Title: Department: Office of Physical Plant Reports To: Chief Financial Officer Date Written/Revised: September 22, 2006; Revised July 3, 2017, March 13, 2018 Purpose, Scope and Dimension of Job: Purpose: The, under the general direction of the Chief Financial Officer and via the Office of Physical Plant (OPP), provides students, staff, faculty, and visitors with a clean, attractive, safe, and functional physical environment in which to study and work. The Executive Director Physical Plant coordinates and administers department budgeting, planning, construction, operation, and maintenance activities to assure this environment. Managers at Mott Community College are accountable for eight key results as follows: 1. Planning and Execution: Managers are paid to get results through others. They are accountable for the production of others as well as self; they make the right things happen the right way. This includes ensuring that departmental operations are executed successfully and planned results are obtained; delegating appropriately; monitoring activities of subordinates; creating an environment so that subordinates can accomplish their assignments; responding to the needs of the department s clients/customers; conducting necessary planning and organizing efforts, and coordinating and integrating activities and efforts within and outside of their own department. 2. Improvement: Maximizing the performance of their own department. Making the College organization stronger (more efficient, more effective). Providing appropriate leadership to insure that departmental operations are improved; contributing to college-wide improvement efforts. Identifying the need for change (identify goals and objectives); taking initiative; fostering a climate where subordinates generate suggestions for change. 3. Strategic/College Perspective: Incorporating consideration of the broader organizational perspective into tasks and assignments (affirmative action, for example); integrating the interests of stakeholders into planning, decision making and action. Conducting self as a spokesperson for College and as a member of the management team. Work collaboratively with other managers across the organization, subordinating departmental interests to broader College interests when appropriate. 4. Develop Subordinates: Help them to maximize their contribution to the organization and to grow professionally. Take corrective action with subordinates when performance needs improvement. Foster effective teamwork. 5. Relationships and Communications: Build effective relationships both within and outside the department; seek input from and maintain effective ongoing communication with others. Manage conflict to ensure least disruption to organization. 6. Problem Solving/Decision Making: Analyze business problems; create effective solutions; exercise good judgment. 7. Safety: Create a safe work environment; manage risks; reduce exposure to liability. 8. Behavior: Be a role model for subordinates; set the example. Page 1 of 8
Scope: 1. Plans and directs the administrative and operational activities of OPP for budgeting, planning, procurement, development, operations, maintenance, and housekeeping responsibilities for all physical and real properties of the College. Establishes performance metrics and reporting standards. 2. Defines the goals and objectives, policies, scope, structure and resources allocations of OPP including institutional and physical planning, construction and facilities services for maintenance, custodial and grounds operations. 3. Recommends, establishes, and evaluates appropriate College standards for all phases of physical property maintenance planning, construction, procurement, delivery, operation and service, and to reduce capital and operating costs. 4. Direct implementation and use of work management and administrative systems; identify methods and resources to improve overall department operations, analysis and reporting capabilities. 5. Develops short- and long-range plans for the physical development of the College to support the growth and enrichment of enrollment, curriculum, technologies, and community presence. 6. Evaluates the character of the campuses in terms of commodity, firmness and delight enabling stakeholders to identify with the institution and use its facilities to further their intellectual, cultural, social, and economic goals. 7. Defines job responsibilities for OPP managers and supervisors. Develops standards for and implements ongoing skill and safety training for all OPP employees. 8. Develops the management and administrative standards and procedures to plan, budget, and deliver capital projects and operations, along with measuring and reporting on their efficiency, effectiveness, and continual improvement. 9. Directs OPP staff relationships with labor, suppliers, and contractors to deliver value to the College in the performance of scheduled project operations and customer requests. 10. Advises administration on all institutional policies and procedures related to management of physical resources of the College. 11. Develops OPP as a source of leadership and direction, such that its facilities enable the College to expand its vision and the range of opportunities available to the institution and all stakeholders. Develops the College s infrastructure to support its educational and community mission by vital, responsive, forward-thinking communications to enhance awareness of physical plant resources. 12. Develops and maintains collaborative relationships with other College departments and divisions, other educational institutions and professional organizations, the local community, and governmental entities. 13. Manages the 24 hour seven day response system; evaluates responses and implements improvements. 14. Performs all other tasks as required or assigned. Dimension: The Executive Director Physical Plant has entire responsibility for the Office of Physical Plant. This position is responsible for strategy, planning, and operations for the College s physical plant and for fostering the most effective utilization of these resources by the institution for the benefit of students, faculty, staff, and the community. Supervisory Responsibility: Page 2 of 8
Functional and administrative supervision is exercised over managerial, professional/technical, administrative and maintenance and operations staff as assigned and includes a variety of outsourced contractors necessary to carry out the College s mission. Staff includes two (2) S&M, one (1) SEIU, one (1) ProTech, and two (2) temporary employees plus thirty-four (34) M&O employees. Essential Duties/Major Accountabilities: Safety 1. Define policies that protect stakeholders and assets of the College and surrounding community. 2. Develop the resources to direct, train, and equip OPP staff for the safe conduct of its operations. 3. Maintain 24 hour, 7 day emergency OPP response system. 4. Define technical standards that protect stakeholders. 5. Assure compliance with affirmative action and safety programs. Integrate best practices for environmental health and safety into planning and design. 6. Assure compliance with federal, state, and local regulations and make recommendations regarding environmental health and safety. 7. Assure compliance with the Americans with Disabilities Act (ADA) and other city, state, and federal regulations pertaining to architectural barrier removal and mitigation, including more stringent College mandated or recommended standards. Organization of Work 1. Plan, develop and establish staffing and organizational structure to effectively accomplish OPP goals and objectives; direct recruitment, selection, training, evaluation, and discipline of OPP staff through its management and supervisory staff. 2. Plan, develop, and establish OPP scope of activities, short- and long-range organizational goals, objectives, strategic plans, policies, and operating procedures consistent with current MCC Strategic Plan; monitor and evaluate programmatic and operational effectiveness. 3. Direct and administer overall operations of OPP, including planning of annual and long-range operational budgets. Approve operating plans, capabilities, standards and resources for OPP. 4. Produce studies, designs, analyses, reports, recommendations and the like as necessary to present OPP programs, projects, policies and procedures to the College community as necessary and appropriate. 5. Catalogues physical plant assets: land, infrastructure, buildings, furnishings, fixtures, and equipment. Ensures maintenance of all relevant records, all work performed by staff, and financial data. 6. Direct and administer the preparation of master plan studies relating to the development of the College s campuses, including infrastructure needs, design of buildings and major renovations, landscape projects, art in public places and other external elements. Prepares all relevant documents (budgets, designs, contractor selection, project plans, etc.) for all planned capital projects. Advise on planning implications related to real estate matters such as land acquisitions/dispositions and land use agreements. 7. Inspect College facilities to evaluate suitability for occupancy. 8. Review space requirements; make recommendations on allocation of building space assignments and coordinate effective and efficient use of space. 9. Conduct studies, analyze data, make recommendations and otherwise assist the College community on a wide variety of facility and space planning issues that include buildings, landscape, lighting, parking, transportation systems, and other related infrastructure components. Conduct special studies Page 3 of 8
and participate on various internal and external committees concerned with campus land planning, facilities planning, and space utilization. 10. Coordinate efforts to identify and protect the heritage and enrich the culture of the College by providing for the preservation of historic property; coordinate historic preservation efforts and advise and recommend on matters related to historic buildings and features. Supervision 1. Define job responsibilities for OPP management and supervisory team. 2. Develop OPP supervisory standards and practices consistent with contract stipulations and MCC policies. 3. Direct labor relations programs; coordinate with other College entities regarding union negotiation, affirmative action and equal opportunity programs, assure OPP compliance with College affirmative action and equal opportunity policies. 4. Audit performance and direct continual improvement plans. 5. Direct and supervise the development, review, and approval of design and construction documents and project estimates for general fund maintenance projects and capital fund projects for compliance to codes, specifications, regulatory requirements, planning documents, and compatibility with College guidelines. Coordinate the preparation of and assist in the presentation of architectural drawings. Contract Management 1. Develop standards for outsourcing and supply base development. 2. Direct policies and standards for contract management, reporting, and auditing. 3. Plan and coordinate the selection of consultants required for design and construction, document development for general fund maintenance projects and capital fund projects; direct the composition and negotiation of contracts between the College and all professional consultants retained for project development; prepare budget forecasts, estimates and controls for professional consultant agreements; coordinate the payment approval process for all consultants; direct and coordinate the activities of professional architectural and engineering consultants to develop and implement capital projects. 4. Review plans and specifications for general fund maintenance projects and capital fund projects; make revision recommendations; approve or reject products and documents. Assure compliance on the part of architects, engineers, and contractors with College standards of quality and function of facilities and with contractual terms. Material and Equipment 1. Direct and administer OPP purchasing via its management staff. 2. Develop procedures for selection, specification, procurement and consumption, and for inventory reporting of material and equipment. 3. Direct compliance with policies for safety, training for use, use, storage and maintenance of equipment. 4. Develop standards for grounds, buildings, furnishings, fixtures and equipment. 5. Confirm commissioning for proper maintenance and use. Information Systems 1. Develop technology plans for all OPP operations. 2. Develop utilization of systems capabilities. Training 1. Develop standards and approve developmental and skills training, safety training, and similar programs. Page 4 of 8
2. Participate in professional organizations to assess standards and benchmarks. Administration and Reporting 1. Plan, develop, and institute policy and procedures for continuous improvement of all facets of OPP operations including performance metrics and reporting standards. 2. Develop, track, and report expenditures of operating and capital budgets. 3. Establish, direct, and maintain policies and procedures, including retention policies, for OPP records. 4. Track facilities utilization rates and operating costs. 5. Direct the preparation of project budgets and their maintenance throughout the planning and design process and throughout the implementation and/or construction and commissioning process for all projects. Customer Relations 1. Provide advice to the Chief Financial Officer regarding OPP policies, procedures, budgets and operations. 2. Maintain a positive and collaborative working relationship with other departments and divisions of the College and with faculty, staff and students. 3. Develop direct personal relationships with stakeholders and engage stakeholder s participation in projects and facility operations. 4. Establish and maintain relationships with colleagues at other higher education institutions, particularly in the local community, and with government and other agencies. 5. Act as liaison with city, county, state, and federal agencies in areas related to campus planning matters, facility planning, design and construction projects, building codes, fire codes, safety codes, public health requirements and other regulations. 6. Serve on College committees, teams, task forces, councils, and so forth as appropriate and as directed by the Chief Financial Officer. Accountability Standards: 1. Metrics established by the College under its AQIP accreditation program. 2. Metrics established under policies and procedures for OPP operations. 3. Consistent and timely attendance. Minimum Required Knowledge, Skills, and Abilities: 1. A Bachelor s degree in Facilities Management, Architecture, Planning, Project Management, Business, Public Administration or similar field. 2. Considerable knowledge of and progressively more responsible administrative and management including fiscal management. 3. Minimum of five (5) years of direct managerial experience. Skills and Abilities: 4. Ability to work effectively in a large, complex decentralized organization. 5. Excellent conflict resolution skills. Ability to approach situations in a consultative manner working toward improvements and solutions. 6. Direct and manage decentralized OPP supervisors and staff to achieve a high level of performance with high morale. Ability to lead a diverse team and coordinate work effort of others and teamwork. 7. Ability to work effectively with a wide variety of diverse constituencies. Page 5 of 8
8. Organize and establish priorities for OPP resources to meet multiple and potentially conflicting timelines. 9. Ability to negotiate and manage contracts. 10. Ability to make effective administrative and procedural decisions impacting OPP operations. 11. Ability to assess compliance and product or service quality of OPP operations and staff. 12. Demonstrated work history of providing high quality, strong customer-oriented services including: problem solving orientation; strong listening and communication skills; coordination of work effort with others and teamwork; history of coordinated work effort with extensive followthrough and follow-up; experience identifying customer needs; conflict resolution; ability to put customer before self; and creation of user friendly communications. 13. Strong analytical, problem solving, logic and research and documentation skills; Ability to efficiently organize and manage large amounts of information; attention to detail; well organized. 14. Ability to work successfully in a high stress environment, handling multiple tasks and projects simultaneously. Demonstrated history of on-time delivery of projects; project coordination; and anticipation of issues. Additional Preferred Qualifications: 1. Management experience in facilities management and planning, physical plant operations, master planning, risk management, capital project development, and construction management. 2. Experience as a manager of facilities in a multi-building and/or multi-campus environment similar to MCC. 3. Experience working within a unionized environment. 4. Experience in public sector as it relates to procurement policies and procedures. 5. Experience with utilization or implementation of IT systems for effective operations and delivery of services. Unique Aspects of the Job: Ability to make decisions under stress that may have far reaching consequences. Ability to work successfully in an environment without detailed direction but with full responsibility for all College physical plant assets. Physical Requirements: 1. Must be able to remain in a stationary position 40% of the time. 2. The person in this position needs to frequently move about the entire campus. 3. Frequently operates a computer and other office productivity machinery. 4. Occasionally ascends/descends a ladder and exposed to heights of four stories or more. 5. Frequently positions self to inspect machinery, construction, etc. 6. Constantly communicates with others on the full range of topics covered in this job description. Must be able to exchange accurate information in these situations. 7. Occasionally carries and moves light loads (approx. 25 lbs. or less) 8. Office, shop and construction site environment; regularly exposed to mechanical, chemical and electrical hazards; regularly subject to dirt, dust, noise, fumes, wetness/humidity, temperature extremes, poor lighting, confined spaces, elevated heights, asbestos and other hazardous substances. Page 6 of 8
Hours/Schedule: Exempt from FLSA. Must be willing to work a flexible schedule to include evening and weekend hours when appropriate and as necessary. Page 7 of 8
Signatures: Chief Financial Officer Date Employee Signature Date This job description is intended to summarize the type and level of work performed by the incumbent and is not an exhaustive list of duties, responsibilities and requirements. This section to be completed by a Human Resources representative Employee Group & Grade: Exempt / Grade 6 Affirmative Action Group: 14; Business Services Managers and Supervisors Status: OFFICIAL Reviewed by Human Resources: Initials Date Page 8 of 8