Associate Director, Custodial Services

Job Summary:

It should under the direction of the Director of General Services, this position is responsible for implementing programs, practices, and standards for Facilities' custodial, housekeeping, floor care, special projects, and event set-up services. The position will manage and implement standardized programs, and practices across the East and West campuses by utilizing appropriate communication, training, and change management methods and practices. The position is accountable for producing timely and effective adoption of all essential elements of the custodial program. The incumbent will also have responsibility for special projects, quality assurance, inspection management, and supply management for each of the zones. This position will guide and influence all program strategic planning, develop innovative program advancements and solutions, and deploy s full set of ways and means related to modern service delivery methods and procedures in a medical university environment. Duties include setting safety standards, staff training packages and methods, monitoring of the budgets, managing vendor contracts, responding to customer complaints and special requests, and affecting personnel policies and actions when assigned.

Department Summary:

The UCSF Facilities Services Department (FS) is committed to creating an exceptional campus physical environment to support the research, teaching, health care and community service mission of the University. FS employs over 400 professional staff and acts as steward for over $70 million in operating funds to achieve its goals in operating and maintaining the UCSF campus environment. Located in the Campus Life Services organization, FS is organized into 5 distinct units: (1) Mission Bay/East Campus Facilities Services, (2) Parnassus/West Campus Facilities Services, (3) Energy & Utilities Services, (4) Central Facilities Services, and (5) Engineering Services.

FS participates in system-wide Principles of Community and all FS leaders are expected to create a fair, equitable, safe and supportive work environment where everyone can do their best work. FS leaders have a shared accountability for the overall success of the operation and the creation of a high-performance work environment. We value innovation and creative problem solving, diligent execution and follow through, inspiring leadership that engages diverse employees and a strong results orientation.

About UCSF

The University of California, San Francisco (UCSF) is a leading university dedicated to promoting health worldwide through advanced biomedical research, graduate-level education in the life sciences and health professions, and excellence in patient care. It is the only campus in the 10-campus UC system dedicated exclusively to the health sciences. We bring together the world's leading experts in nearly every area of health. We are home to five Nobel laureates who have advanced the understanding of cancer, neurodegenerative diseases, aging and stem cells.

Pride Values

UCSF is a diverse community made of people with many skills and talents. We seek candidates whose work experience or community service has prepared them to contribute to our commitment to professionalism, respect, integrity, diversity and excellence - also known as our PRIDE values.

In addition to our PRIDE values, UCSF is committed to equity - both in how we deliver care as well as our workforce. We are committed to building a broadly diverse community, nurturing a culture that is welcoming and supportive, and engaging diverse ideas for the provision of culturally competent education, discovery, and patient care. Additional information about UCSF is available here.

Join us to find a rewarding career contributing to improving healthcare worldwide.

Equal Employment Opportunity

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 status under state or federal law.

Salary Information

The final salary and offer components are subject to additional approvals based on UC policy.

Your placement within the salary range is dependent on a number of factors including your work experience and internal equity within this position classification at UCSF. For positions that are represented by a labor union, placement within the salary range will be guided by the rules in the collective bargaining agreement.

To learn more about the benefits of working at UCSF, including total compensation, please visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html

Required:

• Bachelor''s degree in related area with 5-8 years of relevant experience, and / or equivalent experience / training.
• Five to Eight years custodial services experience with two years of management experience working in a culturally diverse atmosphere including two years directly managing service- oriented programs and operations
• Experience in excellent customer service and diplomacy within work environment
• Advanced industry knowledge of modern environmental and housekeeping and /or services practices especially in a University or institutional setting
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Access)
• Strong skills to facilitate and collaborate with various internal and external constituencies on short- and long -term facilities planning and management.
• Strong analytical, research and report preparation skills to meet regulatory and budgetary reporting requirements.
• Strong skills in leadership, motivation of staff and team-building.
• Strong skills in management, regulatory compliance and operations planning.
• Strong skills in verbal and written communications. Ability to communicate clearly both verbally and in writing within campus departments at all levels; ability to effectively interact with a diverse professional staff both independently and as a team member in a busy environment. Ability to follow through on customer requests to resolve problems, answer questions and use available resources and references.
• Broad knowledge in the areas of facilities management, space planning and allocation, security, fire and safety and emergency preparedness. Knowledge of safety standards and regulations. Ability to evaluate safety practices, procedures, programs and awareness and recommend methods of improvement. Ability to coordinate disaster drills and promote emergency preparedness within the university. Ability to administer and maintain FS emergency preparedness plans and response activities
• Background check, and UCSF Occupational Health clearance is required

Preferred:

• Experience and knowledge to inspect construction in progress (general and specialty structures)and read, sketch and interpret plans and specifications
• University and/or Medical Center Experience
• Experience with UC and UCSF system-wide policies and procedures regarding: financial, contractual, administrative, constructions design, environmental health & safety, space utilization, facilities management procedures, rules, and practices
• Certifications APPA CEFP, IFMA CFM/FMP, BOMI RPA/FMA

License:

• CA driver's license

%

of time

Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)

40%Yes

Responsible for achieving broadly stated goals through subordinate team members as stated below:

Works with the organization occupancy and facilities building project planners to coordinate the planning, design, and implementation of general and specialized facilities, new buildings, and modifications (general or specialty labs).

• The incumbent is responsible for overseeing operating activities of a total custodial program, standards, and practices throughout the East/West custodial units. To accomplish this, the incumbent must work with and influence department superintendents, supervisors and individual contributors, other department staff, customers, and a variety of stakeholders.
• The employee performs designated administrative and supervisory functions to assist the Director in carrying out the responsibilities of the custodial program.
• The incumbent will review department work schedules, assignment/routes and productivity results to determine improvement opportunities and consults with Director of General Services, Superintendents, and Assistant Superintendents on means and methods for developing the results of the department and staff.
• The Incumbent will proactively investigate new and improved equipment and industrial cleaning trends and implements enterprise wide as necessary.

10%Yes

Ensures the organization occupancy needs are met.

• Responsible to maintain contact and relationships with the customer base to more appropriately anticipate customer needs, develop solutions for customer needs, and respond to any concerns in anappropriate and timely manner.

10%Yes

Ensures project requirements are defined, building management contract and contract changes are negotiated, operating budgets established and the financial terms and conditions of the contract are identified.

• The incumbent works with EH&S, FS and a host of other support units both internally and externally to assist Director with developing safety training standards for staff; monitors the training for employees and continuing introducing training in such areas as new methods, and refresher training as needed; and evaluates the effectiveness and appropriateness of the training programs.

15%Yes

Monitors adherence to master plans, budgets and schedules.

• The incumbent actively contributes by monitoring budgetary needs for such items as personnel, equipment and supplies; prepares justifications for new materials, new equipment and staff needs; makes recommendations for approval by the Director.

• Incumbent is to analyze and facilitate budget reviews to identify areas for redistribution of funds or expense reduction opportunities. In addition, the incumbent is to report and alert others on any budget abnormalities. This includes strict accountability to all business controls.

• In support the incumbent is to establish, maintain and, audit inventory control program within the distributed storerooms at both campuses and define and maintain the supply release process for supplies going into custodial closets or directly into use as well as approves and regularly reviews the supply storage for all custodial closets.

• Incumbent assist in development of department long-range plans and costs justify and advocates for funding to support new program or process improvements. This requires the ability in planning, modifying, revising, and shaping the program to fit the needs of Facilities Services and the changing concepts in a university setting, responding effectively to major changes when and where they occur.

0 Identifies problems and develops solutions, such as allocation of resources or changing project scope.0 Establishes and oversees health and safety standards.25%Yes

Selects, develops and evaluates staff.

• Utilize leadership abilities, including coaching, employee engagement, productivity, communication, with the goal of creating a motivational workplace.
• Will provide direct oversight of (2) Superintendents and (1) Assistant Superintendent.
• Ensures proper communication through staff meetings and other mechanisms.
• Sets up standards and practices for emergencies, back-up coverage, communication, and other protocols to effectively manage facilities at UCSF.
• Responsible for creating and maintaining a service-oriented culture in Facilities Services.
• Responsible for promoting and ensuring safety of the workforce and guest and visitors of the university.
• The incumbent also recommends to the Sr. Director of General Services in selection, training, promotion, and overall leadership of the Custodial operations.

0 Ensures all systems, including mechanical, electrical, plumbing, and fire protection, meet University and organization standards.0 0 0 0 0 0 0 100% (To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%.)

%

of time

Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)

40%Yes

Responsible for achieving broadly stated goals through subordinate team members as stated below:

Works with the organization occupancy and facilities building project planners to coordinate the planning, design, and implementation of general and specialized facilities, new buildings, and modifications (general or specialty labs).

• The incumbent is responsible for overseeing operating activities of a total custodial program, standards, and practices throughout the East/West custodial units. To accomplish this, the incumbent must work with and influence department superintendents, supervisors and individual contributors, other department staff, customers, and a variety of stakeholders.
• The employee performs designated administrative and supervisory functions to assist the Director in carrying out the responsibilities of the custodial program.
• The incumbent will review department work schedules, assignment/routes and productivity results to determine improvement opportunities and consults with Director of General Services, Superintendents, and Assistant Superintendents on means and methods for developing the results of the department and staff.
• The Incumbent will proactively investigate new and improved equipment and industrial cleaning trends and implements enterprise wide as necessary.

10%Yes

Ensures the organization occupancy needs are met.

• Responsible to maintain contact and relationships with the customer base to more appropriately anticipate customer needs, develop solutions for customer needs, and respond to any concerns in anappropriate and timely manner.

10%Yes

Ensures project requirements are defined, building management contract and contract changes are negotiated, operating budgets established and the financial terms and conditions of the contract are identified.

• The incumbent works with EH&S, FS and a host of other support units both internally and externally to assist Director with developing safety training standards for staff; monitors the training for employees and continuing introducing training in such areas as new methods, and refresher training as needed; and evaluates the effectiveness and appropriateness of the training programs.

15%Yes

Monitors adherence to master plans, budgets and schedules.

• The incumbent actively contributes by monitoring budgetary needs for such items as personnel, equipment and supplies; prepares justifications for new materials, new equipment and staff needs; makes recommendations for approval by the Director.

• Incumbent is to analyze and facilitate budget reviews to identify areas for redistribution of funds or expense reduction opportunities. In addition, the incumbent is to report and alert others on any budget abnormalities. This includes strict accountability to all business controls.

• In support the incumbent is to establish, maintain and, audit inventory control program within the distributed storerooms at both campuses and define and maintain the supply release process for supplies going into custodial closets or directly into use as well as approves and regularly reviews the supply storage for all custodial closets.

• Incumbent assist in development of department long-range plans and costs justify and advocates for funding to support new program or process improvements. This requires the ability in planning, modifying, revising, and shaping the program to fit the needs of Facilities Services and the changing concepts in a university setting, responding effectively to major changes when and where they occur.

0 Identifies problems and develops solutions, such as allocation of resources or changing project scope.0 Establishes and oversees health and safety standards.25%Yes

Selects, develops and evaluates staff.

• Utilize leadership abilities, including coaching, employee engagement, productivity, communication, with the goal of creating a motivational workplace.
• Will provide direct oversight of (2) Superintendents and (1) Assistant Superintendent.
• Ensures proper communication through staff meetings and other mechanisms.
• Sets up standards and practices for emergencies, back-up coverage, communication, and other protocols to effectively manage facilities at UCSF.
• Responsible for creating and maintaining a service-oriented culture in Facilities Services.
• Responsible for promoting and ensuring safety of the workforce and guest and visitors of the university.
• The incumbent also recommends to the Sr. Director of General Services in selection, training, promotion, and overall leadership of the Custodial operations.

0 Ensures all systems, including mechanical, electrical, plumbing, and fire protection, meet University and organization standards.0 0 0 0 0 0 0 100% (To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%.)