Item 4.A-June 14, 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): William Jacques
Position #(s): CL41297
Current Title: Facility Manager
Current Range: Gr 37/10
(JCC:09.603;N)
Department: Residential Life, Housing and Food
College/Division: Student Life Services
Services
/Student Services
Account #(s): 1708-105-1107
Action Proposed: (check all that apply) CLASSIFIED TO ADMINISTRATIVE FACULTY
4
( ) New position: Proposed Range:
Proposed Title: Director, Housing Facilities
( ) Title Change, Proposed Title:
( ) Proposed Reassignment from Range
to Range
( ) 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
Rod Aeschlimann
Date
Executive Director, RLHFS
____________________________________________________________
__________________
Director/Chair/Dean
Gerald Marczynski
Date
Assoc Vice Pres, Student Life Svcs and Dean, Students
Approved for Salary Placement Committee review.
____________________________________________________________
Pres / Vice Pres / Vice Prov Signature Shannon Ellis
Vice President, Student Services
__________________
Date
Action Approved by the Provost/President (Completed by Faculty HR):
67411 Range:
4
Pos #(s):
JCC:
EEO: 3A
Eff: 6/1/2013
Approved Title: Director, Housing Facilities
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 – Director, Housing Facilities
Page 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 Director of Housing Facilities has oversight of all departmental facilities, including capital
improvements and the supervision of maintenance staff and oversight of the janitorial and
maintenance contractor. The physical environment of each of the on-campus residential complexes
must be well maintained, clean, and secure, with both short- and long-term planning parameters. The
Director maintains full-time office hours and must be available for evening and weekend emergency or
crisis situations. The position reports directly to the Executive Director for Residential Life, Housing
and Food Services.
2. List the major responsibilities, including percentage of time devoted to each. Provide
enough detail to enable a person outside the department to understand the job (percentage
first with heading and then bulleted information).
40% - Personnel and Contractor Supervision/Administration
 Supervise and oversee the Janitorial and Maintenance Contractor; janitorial services are
provided 7 days/week
 Manage all on-call emergency services and operations for any required emergency responses
24/7, 365 days
 Manage/supervise all maintenance operations, including State classified personnel, contracted
maintenance services, energy management systems, ME&P systems, master keying systems
and design of such systems, all fire and life safety systems, oversee all maintenance and
Preventive Maintenance (PM) for all dining service areas
 Manage all logistical operations for summer conferences and academic year
 Manage all sustainability programs (recycling, energy rebate programs, water conservation,
etc.) and all procurement of all materials, student room furnishings, lounge furnishings, etc.,
and maintain inventory control operations
 Work closely with State and Local entities and manage all interaction with agencies such as
State Public Works Board (SPWB), State Fire Marshall, Truckee Meadows Water Authority
(TMWA), Reno Fire, NV Energy, Public Utilities Commission, etc. for all required services and
compliance issues
 Provide training opportunities for staff and assist in the training of departmental staff
 Negotiate contracts such as Laundry Services, Cell Antennas, Janitorial and Maintenance
Contracts, etc.
 Process purchase orders, RCR billings, spreadsheet applications, database management, etc.
40% - Capital Improvements
 Plan, project and coordinate (project management) departmental capital improvement
projects, schedule contractor activities, and fully inspect work for compliance with work
specifications
 Plan for routine and major repairs, both short term and long range, and replacement for all
housing facilities
 Work closely with architects/engineers in the design and construction of all new Residential
facilities and major renovations to existing facilities to ensure product standardization and
design criteria to support departmental objectives and goals
 Examine cost reductions and explore supplemental funding sources for all operations, while
maintaining and improving services to students
Position Description – Director, Housing Facilities
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Ensure that all capital improvement projects support the department mission statement and
goals and are clearly defined in the long-term renewal and replacement schedule
Work closely with maintenance personnel, housing management personnel, residence life staff
and other university personnel to establish and implement capital improvement projects to be
completed on time and within budget
10% - Compliance/Risk Management
 Ensure that all residential facilities are consistently in compliance with all code and safety
regulations, correcting any problems within the halls within the stated time frame set by the
regulatory agency
 Monitor staff members and ensure programs are in compliance with all fire and life safety
requirements
 Work closely with Environmental Health and Safety (EH&S) to ensure all hazardous materials
are disposed of properly and all inspection reports are compiled and up to date
 Maintain all necessary required logs and data bases
10% - Safety
 Ensure compliance with safety policies and laws in the workplace regarding all applicable
areas including, but not limited to workplace injury, workplace violence or sexual harassment
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 residential living environment requires decisions to be made by staff twenty-four hours a day,
seven days a week. The incumbent is on call at all times and may be called upon at any time to make
decisions that will affect the health, safety or security of individuals and/or groups of students in the
residence halls. The position participates in Student Services and on University wide committees,
representing the departmental interest and supporting the University mission. Position must apply
broad policies to problems and situations not falling clearly within precedents. More complex issues
are resolved with guidance from the Executive Director.
Impact:
The Director makes decisions and judgments that will impact comfort and safety of students and the
entire residence hall community as well as decisions that have enormous budget impact on the
department and University. Failure to meet those responsibilities could have a detrimental impact on
students, staff, faculty, and visitors to the campus.
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:
 Techniques and procedures used in the oversight and supervision of employees in a public
contact or public safety environment
 Common safety and security related risks present in residence hall environments on an urban
college campus
 Purchasing regulations and capital project administration
 Contract management
Position Description – Director, Housing Facilities
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General university administrative policies and procedures, especially those related to
undergraduates
University and housing rules/regulations/policies and administrative procedures
Federal law as related to position, i.e., Family Educational Rights and Privacy Act (FERPA)
Construction Management principals and applications
Skills:
 Proficiency in use of personal computer and current software applications including but not
limited to Microsoft Office (Word, Access, Excel, PowerPoint, and email)
 Long- and short-range planning
 Supervisory and human resource management
 Effective verbal and written communication, including report writing, to communicate with
constituents and deal with conflict resolution, crisis response, resolution of problems, and
negotiating solutions
 Analytical, decision-making, and problem-solving skills
 Investigative processes for employee issues
 Contract negotiation
Ability to:
 Deal with the public, including diverse groups present on campus including university students,
student residents, parents, and faculty
 Assess the safety, security and facility issues present in a twenty-four hour – seven day a
week on-campus residential community
 Develop solutions and programs to retain or improve the level of comfort and safety present in
the residence halls
 Set short-term and long-range planning, organization and goals
 Show tact and diplomacy in sensitive situations while maintaining the confidentiality of
sensitive information
 Research issues/situations, develop and provide solutions, exercise sound judgment to make
appropriate decisions, and implement solutions reflective of the university’s mission and
commitment to diversity; bring concerns to management
 Encourage others to engage in dialogue; actively listen; commit to understanding another
person’s ideas; is an empathetic listener; checks for mutual understanding; receive ideas with
restraint and respect and give appropriate consideration
 Work evenings or weekends when responding to emergency or crisis situations
 Plan, organize, and prioritize workload and job assignments with possible conflicting priorities
 Make decisions in crisis situations for the safety/security of students and facilities
 Seek out efficiency and demonstrate good use of available resources
 Support team goals in a consistent manner
 Respond quickly to changing circumstances and customers’ needs providing excellent service
to the customer
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
Executive Director
Reason for Contact
Regular contact in regard to facility concerns and to provide
updates regarding project management
Position Description – Director, Housing Facilities
Associate Director of Housing
Operations and Dining Services,
Director for Residential Life
Other Departmental Staff
University Staff
Students, student residents
Purchasing
External
Outside Agencies - State and
Local agencies such as SPWB,
State Fire Marshall, TMWA,
Reno Fire, NV Energy, Public
Utilities Commission, etc.
General Public
Maintenance and custodial
contractor
Architect/Engineer
Page 5
To provide mutual goal setting and coordination of efforts; to
resolve concerns, brainstorm solutions, and generally support
each other's efforts to provide the best service and support to
students and the university community; to provide guidance and
approval for facilities related issues, particularly in regard to risk
management and student safety
Daily interaction to inform and discuss facility issues; to provide
formal written communication via newsletters or formal
correspondence; to notify departmental staff of situations that may
be serious in nature; to disseminate information relating to all hall
staff about facility related concerns; and, to work with all staff to
address concerns
To regularly communicate with university facility staff to ensure
smooth operation of all utilities and special projects
To interact with students in informal setting; meet with
students/parents regarding billing or other facility issues.
To coordinate purchases of furnishings for new and current
residential buildings
Reason for Contact
To coordinate required services and discuss compliance issues
To promote the department and the university when possible; to
provide accurate, factual information about residential living on
campus; and, to answer questions about the safety of on campus
living facilities
To administer contract for custodial and maintenance services in
all dorms on campus
To ensure specifications are followed for new building
construction, i.e., fire alarm, fixtures, etc.
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 a Master’s Degree and three years, of experience
in facility administration and management
Preferred Licenses and Certifications: None
c.
Indicate any license or certificate required for this position.
None