University Facilities Manager

About the Job

This is a dynamic and challenging role that requires a highly organized and customer-focused individual to manage the day-to-day operations of the University of Minnesota's facilities. The successful candidate will be responsible for ensuring the smooth operation of our buildings, providing exceptional customer service to our stakeholders, and collaborating with various departments to achieve our goals.

Key Responsibilities

• Serve as the primary point of contact for facility-related inquiries, concerns, and needs, providing guidance and resources to our customers.
• Act as a liaison between University departments, vendors, and facilities to maximize facility uptime and ensure facility needs are addressed.
• Interact with guests and study participants to ensure an enjoyable experience and address any questions or concerns that arise.
• Expand our portfolio of studies by communicating with and providing facility tours for various departments on campus and working with those groups to create an environment and system within the clinic that would accommodate their study needs.
• Prepare and maintain correspondence communications necessary for effective facility operations.
• Point of contact for University Planners and operational oversight of all University of Minnesota Facility projects.
• Prepare communications and make presentations on system enhancements and/or alternatives.

Building Operations and Safety

• Serve on the Building Operations Council, addressing building operations ongoings and concerns and developing policies to increase efficiency in building safety and function.
• Perform emergency personnel duties listed under work area representative, floor monitor, and emergency safety coordinator.
• Serve on the Building Emergency Plan Committee, responsible for annually updating and revising the Building Emergency Plan, attending safety meetings, and discussing building safety issues.
• Utilize proactive building management strategies to ensure building operations, access, and security are maintained at the highest level.
• Initiate, facilitate, and manage customer security clearances, key, push code, and key safe requests and have strong knowledge of facility clearances.
• Order, assign, monitor, and issue keys in line with RFSS and University policy.
• Complete online security database entry, access audits, and modifications to ensure security of all buildings is upheld.
• Conduct regular facility and perimeter walkthroughs to assess existing conditions, while also proactively seeking, noting, and investigating work orders not yet reported.
• Monitor facility space usage and partner with building operation council to ensure efficient use of space and occupancy.
• Respond and communicate building emergencies and urgent matters to building occupants in a calm and efficient manner. Issues may include, but are not limited to: equipment failures, unexpected facilities outages and damages, and environmental hazards.
• Identify and contact all parties necessary to address urgent issues and to minimize impact on building occupants' safety and research.
• Track and schedule preventative maintenance work to optimize facility-related uptime.
• Assist Operations Manager with seeking out service providers for RFSS owned research equipment.
• Seek out and compare cost-effective estimates for service repairs and preventative maintenance of RFSS's portfolio of equipment and technology.
• Implement, execute, and enforce health and safety guidelines to adapt to current internal and global safety standards.
• Lead the execution of facility emergency plan in the case of a panic button and/or code pink situation in cooperation with M Health Fairview.
• Ensure appropriate use, maintenance, and calibration of equipment and spaces.

Administrative and Logistics

• Collaborate with occupants and service providers to develop alternative strategies and accommodations when building disruptions are required.
• Create and track blanket POs, standard purchase orders, and blanket POs, and work closely with the U of M finance department to ensure purchases are reconciled in a timely manner and financial integrity is maintained.
• Assess and provide input on stocking needs based off of customer input.
• Regularly meet with M Health clinic director to ensure work orders, custodial, and livability issues are addressed in a timely fashion.
• Provide records for users of temperature-controlled units when necessary.

Partnerships and Student Staff Management

• Partner with Event and Student Administration Manager to oversee student staff and information desk operations in an effort to maximize their alignment to the mission of RFSS.
• Assist Event and Student Administration Manager with a departmental portfolio of conference rooms, event, and shared spaces, including scheduling, submission of work orders, spatial, and furniture arrangements, and A/V technology.
• Collaborate with the Event and Student Administration Manager in the development and implementation of policies and procedures that guarantee delivery of timely, efficient, and courteous service.
• Covering shifts in order to minimize desk closures.
• Partner with Event and Student Administration team in facilitating on-going training and development opportunities for student staff.
• Provide student staff with performance feedback, constructive criticism, and positive coaching aimed at delivering consistent customer service. Ensure these instances are documented and reported to the Event and Student Administration team in a timely manner.
• Plan and oversee short-term and long-term student staff projects, including checkpoints and feedback mechanisms.
• Provide input for student staff evaluations to the Event and Student Administration team.
• Support and collaborate with Event and Student Administration team with recruitment and onboarding of student staff as needed.
• Contribute to the facilitation and development of student staff meetings.

Other Duties as Assigned

• Participate in an after-hours on-call rotation.
• The employer retains the right to change or assign other duties to this position.

Qualifications

Required Qualifications:

• BA/BS plus two years of experience or a combination of related education and work experience to equal six years; apply knowledge and skill to a recurring task or activity with emphasis typically on precision and timeliness of execution.
• Customer service experience.
• Experience with Computers: Word, Excel, data entry/processing, and database software in a Windows environment, as well as the Google suite of programs.
• Demonstrated/documented ability to clearly communicate in written and spoken English.

Preferred Qualifications:

• 2+ years of experience working in a clinical setting.
• Demonstrate the ability to deliver quality customer service results while multi-tasking, prioritizing, and meeting deadlines.
• Ability to work independently or with little direction.
• Experience working under pressure (responding to multiple time-sensitive duties and requests) in a fast-paced diverse customer service environment.
• Demonstrate problem-solving, decision-making, and independent thinking abilities, especially when handling the unexpected.
• Ability to determine when to seek appropriate guidance from peers and departmental leadership for escalated situations.
• Ability to participate in an after-hours call rotation. Ability to respond to building issues, lock-outs, and building emergencies knowledgeably and in a timely fashion. Represent department as a first responder in an after-hours emergency, primarily remotely but also in person as deemed necessary.
• Excellent command of organizational, communication, and interpersonal skills, with a strong aptitude for self-motivation.