Building Manager (4483U) - #62280

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Departmental Overview
The incumbent provides daily building coordinator services for select Biosciences Divisional Services and other assigned spaces with the area of responsibility based on the incumbent's workstation location and proximity of transportation resources. The incumbent's primary physical area of responsibility includes Weill Hall. Backup building coordination services are performed by the incumbent in all buildings where BDS has space assignments (including VLSB, Donner Hall, Hass Pavilion and Li Ka Shing) on an as needed basis such as temporary staff shortages and after-hours emergency situations. Within these space assignments there are currently teaching labs, research labs, various scientific support facilities, and a centralized administrative center. Total BDS population in these buildings exceeds 900.
The incumbent is a member of a 5-person pool that provides after hours consultation, and if needed, response for emergency situations across the department such as building systems failures, electrical power failures, security breaches, flood, and fire.
The incumbent provides day-to-day building operations and facility management of BDS, and other assigned spaces detailed above and receives trouble calls by email and telephone. Priority is set by the incumbent with conflicts being referred to the Building and Facilities Director.
Application Review Date
The First Review Date for this job is: 12/28/2023.
Responsibilities
Serves as liaison with organization and external agencies regarding safety, access, maintenance, remodeling and construction activities. Coordinates emergency repairs during and after work hours.
Special Projects:

• Participates in special building management related projects such as cleanup of core areas, escorting engineering staff through select areas of the buildings, updating of computer records, and compiling statistics from existing records or from web-based sources.
• Relocates equipment and materials required for office and/or facility relocations using self-labor or in combination with other labor resources.
• Assists in proof reading of signage, equipment operation instructions and similar.
• Works with onsite contractors and other vendors to coordinate work schedules, facilitates normal/after-hours access, tracks progress of work, and accounts for personnel.
• Act as department representative for department/campus special projects related to department facilities.
• Assists management in development of annual facilities maintenance and upgrade budget.
• Updates and grooms various databases such as telephone listings, utility location listings, and performs associated field walks to verify/gather information.
• Field verifies and/or gathers information to map items of interest on floor plans such as fume hoods, safety showers, and fire extinguishers.
• Coordinates and carries out department signage, display, and promotional needs.
• Maintains IB/Departmental vehicles both parked on campus and at Richmond Field Station.

Backup Duties:

• Serves as the backup "Department Access Key Controller" for other BDS areas as required.
• Provides backup for the Department Safety Coordinator in consultation with EH&S, ORS, or other relevant agencies as needed.
• Provides these services during normal work hours and on an as needed basis for afterhours emergencies.
• Mail sorting during extraordinary staff shortages. Purchases supplies, conducts bid proposals and supervises small-scale department renovation projects.

Maintains building related plans and procedures including access controls and security, emergency preparedness, commonly-encountered hazardous materials storage and disposal, crime prevention activities, fire safety inspection compliance and reporting.
Maintains building related plans and procedures including access controls and security, emergency preparedness, commonly-encountered hazardous materials storage and disposal, crime prevention activities, fire safety inspection compliance and reporting. Coordinates with multiple units throughout the organization to provide a safe and secure facilities environment.
Reports and/or corrects deficiencies in emergency supplies, eyewashes, and showers.

• Visually inspects fire extinguishers for theft and tampering.
• Updates and installs safety signage throughout assigned areas.
• Reports infractions of fire and building safety codes.
• Reports equipment seismic bracing deficiencies.
• Reports chemical and lab supplies storage/disposal regulation violations.
• Assists building occupants in evacuating the building and assembling in the right area and interfacing with emergency responders.

Building Security and Key Control:

• Gives priority to building entry or sensitive room lockdown failures.
• Provides services as the "Department Access Key Controller" as defined by the UCPD Campus.

Access Control Policy, maintaining accurate records of all access control activities, ensuring appropriate authority prior to issuing keys, ordering replacement keys as needed, recovering department keys from departing personnel, reporting any failure to recover access control keys to department management and UCPD, and securely storing unassigned keys in the department's UCPD-approved cabinets. Serves as the backup "Department Access Key Controller" for BDS MCB assigned areas in Donner and Weill Hall as needed.

• Maintains and installs upgrades for departmentally owned surveillance system. Review surveillance recordings as available following a crime.
• Provide UCPD with access to the system, and to recorded incidents. Create copies as requested of recorded incidents.

Assists department leadership with budget development for moves and minor building infrastructure upgrades. This includes assistance with long-term planning and forecasting.
Assist and coordinate closeout with other campus and closeout lab personnel as needed to return lab/facility to a clean and safe environment for construction workers or for direct reassignment to new occupants.

• Coordinates lab and/or facility radiation and chemical closeouts, chemical moves, chemical disposal, and lab decontamination.
• Perform closeout functions as needed (chemical packing & disposal).
• Process and relocate excess and abandoned equipment and supplies.
• Compiles and submits lists of lab closeout excess equipment according to departmental guidelines.
• Coordinate and instruct surface decontamination crew (EH&S contractors).

Retrofits:

• Consult with incoming faculty, Facilities Services, and shops prior to the retrofit of existing labs for new research needs.
• Incoming occupants with facility related information such as med waste and rad waste CPU locations, and core room equipment and space availability.
• Assists in scheduling Facilities Services for utility shutdowns, and logical sequencing of work by carpenters, plumbers, painters, flooring installers and inspectors.
• Rekey locks for security, and post construction clean up.
• Coordinates post construction clean up including new floor sealing and polishing.

Moves:

• Coordinates with moving contractors to arrange pre-move estimates, floor protection, special packing containers and day(s) of move scheduling.
• Coordinates with building staff to accommodate mover access to loading dock or appropriate building entries for incoming faculty research material, equipment and supplies.
• Coordinates equipment relocation disconnects and reconnects.
• Initiates empty facility lockdown and keying logistics based on future proposed assignment.

Room Inventory:

• Assists in collecting room size and use data for the annual reports.

Floor Plans:

• Periodically reviews facility project drawings and/or floor plans and reports wall changes, room subdivisions, errors or omissions to the Building and Facilities Director to initiate update of departmental master floor plans.
• Periodically reviews facility floor plans and reports space assignment changes to the Building and Director Manager to initiate drawing overlay updates.
• Prepares CAD drawings to reflect changing space assignments and/or wall changes.
• Creates overlays on CAD drawings and distributes to contractors to clearly illustrate project/work areas such as proposed space re-assignment, existing departmental assignments, HVAC zones, construction impact areas, etc.

Equipment Inventory:

• Maintains the Berkeley Equipment Inventory System (BETS) database for equipment located in the incumbent's area of responsibility.
• Provides cooperative and backup support for other departmental areas including unclearly defined overlap areas.
• Advises staff and building occupants of the equipment inventory regulations including disposal and salvage procedures for laboratory equipment, general equipment, and surplus supplies.
• Documents equipment transfer transactions.
• Responsible for applying equipment inventory tags to equipment in a timely and accurate manner and maintaining the BETS equipment inventory database.
• Completes physical inventory as per UC equipment management's guidelines.
• Processes excess equipment by updating the equipment inventory and arranges for pickup and disposal.
• Acts as department equipment custodian through the Berkeley Equipment Tracking (BET) system and conducts department inventory controls, including processing and maintaining records of equipment insurance requests.

Develops space allocation plans for management review.
Coordinates emergency repairs during and after work hours.
Works with internal and external agencies /contractors in regards to existing contract terms or to solicit new contracts.
Coordinates work crew activities to minimize disruption to building occupants.

• Participates in space planning meetings to accommodate programmatic changes for both short and long-term planning.
• Assist in the operational planning and oversight of large-scale construction and retrofit projects.
• Participates in emergency preparedness planning for earthquake, fire, chemical release, and other incidents requiring general building evacuations.
• Assists the building occupants in developing timeline and action plans for laboratory moves, facility close-out and construction projects due to faculty arrivals, departures, and changing direction of research programs. Works closely with the Department Safety Coordinator to ensure safety procedures are followed based on current EH&S policies and regulations.
• Participates in campus safety committees, campus building emergency committees.
• May act as Building Coordinator for campus emergency/disaster preparedness for assigned venues, serves as the communication liaison between campus service agencies and building occupants, and prepares building response plans and coordinates education and planning in this area for all building occupants.
• Acts as department representative for department/campus special projects related to department facilities.

Assists management in development of annual facilities budget. Works with onsite contractors and other vendors to coordinate work schedules, facilitate emergency access, and track progress of work.
Reviews and critiques contract documents for construction, including plans and specifications from outside consultants.
Recommends facilities-related procedures and solutions, taking into account budgets, space allocation, staffing and infrastructure design.
Building Maintenance:

• Responds to email and/or telephone building maintenance and safety trouble calls by investigating the complaint and subsequently initiating a work order with the appropriate agency or skilled worker group. Typical average email volume is 102 incoming and 74 outgoing per week.
• Tracks comp...