliance/annual-reports/.This report is published by October 1st of each year and includes current institutional policies and procedures concerning campus safety and security; fire safety and evacuation policies; sexual misconduct and relationship violence reporting and response protocols; and crime and fire statistics for the three previous calendar years. A paper copy of the ASFSR is available upon request by contacting the UCSC Police Department at 114 Carriage House Rd., Santa Cruz, CA 95064, or by calling 831-459-2231 Ext. 1.

EEO/AA

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status or other protected categories covered by the https://policy.ucop.edu/doc/1001004/Anti-Discrimination.

It is the policy of the University of California to undertake affirmative action and anti-discrimination efforts, consistent with its obligations as a Federal and State contractor.

APPLICANTS ARE REQUIRED TO USE THE UCSC ON-LINE PROCESS

View full job description and access on-line application:

https://apptrkr.com/6263342

To ensure review of application materials by the hiring unit, they must be submitted on or before the initial review date (IRD) via the Staff Employment Opportunities web site; https://jobs.ucsc.edu. A computer is available at the UC Santa Cruz Staff Human Resources Office located at Scotts Valley Center. The Scotts Valley Center is located at 100 Enterprise Way, Suite E100, Scotts Valley, CA 95066. To learn more or to request disability accommodations, call 831-459-2009. Hearing impaired are encouraged to use the California Relay Service at 800-735-2922. UC Santa Cruz is an Equal Opportunity Employer.

The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.