Reporting to the Associate Director Facilities and Planning, the Housing Facilities Planner is charged with developing and maintaining CSUMB’s Student Housing and Residence Life’s capital investment and renewal plans in collaboration with CSUMB’s Facilities Management Department. The position will serve as the liaison to CSUMB’s Campus Planning and Development department and Greystar in planning, coordinating, and managing capital projects for Student Housing and Residential Life. The position will ensure projects are planned and implemented in compliance with CSU, CSUMB, and Corporation policies and procedures, and with local, state and federal regulations. The person in this position is to foster effective communication among all parties involved in and affected by the projects.
Examples of Duties
ESSENTIAL DUTIES AND RESPONSIBILITIES include. but are not limited to. the following:
Facilities Project Coordination:
In collaboration with CSUMB’s Campus Planning and Development department and the Corporation, lead the development, implementation and updating of SHRL’s five-year capital renewal and investment plans, including leading feasibility studies, financial forecasting, and other due diligence analysis.
Working closely with CSUMB Facilities departments, SHRL’s Facilities Coordinator for Work Orders and Associate Director for Facilities and Planning, lead SHRL buildings conditions assessments.
In collaboration with Facilities Coordinator for Planning, perform regular reviews of facilities to coordinate capital renewal planning efforts, with campus entities.
Create and implement a replacement schedule for furniture, fixtures and equipment (FF&E), including appliances where applicable, and the overall management of a lifecycle tracking process.
In conjunction with the Associate Director for Facilities and Planning, work with CSUMB’s Campus Planning and Development department, Corporation, and contractors to develop and manage capital renewal and investment projects, including, space programming, design, drawings, budgeting, bidding, scheduling, and implementation and completion to SHRL satisfaction.
Lead collaboration with Associate Director for Facilities and Planning, CSUMB’s Capital Planning department, and SHRL leadership team and contractors to develop strategies to minimize the impact of capital renewal and investment projects have on residents.
Supervise student staff to support planning logistics and other functions relating to facilities within Student Housing.
Research, recommend, and manage procurement and installation of new furniture, fixtures, and equipment items for residential facilities in compliance with campus standards and in coordination with Facilities Management Space and Move Coordinator.
Prepare and execute communication plans to minimize construction impacts on residents.
Assist staff to develop comprehensive assignment and marketing plans and communications to enable students to live in residential areas when impacted by repair/construction/renovation projects.
Meet regularly with Associate Director of Facilities and Planning, Coordinator of Housing Facilities Services – Work Orders, CSUMB’s Campus Planning and Development department and other key stakeholders to review status of capital renewal and improvement project budgets.
Collaborate with CSUMB’s Campus Planning and Development department to develop and present project status reports including schedule, budget, look-back, look-ahead, challenges, and scope changes.
Collaborate with Coordinator of Housing Facilities Services – Work Orders on inspections of residential facilities for compliance with license, SHRL standards, State Fire Marshal and Campus inspection reports.
Assist in the development of SHRL goals, objectives and strategic planning for facilities and SHRL operations. Work with key stakeholders, such as students and Residential Life staff, to gather information regarding community improvements (i.e. focus groups for furniture).
Work closely with Associate Director, Facilities and Planning to review petitions and requests for facility modification needs.
Complete or participate in special projects that may be outside the normal area of assignment, as directed.
Work in conjunction with Operations and Residential Life to support the electronic Room Condition Inventory (eRCI) process, including design, updates, and data transfer to work order system.
Collaboration with Inspector of Records on State Fire Marshal findings in development of a plan to rectify noted issues, which may involve collaboration with FMD, third party vendors, and GreyStar
Collaborates on assessment processes related to facilities to support quality services are being rendered.
Direct and manage all housing accommodation modification requests and the subsequent work including collaboration with CSUMB Facilities Management and other vendors as needed.
Manage, maintain, and update asset maintenance databases for SHRL occupied facilities.
Provide leadership to 2-4 student assistant staff (Facilities Student Assistants) supporting housing facilities services, including but not limited to shift/team leads, front-line staff, and specialized positions. Coordinate recruitment, selection, and training of Facilities Student Assistants (FSA).
Meet with staff weekly and individually as needed to properly educate and teach new skills to continually develop leadership and management skills, use of good judgment and readiness to take positive action. Oversee scheduling and time card approvals related to the FSAs.
Access Control Management:
Responsible for the key management processes, including distribution, monitoring, and supporting the campus lock shop in addressing issues related to door or keys.
Responsible for key reconciliation throughout the year, including Fall Check-in/ Check-out, Spring Check-in/ Check-out and collaboration for Summer Conference groups.
Responsible for collaboration with Housing Operations in key readiness for distribution though the Housing Operations team.
Responsible for key monitoring systems.
Work with SHRL billing staff for reconciliation and charging of lost keys by residents.
Work with campus lockshop and third party locksmiths to support and address access-related needs (i.e. keys, lock concerns, card readers).
Monitor and facilitate card access within the Genotec electronic card system. This includes granting access controls for summer conferences, professional and paraprofessional staff, and students.
Support key return and key pickup for residents.
Maintain inventory of access control items (keys, locks, access cards).
Work with the Administrative and Financial Coordinator to provide building access for new employees. This includes, reviewing access needs for staff, contractors and vendors, as well as issuing keys, and granting electronic card access.
Use various software systems including StarRez, Google Suite, Limble, SumTotal.
Schedule, escort, and execute all locksmith work orders by working with campus locksmith and third-party vendors as needed to support all mechanical and electrical locks within the 15 buildings, including but not limited to troubleshooting key issues, card reader issues, duplicating keys, re-coring cylinders, and preventive maintenance needs.
Responsible for the maintenance, upkeep and educational processes regarding KeyTrak inventory system.
Performs other duties as assigned.
PHYSICAL WORK ENVIRONMENT
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to frequently stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull moderate to heavy amounts of weight (with assistance); up to 25 pounds; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to verbally communicate to exchange information; to effectively deal with conditions of nature as work requires supporting indoor and outdoor events/spaces.
Work Location: Main Campus: 100 Campus Center, Seaside, California
KNOWLEDGE, SKILLS, AND ABILITIES
Ability to read, understand and utilize technical information and parts lists. Ability to ensure accuracy and maintenance of assigned record-keeping systems, and to prepare reports. Ability to motivate and lead the work of others. Ability to work effectively with all levels of university personnel Ability to read and write at a level appropriate for the position.
Strong communication and customer service skills. Experience with tracking and monitoring software. Excellent organizational skills. Proficient in the use of personal computers including word processing, spreadsheets and database software.
The incumbent will demonstrate the ability to independently plan, organize and coordinate projects with competing work demands; work quickly and with a high degree of accuracy adopt effective courses of action; ability to carry out a variety of professionally complex assignments without detailed instructions; ability to interpret and evaluate descriptions and explanations of problems, analyze and define the problem, draw valid conclusions and project consequences of various alternative courses of action; ability to anticipate problems and address them proactively; and to develop and maintain accurate budgetary reports.
Advanced fluency in using various standard office software packages such as Microsoft Word, Excel, and PowerPoint. Demonstrated technical literacy with electronic mail, mail merges, data entry, electronic scheduling, and internet communication software. Ability to work in an occasional high-pressured environment.
Ability to operate a wide variety of office equipment and independently troubleshoot problems.
Demonstrated ability to address the essential functions associated with this position including the knowledge and abilities identified above.
Ability to complete and pass training in Defensive Driving. Must continue to meet the established driving standards as a condition of employment.
Education and Experience:
Must have equivalent to two years of progressively responsible administrative support experience, which has involved supporting, monitoring, and coordinating clerical work through a system of internal procedures and controls to ensure the efficient operation of an organization.
Prospective applicants who have not had the experience listed may substitute other evidence of meeting the above qualifications for up to two years of the required experience.
Associate’s degree or trade school certificate in engineering, architecture, business management, plant management, industrial technology, public administration, or a related field.
Preferred administrative experience with a high-paced working environment. Highly organized with excellent ability to multitask in a fast-paced environment, perform under pressure (or in emergency situations), and prioritize effectively to meet deadlines.
Demonstrated understanding of and commitment to the CSUMB Vision Statement and the core values of mutual respect, collaboration and service orientation, multiculturalism and diversity, community service and institutional excellence.
Experience managing front desk operations in a student housing setting highly desirable; demonstrated leadership experience in student housing.
Experience working with a multicultural population; familiarity performing community service learning; and demonstrated technical literacy. Fluent in multiple languages, particularly Spanish.
SALARY AND BENEFITS
Competitive Salary: Earn market-competitive pay of $25-$28 per hour, annualized to $52,000 – $58,240.
Subsidized Housing: Employee rental homes are affordably priced. Monthly rent rates include cable television, garbage service, and sewer.
Health Insurance: We prioritize your well-being with our comprehensive health insurance program.
Retirement Plan: Secure your future with our 403(b) Retirement Plan. We offer an exceptional 10% employer contribution with 100% immediate vesting.
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