DEPUTY DIRECTOR OF BUILDINGS
Company: University of California Office of the President
Location: Oakland
Posted on: January 26, 2025
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Job Description:
Apply for JobJob ID75613
LocationOakland
Full/Part TimeFull Time
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Job Posting
For UCOP internal applicants, please login to the internal
candidate gateway at: UC OFFICE OF THE PRESIDENTAt the University
of California (UC), your contributions make a difference. A world
leader producing Nobel and Pulitzer Prize recipients with over 150
years of groundbreaking research transforming the world. Choose a
career where you can leverage your knowledge, skills and
aspirations to inspire and support some of the greatest minds in
the world, and those who will follow in their footsteps. Working at
the University of California is being part of a unique institution,
and a vibrant and diverse community. At the University of
California, Office of the President, we propel our mission through
impactful work locally, in government centers and systemwide. We
are passionate people, serving the greater good.The University of
California, one of the largest and most acclaimed institutions of
higher learning in the world, is dedicated to excellence in
teaching, research and public service. The University of California
Office of the President is the headquarters to the 10 campuses, six
academic medical centers and three national laboratories and
enrolls premier students from California, the nation and the world.
DEPARTMENT OVERVIEWThe Building & Administrative Services Center
(BASC) provides a high-level of client service to the UC Office of
the President through the strategic management of UCOP's building
portfolio and all related operational activities. Key services
provided by the department include managing UCOP owned, leased, and
affiliated properties, capital projects, facilities maintenance,
space management, event management, sustainability programs and
initiatives, and administrative services (mail, moving, parking
programs, etc.). In addition the department plays a leadership role
in UCOP business continuity planning and emergency management and
is responsible for coordinating with other UCOP departments to
address these areas of work. The department focuses on providing a
work environment that supports all UCOP staff and other users of
UCOP's building space in focused individual work and interactive
team-based work to support the mission of the University.
Position Summary
Under the general direction of the Senior Director of the Building
and Administrative Service Center, the Deputy Director of Buildings
(DDB) is responsible for the operation and maintenance of the UCOP
Consolidated Campus in Oakland, which includes the UC-owned 1111
Franklin Street building and the leased 1100 Broadway Building,
along with oversight of remote UCOP facilities in Riverside,
Sacramento, and Washington, DC. The UCOP campus consists of
approximately 360,000 square feet of space occupied by staff
responsible for systemwide oversight, administrative, and
leadership functions. The DDB receives assignments in the form of
objectives and determines the best use of resources to meet
schedules and achieve goals. This is an on-site role, requiring a
physical presence at UCOP facilities, with the expectation of
providing off-hours support and response as operations and
emergencies dictate. This role involves overseeing a diverse
portfolio of properties and managing up-to 6 facilities staff to
ensure efficient operations across the portfolio. The DDB is
responsible for developing, implementing, and monitoring facilities
management policies and programs to meet the organization's
objectives. A data-driven approach is essential, as the DDB will
process information from various facility systems, converting it
into insights for decision-making and presentations to senior
leadership. The DDB also plays a crucial role in mentoring and
training team members to support the department's overall
efficiency and effectiveness. This role involves producing and
analyzing key reports, in collaboration with direct reports and
associated departments, to drive operational decisions, ensure
compliance, and support strategic improvements. Please note this
position requires daily on-site presence in Oakland, CA.
Key Responsibilities35% Facility Management: The DDB efficiently
manages all UCOP-owned, leased, and affiliated facilities,
directing the activities of subordinate managers both locally and
at remote locations. This includes oversight of all
facility-related services, such as maintenance, HVAC, MEP
(mechanical, electrical, plumbing), security, access control
systems, and deferred maintenance. The role also involves
collaboration with agencies that have jurisdiction, property
management for UCOP locations, and represented labor management for
facility staff. Additionally, the DDB manages facility vendor
relationships, including contract negotiations and oversight, while
overseeing UCOP's material management, excess inventory, and
salvage programs. The DDB is responsible for establishing and
enforcing health and safety standards for all physical facilities,
ensuring compliance with federal, state, local, and UC regulations
to protect the wellbeing of all UCOP staff and visitors.
Deliverables: * Customer Satisfaction and Ratings Improvement
Plans: UCOP regularly benchmarks customer service satisfaction to
maintain high standards. This role involves identifying key metrics
to measure and improve customer satisfaction. Develop and implement
targeted strategies by analyzing customer feedback, addressing
service gaps, and setting actionable goals. * Facility Systems
Performance Reports: Regular reports analyzing data from the
Computerized Maintenance Management System (CMMS), tracking work
order volumes, types, and response times. These reports should
include Key Performance Indicators (KPIs) to monitor and improve
service delivery, and insights for making data-driven decisions. *
Health and Safety Compliance Reports: Presentations summarizing
compliance with health and safety standards, inspections, and
certifications. Regular updates on fire safety and life safety
systems are crucial, with action plans for addressing any gaps in
compliance. * Operational Efficiency Reports: Responsible for
analyzing resource allocation, process improvements, cost
efficiencies, and overall operational performance within building
systems and facilities management. This role involves preparing
detailed reports that identify opportunities for optimization and
propose actionable adjustments to project scopes, business
processes, or resource allocations. The individual will leverage
Lean and Six Sigma methodologies to systematically evaluate and
enhance workflows, ensuring continuous improvement and alignment
with organizational goals. These reports will serve as critical
tools for decision-making, driving efficiency and effectiveness
across operations.15% Emergency Management & Business Continuity:
This role involves developing and managing business continuity and
emergency response plans for all UCOP physical assets, ensuring
operational resilience and preparedness. This work is done under
the direction of the Sr. Director, BASC and in coordination with
the Executive Director, UCOP Operations. It also includes acting as
a deputy emergency manager, including managing/co-managing and
coordinating resources while maintaining effective communication
with stakeholders and senior leadership during emergency situations
across all UCOP assets. Deliverables: Comprehensive documentation
and presentations on the current status of business continuity and
emergency response strategies, highlighting preparedness for
potential facility disruptions. Ensures seamless coordination of
resources and information flow among stakeholders during
emergencies.15% Stakeholder Coordination: The DDB collaborates with
various BASC, UCOP units, including Occupancy & Space Management,
Real Estate & Financial Management, Customer Services, Event
Management, Capital Projects, and Energy & Sustainability, to
ensure that goals are achieved and that BASC's operations meet the
highest standards. This includes ensuring compliance with all UC
policies and legal requirements. The DDB collaborates with other
University of California campuses to establish agreements and
memorandum of understanding, ensuring the provision of essential
services-such as custodial, maintenance, and moving services-to
UCOP locations. The DDB also oversees fire and life safety
requirements, coordinating inspections and certifications, and
regularly reporting on their status to maintain safety and
regulatory compliance. The DDB will work with agencies that have
jurisdiction over UCOP's built environment, ensuring alignment with
regulations and addressing any issues related to the management of
UCOP's physical assets15% Preventive Maintenance and System
Oversight: Enhance and monitor the preventive maintenance program
to ensure all systems, including mechanical, electrical, plumbing,
and fire protection, meet University and organizational standards.
Proactively identify issues and develop solutions, such as
reallocating resources or adjusting project scope, to maintain
operational efficiency. Oversee both proactive maintenance and
reactive repair activities for all building systems, ensuring
timely and effective responses. In emergency situations or during
repair projects, the DDB ensures smooth coordination and maintains
consistent communication with senior management to keep them
informed as needed. Utilize data from the CMMS system to analyze
the volume, type, and nature of work orders, implement strategies,
develop KPIs (Key Performance Indicators), to improve service
delivery and increase customer satisfaction ratings. Deliverables:
* Preventive Maintenance Program Reports: Reports that assess the
status of all critical systems (mechanical, electrical, plumbing,
fire protection, security, access control, energy management) and
outline the effectiveness of preventive maintenance efforts. This
includes metrics on the number of preventive tasks completed vs.
overdue and potential areas for improvement. * Sustainability and
Energy Use Reports: Presentations and reports that assess energy
usage, sustainability efforts, and progress towards environmental
goals.10% Staff Selection, Development, and Training: Selects,
develops, and evaluates staff, ensuring they possess the necessary
skills and expertise to meet operational goals. Oversees the
training of direct reports and other UCOP staff in relevant areas,
providing support to optimize facility usage and performance.10%
Project and Contract Management: Defines project requirements and
negotiates building management contracts and any necessary contract
amendments. Establishes operating budgets and ensures that
financial terms and conditions are clearly identified and met.
Tracks with a staff member purchase orders, payments, and contract
executions as required to maintain smooth operations for BASC.
Ensures that the organization's occupancy needs are fulfilled and
monitors adherence to master plans, budgets, and schedules.
Participates in the development of policies and procedures, such as
those governing building access for visitors. Deliverables: Regular
reports detailing vendor performance, contract adherence, and any
necessary amendments. This should include financial tracking for
facility-related contracts and budgets.
Experience
Required QualificationsMinimum of 8 years of experience managing
large facilities, leading teams, ensuring regulatory compliance,
and driving operational efficiency through data-driven
decision-making.
Skills and Abilities
Required Qualifications
Education
Required QualificationsBachelor's degree in engineering, facility
management, architecture, and / or a closely related field, and a
demonstrated record of relevant work experience that clearly aligns
with the position's responsibilities and requirements.
Licenses and Certifications
Preferred QualificationsCertified Facility Manager (IFMA), Facility
Management Professional (IFMA) LEED green associate or similar
certifications preferred
Travel Requirements
15% Travel to in state and out of state locations.
Job Title
Facilities Manager 1
Job Code
000390
Salary Grade
Grade 25
Payscale:
$142,000 - $160,000
The University of California, Office of the President, is required
to provide a reasonable estimate of the compensation range for this
role. This range takes into account the wide range of factors that
are considered in making compensation decisions including but not
limited to experience, skills, knowledge, abilities, education,
licensure and certifications, and other business and organizational
needs. It is not typical for an individual to be offered a salary
at or near the top of the range for a position. Salary offers are
determined based on final candidate qualifications and experience.
The full salary range shows the growth potential for this position
and the pay scale is the budgeted salary or hourly range that the
University reasonably expects to pay for this position.Benefits:
For information on the comprehensive benefits package offered by
the University visit: ADDITIONAL INFORMATIONHOW TO APPLYPlease be
prepared to attach a cover letter and resume with your
application.APPLICATION REVIEW DATEThe first review date for this
job is February 18, 2025. If needed, add: The position will be open
until filled.CONDITIONS OF EMPLOYMENTBackground Check Process:
Successful completion of a background check is required for this
critical position. Smoke Free Work Environment: The University of
California, Office of the President, is smoke & tobacco-free as of
January 1, 2014. As a condition of employment, you will be required
to comply with the University of California , as may be amended or
revised from time to time. Federal, state, or local public health
directives may impose additional requirements.As a condition of
employment, the finalist will be required to disclose if they are
subject to any final administrative or judicial decisions within
the last seven years determining that they committed any
misconduct, are currently being investigated for misconduct, left a
position during an investigation for alleged misconduct, or have
filed an appeal with a previous employer.
Keywords: University of California Office of the President, Yuba City , DEPUTY DIRECTOR OF BUILDINGS, Professions , Oakland, California
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