Item 3.D-August 9, 2013
ADMINISTRATIVE FACULTY POSITION DESCRIPTION QUESTIONNAIRE
To expedite and facilitate the PDQ review process, please send the PDQ and Org Chart electronically to
marshag@unr.edu for discussion and for initial review before routing PDQ for approval signatures.
Questions - call UNR Faculty HR at 682-6114
INSTRUCTIONS: See http://www.unr.edu/vpaf/hr/compensation/placement.html for complete instructions.
Incumbent(s) Name (if applicable):
Position #(s):
Current Title: Manager, Maintenance Support Services
Current Range: 3
(JCC:)
Department: Facilities Maintenance Services
College/Division: Facilities Services
/ VP, Administration and Finance
Account #(s): 1101-104-1410
Action Proposed: (check all that apply)
() New position:
Proposed Range:
Proposed Title:
( X ) Title Change, Proposed Title: Assistant Director, Maintenance Support Services
( X ) Proposed Reassignment from Range
3 to Range 4
( ) Revised PDQ only (no change in range or title)
JCC (Current
( ) Line of Progression (show titles below)
or new HR
Range:
assigned):
I certify that the statements in this description are accurate and complete to the best of my knowledge.
____________________________________________________________
Employee’s Signature
__________________
Date
I/we have reviewed the statements in this form and they accurately reflect the job assignments.
____________________________________________________________
Immediate Supervisor’s Signature Denise Baclawski, Sr Director, FMS
__________________
Date
____________________________________________________________
Director/Chair/Dean
Sean McGoldrick, AVP, Facilities Services
__________________
Date
Approved for Salary Placement Committee review.
____________________________________________________________
__________________
Pres / Vice Pres / Vice Prov Signature Ron Zurek
Date
Vice President, Administration and Finance
Action Approved by the Provost/President (Completed by Faculty HR):
67430 Range:
4
Pos #(s):
JCC:
EEO: 3D
Eff: 8/1/2013
Approved Title: Assistant Director, Maintenance Support Services
Employee signs on “final” stamped approved PDQ and sends to HR for personnel file.
Employee Signature:_______________________________________________ __________________
Date
Printed Name: ____________________________________________________
Rev: 10/1/2012
Position Description: Assistant Director, Maintenance Support Services
Pg
2
1.
Summary Statement: State the major function(s) of the position and its role in the
university. Attach an organizational chart with positions, ranges, and names for the division
which reflects the position in it as well as those supervised in the department. (This section is
used for advertisement of the position.)
The Assistant Director, Maintenance Support Services, is responsible for overall management of
maintenance support services within Facilities Maintenance Services (FMS). The position will be
responsible for setting the strategic direction for proactive maintenance practices within FMS utilizing
a systems management approach to maintenance execution. The position develops and implements
innovative protocols and methods to achieve the department goal of an acceptable ratio of planned
maintenance to responsive work orders, resulting in 80% of the FMS work being planned and
scheduled. The position provides operational development, oversight, and administration of the FMS
Time and Materials Administration (TMA) Systems program, a computerized maintenance
management system (CMMS), supervision of centralized work order planning and scheduling,
purchasing, receiving, and oversight of a central warehouse for supplies inventory, critical spares,
and work order staging. The position plays a key role in ensuring effective maintenance practices are
utilized to properly manage assets through their predicted life cycle. The position supervises the work
of assigned staff and ensures work order planning and scheduling, procurement, equipment,
supplies, and inventory activities are in compliance with University policies and procedures and
function efficiently to support student and staff environments. The incumbent is a member of the
FMS management team and participates in departmental strategic planning. The position reports to
the Senior Director (SD), FMS and is responsible for budgets and accounting..
2. List the major responsibilities, including percentage of time devoted to each. Provide
enough detail to enable a person outside the department o understand the job (percentage
first with heading and then bulleted information from greatest to least percentage).
30% - Strategic Planning and Preventative Maintenance Programming
 Establish the strategy for a proactive maintenance organization and developing systems to
support that strategy.
 Ensure accountability for compliance of purchasing rules and policies to establish a
centralized purchasing system supportive of a synergistic environment
 Plan and implement goals for improving workflow execution
 Participate as a member of the FMS management team, assisting with daily operational
activities in the department and with the development of the annual operating, capital
improvement and deferred maintenance budgets
 Oversee the development and implementation of preventative maintenance schedules;
identify key equipment, parts and components; ensure optimal life cycle and productivity in
relation to cost-savings
 Develop standardized task library for preventative maintenance
 Schedule planned preventative maintenance work
20% - Procurement, Receiving, and Warehousing Management
 Develop and implement policies and procedures for procurement, receiving, delivery and
storage of parts, supplies and equipment; ensure efficient flow of inventory to appropriate staff
 Oversee purchase of all parts, equipment and supplies utilized by Facilities Management
 Manage inventory according to “Just in Time” (parts and supplies purchased and made
available just in time for use) industry standards
Position Description: Assistant Director, Maintenance Support Services
Pg
3
20% - Time and Materials Administration (TMA) Computerized System Management
 Develop new and integrate existing components of the FMS TMA Systems electronic
maintenance system for procurement, warehousing, preventative maintenance, work order,
inventory
 Function as CMMS subject matter expert for Facilities Management; develop training
materials and train others
 Oversee the development of task, equipment, and inventory libraries and training materials
and user guides within TMA
 Create systems to track labor hours and materials; provide statistics and reports on the cost of
work orders and projects within FMS
 Create reports, graphs, charts and tables for scheduling, staffing, inventory, etc.
20% - Work Order Response Process Development and Management
 Develop systems for the prioritization, planning and scheduling of all work requests received
by FMS
 Develop systems to track, summarize and report data on work orders, labor costs, projects
 Troubleshoot and resolve system problems
10% - Supervision
 Full and direct supervision of support staff. Plan and direct daily activities of the unit; ensure
seamless integration of warehousing, procurement, work orders, etc.
 Develop and provide individual and group training workshops including related user support
activities
 Manage cross functional development and implementation teams
3. Describe the level of freedom to take action and make decisions with or without
supervision and how the results of the work performed impact the department, division and/or
the university as a whole.
Level of Freedom:
The Assistant Director provides FMS oversight of support maintenance services to maximize the
efficiency of the organization. The position has decision making authority over the development of
management systems related to maintenance execution. The incumbent makes independent
decisions regarding prioritization and assignment of jobs to staff, personnel decisions, and budget
management. The position seeks guidance from the SD, FMS on more complex projects and final
approval on substantial budget changes
Impact:
It is the Assistant Director’s responsibility to maximize the efficiency of the FMS organization to better
serve University Staff and Students by centralizing FMS activities in a manner that eliminates waste,
coordinates efforts, and tracks key information. This allows increased strategic planning; thereby,
supporting a growth environment while remaining fiscally focused. The position impacts efficiency in
all areas of the FSD thus affecting the service levels to campus. Errors in judgment would have the
potential to delay projects and work, create negative impact on students and staff needing the safe
use of buildings and facilities, affect public opinion, and fiscally impact FMS strategic plans.
Position Description: Assistant Director, Maintenance Support Services
Pg
4
4. Describe the knowledge, skills (to include cognitive requirement and verbal and written
communication), and abilities (to include task complexity, problem solving, creativity and
innovation) essential to successful performance of this job (in bullet format).
Knowledge of:
 Computerized Maintenance Management Systems
 Technical maintenance practices across all FMS shops
 Purchasing rules, regulation, and policies
 Higher education accounting and business procedures
 Methods, materials, and equipment used in building maintenance, operation, alterations, and
construction work
 Inventory and just-in-time warehousing operations
 Lean, Six Sigma, or similar principles and philosophy
 Project Management
Skills:








Troubleshooting of building equipment and systems
Conflict management and resolution
Effective problem solving, decision-making, and analytical skills
Common computer programs such as Microsoft Outlook, Word, PowerPoint and Excel
Supervision and management of staff
Organizational and time management skills
Excellent verbal and written communication
Effective listening, decision-making and analytical skills
Ability to:
 Develop and implement a CMMS
 Lead employees through the utilization of complex systems processes
 Manage change; unite a diverse group around a common goal
 Convey ideas and visions in a manner that promotes action
 Provide task specific training
 Promote excellence in customer service
 Supervise a diverse workforce
 Work in a fast paced environment with competing priorities and deadlines
5. Describe the type of personal contacts encountered in performing the duties of the job.
Explain the nature and purpose of these contacts: i.e., to provide services, to resolve
problems, to negotiate.
Internal
FMS Faculty and staff
University Faculty and Students
University Information
Technology
Reason for Contact
To design and implement a complex proactive maintenance
management system. To coordinate and schedule work, facilitate
necessary inventory, provide support through TMA including life
cycle analysis, train TMA users
To coordinate and schedule work, resolve issues, support efforts,
and provide communication about upcoming and on-going FMS
projects and activities
To ensure programs are updated with upgrades; troubleshoot and
resolve computer issues
Position Description: Assistant Director, Maintenance Support Services
External
Vendors
Community agencies
Pg
5
Reason for Contact
To negotiate best prices and “just in time” inventory
To obtain any required project information regarding applicable
codes and required permitting
6. Indicate the minimum qualifications which are necessary in filling this position should it
become vacant. Please keep in mind the duties/responsibilities of the position rather than the
qualifications of the incumbent.
a.
Minimum educational level, including appropriate field, if any.
Bachelor’s Degree from a regionally accredited institution
b.
Minimum type and amount of work experience, in addition to the above required
education necessary for a person entering this position.
Bachelor’s Degree and five years, or Master’s Degree and three years, of experience
working with the implementation and/or administration of a computerized maintenance,
operations, or production management system to include four years of direct
supervision
Preferred Licenses or Certifications:
Project Management, Lean or Six Sigma Black Belt
Association of Physical Plant Administrators (APPA) Facilities Maintenance
Certification
c.
Indicate any license or certificate required for this position.
Nevada Class “C” or higher Operators License within 30 days of appointment
OSHA 30-hour card within one year of appointment