Director of Facilities

POSITION TITLE:

Director of Facilities

APPOINTMENT:

Appointed by the Chancellor.

LINE AND STAFF RELATIONSHIPS:

Directly reports to the Vice Chancellor of Finance and Administration.

GENERAL POSITION SUMMARY:

The director of facilities oversees the physical upkeep and maintenance of all River Parishes Community College (RPCC) campuses. The Director of Facilities shall report directly to the Vice Chancellor of Finance & Administration. The Director directs and coordinates property functions as prescribed by Title 39 of the LA Revised Statutes for the College, serves as the College Safety Officer, and ensures compliance with all regulatory requirements regarding vehicle maintenance and reporting. The incumbent of this position is responsible for coordination of campus staff employees responsible for property control, facilities, and safety. In addition, the Director will assist the Vice Chancellor of Finance & Administration with capital outlay and deferred maintenance budget requests and helps monitor projects from design through construction for the College.

PRINCIPAL DUTIES, RESPONSIBILITIES AND AUTHORITY:

Facility Management

1. Assists the Vice Chancellor of Finance & Administration with the preparation of the capital outlay and deferred maintenance budgets for the College.

2. Directs the preparations, updating and maintenance of the College-wide facilities inventory and utilization.

3. Supervisors cleaning of building through full-time Custodians and temporary staff through State contracts.

4. Participates in development of the master plan for the College facilities.

5. Reviews all contracts for renting and leasing equipment and facilities.

6. Participates in the reviews of contracts, architectural plans, and specifications of all construction projects of Facility Planning and makes recommendations to the Vice Chancellor of Finance & Administration.

7. Participates in the establishment of guidelines for deferred maintenance programs and devises appropriate and fair method by which any funding is distributed among the campuses.

8. Meets with external agencies as needed, regarding capital outlay projects and facilities matters.

9. Inspects campuses periodically at least annually to determine needs for capital outlay and deferred maintenance requests and lists. Reports this information to the Vice Chancellor of Finance & Administration.

10. Coordinates and performs periodic campus audits for the on-going, College-wide collection of information and inspections to ensure compliance of all Office of Risk Management requirements, to include:

· Equipment Management Plan

· User Training Program

· Equipment Risk Inclusion Criteria Policy

· Equipment Inventory

· Preventive Maintenance

· Work Order Procedures

· Personal Protection Equipment

· Confine Space Entry

· Lock Out/Tag Out

· Boiler Certificates

· Electrical Equipment Maintenance

· Elevators & Keys

· Asbestos Management Program(s)

· Quarterly Exposure Report

· General Property Exposure

· Space Utilization Report

· Flying Flags

· Non-workers comp. insurance claims through risk management

11. Coordinates the development of Emergency Preparedness Plan for the College, to include:

· General Plan

· Hazard Vulnerability Analysis (HVA)

· Hurricane Plan

· Hostage Situation

· Bomb Threat

· Terrorism

· Emergency Closings

· Evacuation

· Tornado

· Utility Disruption Plans

· Emergency Vendor Contact List

· Communications

· HVAC Systems

· Electrical Systems

· Water Supply

· Plumbing/Sewer

· Fire Systems

· Elevators

· Natural Gas

12. Coordinates the development and annual assessment of the College business continuity plan with the College leadership team.

13. Participates in the development of Fire Prevention Plans for each campus within the College, to include:

· Fire Plan

· Evacuation Plan

· Fire Drills

· Fire Safety Testing and Inspection of Equipment

· Interim Life Safety Measures

· Fire Watch

14. Regularly attends and participates in the Facilities and Property Committee meetings.

15. Assists the College purchasing staff with writing specifications for facility related requests for proposals. This includes but is not limited to remodeling, reconstruction, and facility repair type of bids.

16. Manages and coordinates all rental and lease agreements for land and buildings in accordance with LA Facility and Control Rental and Lease procedures and regulations.

Safety Management

1. Responsible for the implementation and monitoring of the College Safety Program. Participates in developing safety programs, policies, and procedures.

2. Coordinates and performs periodic campus audits the on-going, College-wide collection of information and inspections to ensure compliance of all Office of Risk Management requirements, to include:

· A Safety Plan

· Safety Inspections

· Hazard Control Logs

· Job Safety Analysis (JSA)

· Safety and Training Meetings

· General Rules & Regulations

· Hazardous Materials Program

· Substance Abuse Awareness Program

· Employee Assistance Program (EAP)

· Vehicle Inspections & Repair

· Recognition Program

· ORM annual self-audit

3. Coordinates with the College Human Resources Staff to ensure compliance with the following risk management requirements:

· Driving Records & Forms

· Accident/Incident Investigation forms (Forms DA2000 & DA 2041)

· First Aid & Blood Borne Pathogens Program

· Drug Free Workplace Policy

· Return to Work Program

· Driver Safety Program

· Defensive Driver Training

· Violence in the Workplace

· Sexual Harassment

· Substance Abuse

· American with Disabilities Act (ADA)

· Cleary Act

4. Monitors compliance of faculty and students adhering to curricular safety practices and procedures.

5. Works to promote a clean and safe environment of learning for all faculty, students, and staff.

6. Coordinates and performs periodic campus/site audits for the on-going, College-wide collection of information and inspections to ensure compliance of all Security Management requirements, to include:

· Key Controls

· Risk Assessment

· Security Policy and Crime Statistics

· Records Retention and Disposal Policy

Property and Transportation Management

1. Directs and coordinates College property functions as prescribed by Title 39 of the LA Revised Statutes.

2. Coordinates and directs the College annual equipment inventory, and reviews certification documents for submission to the State Division of Administration.

3. Participates in the development of policies and procedures that relate to property and transportation management.

4. Performs physical inventories of movable property to ensure proper accounting procedures, storage, and security of movable property.

5. Monitors compliance of campus property managers with applicable state and federal regulations regarding property.

6. Coordinates and performs periodic campus audits for the on-going, College-wide collection of information and inspections to ensure compliance of all Property Control Regulations, to include:

· Internal Controls & Procedures

· Tagging Property

· Transmitting to LPAA

· Disposal of Property

· Asset Works System Management and Reports

· Works with the Finance Department with reconciling taggable property purchased with taggable property entered in Asset Works

7. Coordinates and performs periodic campus audits for the on-going, College-wide collection of information and inspections to ensure compliance of all Fleet Management Regulations, to include:

· LA State employee driver safety program authorization/Driving History Form (DA2054) (Coordinates with Human Resources)

· Request for Personal Assignment and/or home storage of state-owned vehicle (MV-2)

· Daily Vehicle Logs (MV-3)

· Preventive Maintenance Records (MV-4)

· Reimbursement for Personally Owned Vehicle Use (MV-7)

· Vehicle Update/Deactivate Forms (MV-9)

· Serial Number Correction Forms (MV-10)

8. Other duties as assigned

Required Skills/ Abilities:

· Excellent verbal and written communication skills.

· Excellent interpersonal and customer service skills.

· Excellent organizational skills and attention to detail.

· Excellent time management skills with a proven ability to meet deadlines.

· Strong analytical and problem-solving skills.

· Strong leadership skills.

· Ability to prioritize tasks and to delegate them when appropriate.

· Proficient with Microsoft Office Suite or related software.

Qualifications:

Required: A baccalaureate degree in a related field from an accredited institution. At least three years coordinating and monitoring two of four programs related to Facilities, Safety, Property or Transportation at a Campus level. Some travel will be required for this job.10 years of facilities and safety experience may replace the bachelor’s degree requirement.

Preferred: A baccalaureate degree in Engineering or related field from an accredited institution. At least three years directing, coordinating and monitoring the Facilities, Safety, Property and Transportation Programs at a post-secondary education institution.

Physical requirements:

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 position, the employee is frequently required to sit, communicate, reach, and manipulate objects, tools, or controls.

The position requires mobility.

Minimum physical exertion. Duties involve moving materials weighting up to 5 pounds on a regular basis and up to 50 pounds on an occasional basis. Manual dexterity and coordination are required over 50% of the work period while operating equipment such as computer keyboard, mouse, calculator and similar machines.

Working Conditions:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Most work takes place in an office environment, where the noise level is minimal. However, non-office work exposes employee to dirt, fumes, noise, chemicals, and all types of weather conditions on a daily basis.