Assistant Director Of Maintenance

Assistant Director of Maintenance

• Effective management of assigned areas:
• Assist with the direction of the daily operation of the assigned areas through subordinate managers and supervisors providing the daily maintenance and repair activities of residential buildings and grounds.
• Establish maintenance standards and train Facility Managers on routines for completing repairs efficiently and effectively. Ensures Trade Facility Managers develop work assignments, including work schedule, materials, equipment, and workforce needed, with available resources in order that assignments may be completed in the most efficient, economical and timely manner. Ensure Quad Facility Managers assess building conditions, identify facility needs, advocate for the residential customer, maintain effective working relationships with Campus Residences professional staff and coordinate efficient and effective service response.
• Submit in writing a weekly report of his efforts and those of his staff. The report should summarize the current operational status of facilities including:
• Maintenance program progress and needs.
• Inspection results.
• Facility concerns expressed by Campus Residences, residents, or parents that need attention. Issues that may interrupt service or occupancy.
• Service contract work status.
• Projects list for current work with priority, status and requested projects.
• Notable dates for special events, move/flip dates, or occupancy changes.
• Summary and status of backlog report.

• Work management, service delivery and customer service:
• Assist the Director with the development and revisions to policies pertaining to the provision of services, e.g., priorities, scheduling, nature of services provided, degree to which service is provided, evaluates the effectiveness of services provided, performs inspections of work in progress and upon completion.
• Attends meetings with members of Campus Residences as required to review the operations and support responsibilities of the department. Assess services provided to ensure effective support of the residential facilities. Analyze facilities’ needs and recommend areas where improvements can be made.
• Manage and ensure proper usage of our Computer Maintenance Management System (CMMS). Ensure dispatch, facility managers and supervisors prioritize work assignments and completing in a timely manner. This will involve working with Facility Managers, Quad staff, and customers to facilitate that work is reported, prioritized and completed within the time and funding constraints set by the department. Track and monitor all work orders that are being entered into the system. Ensure all facilities needs are documented and recorded in INFOR. Produce reporting, trend, and evaluate worker productivity, timeliness of service and overall backlog.

• Emergency and after-hours response:
• Manage the planning for and handling of emergencies (24/7) while continuing to maintain preventative maintenance systems so that emergencies are continually reduced. Oversee dispatch center and ensure work priorities are maintained.
• Act as lead when responding to severe weather events, building and/or utility infrastructure failures. Respond to campus in emergency situations.
• Establish policy and procedure which support efficient and effective after-hours and emergency response including the Facility Manager rotational on-call program, and management of after-hours evening and weekend shifts. Ensure the proper usage of our incident reporting software (CIP) and establish policy and procedures which support follow up on open issues between night/day/weekends shifts.
• Lead facility managers in the management of OFPC inspection and compliance efforts.

• Labor Management:
• Establish maintenance standards and train Facility Managers on routines for completing repairs efficiently and effectively. Ensure maintenance labor is organized appropriately to provide consistent service to all residents/customers. Establish training programs for maintenance for higher productivity from initial orientation through on-going upgrade of skills. Implement performance programs and evaluations for Facility Managers.
• Establish work rules manual and department wide policy planning. Follow a clear disciplinary process and train managers on proper counseling procedures. Develop a master training plan including training for trades and management. Administer safety program as a part of the Facility Managers responsibility. Coordinate training efforts with Environmental Health and Safety.

• Budget Management:
• Assist the Director in the preparation of the annual budget and forecast expenses. Understand the overall budget process, and ensure labor, service and material is procured efficiently. Establish means to authorize and track labor and commodity expenses.
• Create service contract specifications and manage services within budgetary constraints. Establish policy and procedures which support the compliance of contract terms. Ensure contract obligations are satisfied and spot check the quality of services provided.
• Maintain budget control mechanisms and reduce overtime.
• Provide means and methods of measuring productivity improvement in dollars saved and report to upper management. Establish key performance indicators using both industry standards and department specific factors.

• Project Management:
• Coordinate and supervise contracted labor. Plan and execute both service and project work for long lasting maintainable results. Plan, schedule and manage projects with quality results and on-time completion within budget. Inspect facilities and train Facility Managers to identify critical/preventative repairs.
• Maintain project list and report on overall deferred maintenance needs.

• Assign overtime, as appropriate, to effect maintenance and repairs to buildings:
• Staying within the overtime budget. This may involve doing more work during the week on straight time with appropriate notice.

• Other duties or projects as assigned as appropriate to rank and departmental mission.

Special Notes:
This is a full-time appointment. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.
In addition to the employee's base salary, this position is eligible for $3,087 UUP annual location pay, paid biweekly.
Essential Position: This has been designated as an essential position based on the duties of the job and the functions performed. Positions that are designated as such may be required to report to work/remain at work even if classes are canceled, and the campus is working on limited operations in an emergency.
***Out-of-State Applicants: Please note as a condition of employment and in order for this position to be tendered, the successful incumbent will be required to provide evidence of a valid license and driving abstract from the state issuing the license within five business days of a conditional offer and must obtain a NYS driver's license within 30 days of start date.
For this position, we are unable to sponsor candidates for work visas.
Resume/CV and cover letter should be included with the online application.
Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.
If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at (631) 632-6280 or visit OEA.
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