Facilities Coordinator

• JOB NUMBER: 521006

• CLASSIFICATION: Facilities Services-Maintenance, Operations & Utilities Supervisor 2

• GRADE: Grade 77

• WORK TYPE: On Campus, Staff Full-time

• ADMINISTRATIVE UNIT: University of Alaska Fairbanks

• SCHOOL/BUSINESS UNIT: UAF Student Services

• LOCATION: Fairbanks

• CATEGORIES: Administrative/Personnel, Facilities/Skilled Trades, Student Affairs/Services

Position Summary:

If you are looking to be a part of a dynamic team by providing leadership to professional, paraprofessional staff and students this is the job for you. Residence Life is seeking an individual that can work independently, who is extremely organized, and has great motivation, and management skills. This individual must be willing to work a variety of hours, think outside the box, and have great teamwork skills.

Duties:

Implement and maintain a Residence Life Asset and Inventory Control System for furniture and furnishings, keys, chemicals, general supplies, computers, TVs, appliances, maintenance equipment, vacuums, materials, video surveillance equipment, tools, and any RL asset exceeding $500 in value. The inventory system should provide depreciated value and expected length of life/replacement schedule. Manage inventory system; train staff on how inventory system works; audit system; create long term and short term purchasing plans developing a RL specification standard and procurement plan. Assist in the multi-year budget development process by identifying needs and estimating expenses and costs, estimating labor requirements, and utilizing the inventory system to estimate expenditures based upon useful life estimates. Maintain a computer spreadsheet of non-routine custodial charges, ensure accurate data over a 5-year period, updated monthly. Track charges by building, make recommendations for community billing. Summarize and compile information for reports as requested from various data sources. Create, review, and/or implement Residence Life policies, procedures, and standard operating procedures (SOPs) as necessary to ensure good documentation and all departmental requirements are met. Maintain a computer spreadsheet of all residential furniture and supplies including where items are stored if not in use and where furniture is located-specific residential spaces.

Maintain Residence Life storage rooms, including chemical storage. Ensure that Residence Life is compliant with OSHA regulations for chemical storage by keeping a database of Global Harmonization Safety Data Sheets (SDS) up to date at all times.

Hire, train, and provide supervision to Residence Life labor student crew. Create long term and short term plans for projects. Provide student crew with work plans, prioritization, and guidance in accomplishing assigned tasks. Oversee the use and accuracy of student crew maintenance work orders. Provide and document all University required training for compliance. Create and provide training programs and presentations specific to tool usage and safety, shop safety, chemical use and storage, SDS, personal protection equipment, furniture repair, window/screens/blinds R&R, vacuum repairs, housing cleaning and preparation, and grounds maintenance. Assist with the hiring and training of the conference services student crew. Complete performance reviews of student crew annually.

Respond to problems or issues in housing that require immediate attention or action. This includes assessing situations, determining proper reporting or notification method, assure timely response, taking appropriate corrective action measures, educating residents, notification to residents, assisting Facility Service personnel where necessary, and reporting issues to Residence Life (RL). Review external work requests for timely response and efficient execution. Prepare maintenance expenditure reports in various ways for review. Maintain database of each RL facility with general information, repair history, and renovation history. Assist Facility Manager with identifying capital projects, repair and renovation requirements, and the administration of contracted projects. Assist with preparing rooms and apartments, fixing furniture, cleaning facilities, special program assistance, and departmental activities. Support RL programming and administration, facilities manager, various departmental partners within and external to the university, and residents. THD, AIM, and E-worf entry and follow up.

Ensure compliance of the UAF custodial contract ($500,000 annual contract) by managing the daily inspections of UAF housing facilities, to audit performance of the custodial contractor, and to ensure that the contractor is meeting all cleaning specifications. Take appropriate steps necessary to ensure contract compliance, including recommending staffing changes to the Contract Manager. Review and approve non-routine charges for custodial service. Make recommendations to the Facilities Manager of Residence Life regarding the need to levy assessments against the contractor for non-compliance to the contract specification or repetitive poor contractor performance. Maintain effective contact with the residence hall staff, residents, and the Custodial Contract Administrator to identify and resolve any issues related to custodial services.

KNOWLEDGE/SKILLS/ABILITIES:

• Knowledge of Residence Life policies and procedures
• Knowledge of best practices in custodial services
• Ability to perform common cleaning and light maintenance tasks
• Strong organizational skills
• Basic computer skills
• Ability to work with a diverse population

TYPICAL EXPERIENCE:
2 years relevant professional or paraprofessional experience in a group living environment.

REQUIRED EDUCATION OR TRAINING:
Valid drivers license and University driver's certification required.

COVID19
Effective immediately, all new UAF hires, whose job function or work location results in the employee being subject to the UAF vaccine requirements guided by the Federal Contractor Employee vaccine mandate*, must be fully vaccinated with an FDA- or WHO- authorized or approved COVID-19 vaccine or have obtained a university-approved disability/medical or religious exemption no later than six weeks from the new hire's start date.

*Employees based on UAF’s Troth Yeddha’ (Fairbanks) campus, regardless of university affiliation and remote work status; Employees based in UAF research units outside Fairbanks (including Seward Marine Center, Kodiak Seafood and Marine Science Center, HAARP, Poker Flat, Lena Point, and Toolik Field Station); and Employees, regardless of their work location, paid by or directly working on impacted UAF federal contract.

Please contact the Talent Acquisition team, ua-hrtalent@alaska.edu with any questions or concerns.

*To be eligible for this position, applicants must be legally authorized to work in the United States without restriction.  Applicants who now or may in the future require visa sponsorship to work in the United States are not eligible.

This is a full-time, Grade 77 (https://www.alaska.edu/hr/talent/files/fy23-salary-schedules/FY23_A4_Staff-Salary-Grid_com-Hrly-bi-ann_w-desc-rpt.pdf), minimum $21.81/hour, DOE, 12-month position complete with a competitive salary and UA employee benefits package. This position is open until filled with the initial application review taking place on July 18, 2022. To ensure your application is considered, apply by 11:55pm Alaska Standard Time, 07/17/2022.  

Reasonable Accommodation Statement:
The University of Alaska (UA) is responsible for providing reasonable accommodations to individuals with disabilities throughout the applicant screening process. If you need assistance in completing this application or during any phase of the interview process, please contact UA Human Resources by phone at 907-450-8200.

Affirmative Action Statement:
UA is an AA/EO employer and educational institution and prohibits illegal discrimination against any individual: www.alaska.edu/nondiscrimination

Probationary Period:
Pursuant to University Regulation 04.07.020, new employees of the University are employed in an at-will probationary status for the first six months of employment. During the probationary period, employment may be terminated for no reason or any reason. Promoted employees also serve a probationary period with limited rights of retreat.

Background Check:
The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.

Public Disclosure Statement:
Your application for employment with the University of Alaska is subject to public disclosure under the Alaska Public Records Act.

University of Alaska is a Drug-Free Workplace. University of Alaska campuses are Tobacco-Free.

Training Policy:
It is the policy of the University of Alaska (UA) that all employees are required to complete training to meet the requirements of the positions they hold, and to complete the required training within a specified period to remain employed at the UA.

Contact Information:
If you have any questions regarding this position, please contact University of Alaska HR at 907-450-8200.