Assistant Director of Facilities

Job Title: Assistant Director of Facilities

Reports To: Director of Operations

Location: Duquesne University – Lumina Communities

Compensation: $80,000-$90,000 per year, competitive benefits package

FLSA Status: Exempt

Site Details/Summary

The primary responsibility of the Assistant Director of Facilities is to manage resources and facilities for three apartment complexes (Brottier Hall, St. Martin Hall, and McGinley Hall) serving roughly 1500 upper-class and graduate students at Duquesne University. The ideal candidate for this position will possess leadership, a strong work ethic, a willingness to engage in ongoing personal/professional development opportunities, and a depth of experience in residential maintenance.

Essential Duties and Responsibilities:

General Maintenance

• Coordinate and at times perform maintenance repairs in the following areas: HVAC, Plumbing, Electrical, Carpentry, Keys & Locks, and other various issues that could arise.
• Ensures the completion/update of all non-emergency work orders within 24 hours.
• Maintains proper levels of inventory and organization of maintenance shop and storage. Order additional supplies, parts, and furniture as needed.
• Maintains an audit of all site equipment.
• Creates, distributes, and updates the status of work orders in electronic request system.
• Conducts regular inspections of the community. Addresses issues found during the inspections and notify appropriate parties regarding issues found during the inspections.
• Implement and oversee preventative maintenance programs for interior and exterior for all residence hall communities.
• Implement, evaluate, and maintain sustainable practices for the overall operation. Compile information and maintain records for inquiries and reports.
• Ensure top level curb appeal for all properties

Administration and Communication

• Identify vendors and negotiate contracts for necessary services. Supervise contractors, ensuring quality workmanship upon job completion.
• Maintain, monitor, and coordinate with service providers for fire safety systems and elevators, including inspections, repairs, and compliance with safety regulations.
• Manage annual "turn" of apartments between contracts, including communication with vendors and walking apartments for final preparation prior to move-in
• Assist in development of community budget creation and capital planning projects, including bid review
• Process invoices and receipts for community purchases
• Educate residents about safety and security measures, as well as general unit upkeep resources.
• Assists with coordination of move-in and move-out processes.
• Attend and fully participate in staff meetings, training sessions, in-service programs, staff development programs and individual meetings with supervisor(s)
• Institute customer service program to ensure facilities team and contractors provide a high service level.
• Partner with Duquesne University staff and develop relationships with vital campus partners.

Staff Supervision

• Oversee direct supervision for facilities staff (consisting of 7 technicians and 2 custodians). This includes hiring, training, and conducting regular evaluations
• Lead regular meetings with assigned staff.
• Develop staff daily work schedules including on-call rotation, holiday breaks, and summer periods
• Coordinate monthly safety meetings among all facilities and administrative staff within the community.

Emergency Response On-Call

• Serve as permanent secondary maintenance on-call, acting as resource for technicians dispatched to the site for emergency service calls on nights, weekends, and holidays.
• Dispatch vendors and other staff as necessary for major incidents within 30 minutes of receiving call.
• As needed, serve as primary maintenance on-call in regular rotation should a technician be unavailable.

Education/Experience/Skills Required

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• A high school diploma or general education degree (GED).
• 5-7 years' experience (apartment maintenance preferred).
• HVAC certification is required.
• 2-3 years' experience supervising maintenance staff.
• Demonstrated experience in student housing or campus facilities is desired.
• Experience in facilities management, crisis management, and business operations preferred. Ideal candidates will also have prior experience in budgeting and capital planning.
• Must have extensive previous maintenance experience, including having a sound knowledge of plumbing systems, appliances, heating and cooling systems, electrical systems, carpentry, and mechanical items. Preference will be given to candidates with a proven record of effectively providing opportunities for in-house repairs as opposed to overly outsourcing repairs to vendors. General technical knowledge of custodial practices is preferred.
• Must have basic typing, filing, and computer competency skills (Microsoft Office, Outlook).
• Must possess strong interpersonal, communication (oral and written), problem solving, customer service, organization, time/priorities management, troubleshooting/diagnostic, and teamwork skills.
• Must be able to work with a diverse population, including students, staff, family members, campus partners, and vendors.
• Ability to move and lift to 50 lbs and navigate up and down stairs.

Work Hours

Monday-Friday 7:30am-3:30pm and assisting with on-call duty rotation. As a salaried management position, there will be extended work hours, including after-hours and weekends and during building turn periods. This is generally known in advance.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The work environment is mid- to high-paced. The noise level in the work environment is usually moderate. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Furthermore, while the employee is expected to perform most of their responsibilities while on site, remote work opportunities are available on a regular basis.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee is frequently required to sit and reach with hands and arms. The employee is occasionally required to stand, walk, climb, or balance and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision and distance vision.

This is not an employment contract.

Salary commensurate with experience. Competitive benefits package, including health benefits, dental benefits, vision coverage, and 401K.

If you are unable to submit an application because of incompatible assistive technology or a disability, please contact COCM Recruitment from our website. We will make every effort to respond to your request for assistance as soon as possible.

To provide equal employment opportunities to all individuals, employment decisions at Capstone On-Campus Management (COCM) will be based on qualifications and abilities. COCM does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, age, disability, sexual orientation, marital status, veteran status, or any other characteristic protected by law.