JOB DESCRIPTION

Job TitleUSML Director of Operations

DepartmentAdministration

Reports ToThe Office of the Chief Operating Officer

Positions SupervisedManagers, Hourly Staff

Hours 8:00 AM to 4:30 PM M-F (on call for emergencies;available to work night/weekends as required)

Employment ClassExempt

EEO Class1

Authorized DriverYes

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees may be required to follow other job-related instructions and to perform other job-related duties as requested, subject to all applicable state and federal laws. Certain job functions described herein may be subject to possible modification by applicable state and federal laws.

Summary

This position reports to the COO; it is the central contact for activitiesas the University leader for USML Facilities. Responsible for oversight of campus property, structures, artifacts, waterway management, environmental resources, day-to-day operations, building renewal/repairs and all renovations.This role is to lead and provide input in facility and overall campus strategic planning/activation. Prepare and monitor facilities budgets, interact with peers, vendors, shared services, Institutes, Seminary, diocesan representatives,and contractors. Collaborate with the Event Management Office to assist in thecoordination of multiple uses for performance venues and related facilities.Responsible for relationships with appropriate local, county, and diocesan resources in the compliance of sustainability and regulatory requirements. The expectationto provide feedback and act up recommendations of the USML Board of Advisors and renewable energy committee; responsible for working upon revenue generating and cost reduction initiatives.

Additionally,promote positive relationships between employees and management while being able to maintain a high level of confidentiality. This position requires a highly skilled, detail oriented person who can relate to individuals at all levels within the organization. The Director must be sensitive to organizational needs, employee goodwill and the mission of the Catholic Church.

Core Leadership Functions

  • Demonstrate actionsthat support “safety for all persons and quality of product/experience” while working within financial resources.
  • Define and prioritize facilities capabilities, behaviors, structures, and processes to ensure a high-quality product.
  • Support managers in forecasting ongoing needsto support the budget and the Strategic Plan positively.
  • Execute major Senior Leadership initiatives and collaborate onreal change management.
  • Confidentially manage and resolve employee relations issues in a union and non-union environment.
  • As required by the USML Board, utilize skillset to collaborate with business partners, complete, andlead the annual update of the twenty-year USML Capital Reserve Plan.
  • ImplementUSML plans and strategies;continually monitor effectiveness, report impact to the COO.
  • Carry out change management efforts; recognize/rewardongoingperformance.
  • Ensure efficientuse of the Facilities team & operating processes (i.e., prioritization, resource allocation);reinforce USML culture/behaviors.
  • Developrapid response measures to USML workorder requests; engage and provide status updates; solicit and gauge feedback on work quality.

Essential Job Functions

  • The ability to understand USML goals and recommend new approaches to impact products and services positively.
  • Provide day-to-day guidance, coaching, and support to managers and staff regarding employee relations issues, performance management, policies/procedures, and compliance with employment laws.
  • With the COO, complete the prioritization of capital work, including thescope of work, oversight of bid process, selection of vendors, approval of proposals, tracking of work execution, processing of payment, and all monitoring, recording, and systems related to suppliers.
  • Implement and maintain USML security protocol; serve as primary facilities liaison between faculty, staff, and students and Public Safety.
  • Manage building and space access requirements for students, staff, faculty, and guests, and in collaboration with Public Safety, provide records of all facility keys assigned to authorized users.
  • As a proactive quality control indicator of conditions and usage,oversee all facilities related work. Direct work order requests to Facilities Management using the USML Facilities system. Monitor repairs and upgrades as related to project budgets, including budget tracking/forecasting.
  • Manage the communication of facility continuity plans, department safety, and respondtoallRisk Management reports.
  • Create monthly metric reports to illustrate both routine maintenance and special project budget compliance, utilizing industry standard software.
  • Work in close collaboration with the COO & President to determine space use priorities, space assignments and long-term strategic planning of facilities. Identify necessary FM refresh/renovation and furniture/equipment acquisitions. Coordinate installation of furniture, data, phone lines, and other space resources. Manage facility project budgets, including budget tracking /forecasting and creating regular office reports.
  • In support of the COO conduct statistical analysis of space used to identify further economies of resources; develop a protocol of best practices.
  • In conjunction with HR, responsible for administering and monitoring termination paperwork, exit interview/employee survey process.
  • Ability to lead projects at a collaborative level and positively influence/obtain buy-in;execution, and project achievement.
  • Ability to be comfortable with high volume workload;delegate with rigorous follow through to ensuredesired quality of efforts.
  • Keep the COO informed of key issues; communicate the Emotional Quotient pulse of University Faculty and Staff.

Ancillary Job Functions
  • A strategic, yetin concept “hands-on” approach to successfully monitor the "pulse" of employees to ensure a high level of satisfaction/engagement.
  • Excellent communication skills;can translate sophisticated analysis in bullet point fashion to key decision-makers and stakeholders
  • With the COO comfortable setting a self-path, and communicating it; thriving in a dynamic, fast-paced,lean work environment, able to effectively prioritize time, and competing initiatives; focusing on those that have the greatest impact on students.
  • A solutioncenter that is comfortable working with strong deliverable demands along with the ability to identify problems/solutions.
  • Internal and external customer service focus; possessing outstanding organization skills.
  • The ability to manage multiple prioritiessimultaneously; alwaysorientated onsafety and thequality of results against budget.
  • Compliance with all regulatory requirements.
  • Other duties as assigned.

.

Education and Experience,an equivalent combination of education, training, and experience, will be considered.
  • Bachelor’s degree in environmental engineering, facilities management, business administration or related field.
  • 10+ years of experience in facilities management. This experience may also count towards satisfying this position’s educational requirement.
  • 7+ years of experience managing staff. ‬‬‬‬‬‬‬‬
  • Experience with rapid and complex changing work environment; University experience preferred, working with unions strongly preferred.
  • Excellent technological skills; Spanish speaking is desirable; MS Office expertise.

Knowledge, Skills, and Abilitieswhich may be representative, but not all-inclusive of those associated with this position.
  • Actual work experience of listening and asking the right questions to analyze a situation without having to solve the problem.
  • Ability to act as a strategic partner to organization-wide leadership and management teams.
  • Demonstrated strong project and time management skills.
  • T1he ability to foster relationships with employees at all levels within the organization; strong interpersonal persuasion, and creative problem skills.
  • A passion for creating an engaged work environment to support the formation of parish priests and those who collaborate with them in Ministry

Work Environmentconditions commonly associated with the performance of the functions of this job.
  • Genuinely support and work with others in a Catholic environment.
  • 1100 acre USML campus (USML lake, dam, buildings, bridges, water tower, sanitation stations, leased 27-hole golf course, farm fields
  • Work under pressure and meet established goals and objectives.
  • Theability to perform understressful conditions, using tact and good judgment.
  • A commitment to the belief that all people have the right to dignity, respect, opportunity, and full community inclusion.
  • Possess a philosophy that is consistent with the Mission, Vision, and Values of the University organization.
  • Appropriate neat in appearance.
  • Must have a valid driver’s license

Physical Abilities that are commonly associated with the performance of the functions of this job. The physical demands described below 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 essential functions.
  • Physically able to perform the duties as assigned including the ability to lift to 50 pounds and safely climb a step ladder up to four (4) feet.
  • Ability to stand, sit, or walk for extended periods of time with reasonable accommodations.
  • Ability to routinely ascend two to four sets of steps multiple times during the day.

Approved: ______Date Created/Reviewed: ______

Employee Acknowledgement
I understand that:
This job description provides a general summary of the position in which I am employed. The contents of this job description are job requirements and, at this time, I know of no limitations which would prevent me from performing these functions with or without reasonable accommodation. I further understand that it is my responsibility to inform my supervisor at any time that I am unable to performthese functions.
Receipt of the job description does not imply nor create a promise of employment, nor an employment contract of any kind, and that my employment is at-will.
I have read and understand this job description.
Employee: ______Date: ______

1