Assistant Vice President of Facilities Services and Maintenance

Job Description Summary The AVP of FSM leads the development and implementation of thoughtful and robust plans for Chapman University’s building operations program and deferred maintenance program.

Under direction from the VP of Facilities Management, The AVP works closely with university leadership to establish multi-year plans and budgets for short and long-term maintenance of all Chapman University buildings.

The AVP works closely with the VP of Facilities Management, university leadership, and others, as needed, to track deferred maintenance, propose multi-year funding solutions to address it.

As needed, AVP may serve as a resource to the Board of Trustees’ Real Estate and Campus Development Committee and their Finance Committee in relation to the responsibilities of the position.

The AVP collaborates closely with the VP of Facilities Management in the development and implementation of plans, guidelines and policies for the respective areas under the AVP’s purview.

The AVP oversees and directs the maintenance of buildings, the equipment in buildings, the University’s deferred maintenance program, the building operations aspect of energy conservation and sustainability programs, the repair and renovation of campus buildings, compliance with federal, state and University codes and regulations, and the staff assigned to these functions including the custodial services, landscape, mechanical, and all other Facility support service contracts.

The AVP stands in for the VP of Facilities Management when the VP is out-of-office. Responsibilities Facilities Management and Building Operations Supervision

• Plan and administer all maintenance of building operations and it’s building equipment.
• Plan and direct the repair and alteration of existing University structures and related equipment.
• Direct, establish and ensure the cost-effectiveness of all facilities operations
• Develop, implement and revise as necessary building maintenance services policies and programs for both immediate and long-range University facility functions
• Ensure proper care in the use and maintenance of equipment, supplies and the vehicles overseen by the AVP
• Assist in administrative review of new projects and building renovation.
• Monitor building maintenance contracts for code and regulatory compliance
• Monitor and control costs of all building maintenance contracts, including custodial services, landscape, mechanical, and all other Facility support service contracts.
• Perform quality control inspections to ensure adherence to all building maintenance contract specifications and relevant industry standards
• Prepare reports which address the design and analysis of methods of controlling costs and material

Deferred Maintenance Program

• In consultation with external facilities engineers, prepare and manage the University’s deferred maintenance program
• As requested by, and in consultation with, the VP of Facilities Management, assist with preparation and delivery of reports and presentations to the Board of Trustees Real Estate and Campus Development Committee and the Finance Committee on deferred maintenance
• Prepare and submit funding proposals pertaining to deferred maintenance projects

Energy Conservation and Sustainability programs

Prepare recommendations for review by the VP of Facilities Management of building and facilities modifications to enhance energy conservation.

Work with users, user groups and the Sustainability Office on the implementation of conservation measures. Participate in formulating and recommending policies, procedures, and guidelines to accomplish energy conservation objectives.

• Assist the Sustainability Office by providing consultative and analytical energy assessments such as program evaluation and planning systems development.
• Propose guidelines for review by the VP of Facilities Management regarding energy utilization for all campus buildings and facilities

Budget Oversight

• Assist in the annual preparation and submission of the departmental budget and deferred maintenance plan
• Coordinate approved internal or external resources in support of the building operations and deferred maintenance programs
• Direct the development and review of cost estimates for renovation and repair work using established cost and time standards
• Screen, approve and establish priorities for work requisitions and related expenditures

Staff Supervision

• Establish departmental personnel management and work force account utilization policies and determine departmental productivity standards
• Assign, prioritize and assess the work of maintenance and operations supervisory and department heads; interview and recommend employment for departmental supervisory personnel;

direct selection of department staff

• Ensure that staff have appropriate training to perform their duties effectively and safely
• Promote continuous improvement of teamwork, workplace safety and environmental practices
• Determine the need and direct the preparation of specifications and plans for contract and force labor work in support of the University’s departmental programs

Required Qualifications Minimum Qualifications :

• Bachelor’s degree in Building Sciences, Architecture, Engineering, Facilities Management, Operations Management, Construction Management, or related field
• A minimum of 8 years of direct supervisory experience in a higher education setting
• A minimum 10 years of facility operations experience in a higher education setting

Preferred Qualifications :

• Master’s degree in Building Sciences, Architectural Engineering, Facilities Management, Operations Management, or related field
• Some hands on experience in a higher education setting with landscape & grounds programs, custodial programs, building trades, and / or recycling programs
• Minimum years of experience are while working in a private higher education institution
• APPA CEFP (Certified Educational Facilities Professional) IFMA Facility Management Professional

Knowledge, Skills & Abilities :

• Knowledge of building operations dealing with housekeeping, general trades, HVAC, landscaping and grounds, and engineering
• Knowledge of recycling programs
• Ability to effectively communicate verbally & in writing not only with staff, but with deans, directors, department heads, vice chancellors, faculty, trustees and etc.
• Ability to manage multiple priorities simultaneously, with the ability to both think strategically while successfully managing and improving daily operations

Desired Qualifications