Facilities Representative

Summary

Job Category:: Facilities Maintenance
Job Title:: Facilities Representative

Job Category Definition:: This specialty covers all aspects of use of buildings, stewardship, operation, repair, and general administration associated with managing campus facilities. Functions range from leadership of various business units and budgetary oversight, to programmatic administration, specialized facilities services, and assistance to users of the buildings. It also includes supervision of employees who perform maintenance, renovations or direct services to the buildings, infrastructure, grounds or equipment of campus facilities.
Job Title Definition:: A Facilities Representative primarily serves as a liaison for facilities-related issues and is often the primary point of contact for departmental personnel and other customers within the assigned facility or facilities, and is responsible for investigating or coordinating responses for facilities problems, complaints, emergencies, special events or other facility issues or operations; facilities-related expertise is typically required for these positions; serves as the facility representative for ongoing/standing University-wide initiatives and committees (i.e., parking, safety, diversity, etc.); coordinates facility planning initiatives (space usage, maintenance, alterations, or new construction), including developing budgets, project support and management, purchasing fixtures, furniture or equipment and maintaining records, data or other relevant files associated with these activities; oversees physical inventories of capital equipment, may act as the contact for safety related issues, or act as the facilities safety officer, and coordinate facility access and security issues; acts as facilities liaison with University officials and offices (EHS, OPP, Risk, Procurement, etc.) and external agencies (i.e., regulatory, L&I, OSHA, CDC, DHS); assures compliance with applicable government and regulatory requirements; supervises assigned employees, which includes planning, prioritizing and scheduling work tasks or action plans, leading teams, providing training, and assuring all aspects of a safe work environment for assigned employees and customers. Duties are performed at various levels within the defined title.
Working Conditions:: Specific physical requirements and effort are outlined in Job Responsibilities Worksheet (list of essential job duties and responsibilities specific to a particular job at the unit level) in accordance with the Americans with Disabilities Act of 1990 (ADA).
Other Requirements:: A valid PA Driver’s License and the ability to operate a motor vehicle may be required depending on the specific position.

Level 1

Level Details
Job Code	Salary Band	FLSA Status
FCMN0201	F	Non-Exempt

Level 1 positions typically demonstrate baseline working knowledge of routine work applications; follow standard principles and systems and use appropriate terminology associated with a particular field of specialization; participate as a team member in a collaborative environment within a diverse workforce; actively contribute to completion of team goals and assigned tasks; clearly communicate information, ideas, or instructions verbally and in writing; follow recommended approach to assigned work to facilitate achievement of desired results; ensure safe practices and environmental consciousness are exhibited in decisions; typically work under direct and frequent supervision while performing routine duties using established procedures with detailed instructions.

Typical Education & Experience
2+ years related experience Associate’s Degree or higher Or an equivalent combination of education and experience Required Certifications, Registrations or Licensure: Professional Engineer; Registration may be required depending on the specific position; A valid PA Driver’s License and the ability to operate a motor vehicle may be required depending on the specific position

Typical Work Duties
Maintain awareness of applicable University, government and regulatory requirements; report violations May serve as liaison with OPP for facilities maintenance, repairs and alterations; assist with monitoring charges and work performed; report emergency and building problems May assist and/or represent college/department/unit in coordinating renovation projects for facilities in area of responsibility Assist with the coordination of purchases, installation, relocation, repair and/or storage of various types of equipment and furnishings; maintain inventory Assist with monitoring and managing budget expenses within established allocation; identify and report any deviation from plan May serve as unit representative on ongoing initiatives and committees Interact with various internal and external customers to refer/resolve problems associated with assigned work activities Assist with providing subject matter expertise to our internal and external customers; seek guidance as necessary Provide a high level of customer service to our internal and external customers Assist with coordinating services to support events Assist with performing administrative and record keeping functions including but not limited to keys, electronic access, equipment and supplies May act as safety officer and could include communicating safety policies or initiatives, daily decisions on hazardous and/or infectious waste management, and storage and disposal; seek guidance as necessary May hire, train, supervise and evaluate assigned staff and technical-service employees Maintain awareness of and make use of continuous quality improvement tools Maintain awareness of and promote an environment that recognizes the value of diversity in the workplace

This profile is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions in this job title and should not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. The use of a particular expression or illustration describing duties should not be held to exclude other duties not mentioned that are of a similar kind or level of difficulty.

Level 2

Level Details
Job Code	Salary Band	FLSA Status
FCMN0202	G	Non-Exempt

Level 2 positions typically demonstrate intermediate knowledge of the concepts, practices and procedures of a particular field of specialization; perform intermediate tasks in defined skill areas/applications by continuously building on current job knowledge; maintain effective relationships with peers, vendors, and others in a diverse environment; support team decisions and follow through with team responsibilities; interpret information, ideas and instructions and communicate clearly and accurately both verbally and in writing including materials intended for distribution; determine causes of unusual occurrences and apply standard principles and practices to determine and implement solutions; ensure safe practices and environmental consciousness are exhibited in decisions; typically work under general supervision, while performing assignments that are varied and that may be somewhat difficult in character, but usually involve limited responsibility.

Typical Education & Experience
1+ years related experience Bachelor’s Degree or higher Or an equivalent combination of education and experience Required Certifications, Registrations or Licensure: Professional Engineer; Registration may be required depending on the specific position; A valid PA Driver’s License and the ability to operate a motor vehicle may be required depending on the specific position

Typical Work Duties
Maintain awareness and ensure compliance with applicable University, government and regulatory requirements; report violations Serve as liaison with OPP for facilities maintenance, repairs and alterations; monitor charges and work performed; investigate and report building problems; direct emergency maintenance repairs Represent college/department/unit in coordinating renovation projects for facilities in area of responsibility Responsible for the coordination of purchases, installation, relocation, repair and/or storage of various types of equipment and furnishings; maintain and track inventory Monitor and manage budget expenses within established allocation; identify, report and explain any deviation from plan May serve as department/college/unit representative on ongoing initiatives and committees Interact with various internal and external customers to refer/resolve problems associated with assigned work activities; seek customer feedback to prevent reoccurrence of issues in the future Provide subject matter expertise to our internal and external customers Provide a high level of customer service to our internal and external customers; identify areas for improvement Coordinate services to support events Perform administrative and record keeping functions including but not limited to keys, electronic access, equipment and supplies; may collect and compile data for various reports May act as safety officer and could include communicating safety policies or initiatives, daily decisions on hazardous and/or infectious waste management, and storage and disposal; report violations Hire, train, supervise and evaluate assigned staff and technical-service employees Provide resources, maintain awareness of and make use of continuous quality improvement tools Provide resources, maintain awareness of and promote an environment that recognizes the value of diversity in the workplace

Level 3

Level Details
Job Code	Salary Band	FLSA Status
FCMN0203	I	Exempt

Level 3 positions typically demonstrate proficient and comprehensive knowledge of defined skill areas/applications to integrate fundamental elements from other specialties into work assignments; apply knowledge of principles, practices, and procedures of a particular field of specialization to complete difficult assignments; promote a culture that is conducive to effective relationships among diverse team members; ensure safe practices and environmental consciousness are exhibited in decisions; may lead a project team involved in completion of difficult assignments, requiring proficient knowledge of field of specialization; interpret and communicate information, ideas and instructions clearly, accurately and persuasively both verbally and in writing including materials intended for distribution; incorporate new facts and ideas into group processes and apply creative thinking to develop new solutions; typically work with minimal supervision on difficult assignments, conferring with manager on unusual matters.

Typical Education & Experience
3+ years related experience Bachelor’s Degree or higher Or an equivalent combination of education and experience Required Certifications, Registrations or Licensure: Professional Engineer; Registration may be required depending on the specific position; A valid PA Driver’s License and the ability to operate a motor vehicle may be required depending on the specific position

Typical Work Duties
Maintain awareness and ensure compliance with applicable University, government and regulatory requirements; utilize tracking tools to aid in elimination of future violations Serve as primary point of contact or liaison with OPP for facilities maintenance, repairs, and alterations; monitor charges and work performed; investigate and report building problems; direct emergency maintenance repairs Assist with the coordination and processing of all formal correspondence pertaining to renovation and new construction projects including: routine new project requests to OPP, communicating with project contacts and users, defining the scope of new projects and resolving project budget issues Control receiving, inventory and proper usage of various types of equipment and inventory Review, analyze and monitor assigned budget(s); recommend approval of all documents for payment Serve as department/college/unit representative for ongoing initiatives and committees Interact with various internal and external customers to propose and implement solutions to problems associated with assigned work activities; seek guidance as necessary Provide general level of technical expertise to our internal and external customers Provide a high level of customer service to our internal and external customers; identify areas for improvement and make recommendations May, develop, plan, coordinate or oversee services to support events Utilize administrative data to run various reports; analyze data to make recommendations as appropriate May act as safety officer and could include communicating safety policies or initiatives, daily decisions on hazardous and/or infectious waste management, and storage and disposal; use tracking tools to aid in preventing future violations Hire, train, supervise and evaluate assigned staff and technical-service employees Review and identify deficiencies in existing continuous quality improvement practices; recommend modifications and enhancements Review and identify areas for improvement in order to maintain an awareness of and to promote an environment that recognizes the value of diversity in the workplace

Level 4

Level Details
Job Code	Salary Band	FLSA Status
FCMN0204	J	Exempt

Level 4 positions typically demonstrate advanced knowledge of principles, practices, and procedures of a particular field of specialization and complete complex assignments; integrate complex elements from other specialties into work assignments; demonstrate a strong commitment to inclusionary practices which support diversity throughout the University; establish a shared vision and take responsibility for the achievement of team goals, and provide direction for appropriate implementation of plans; present ideas, concepts and instructions in a clear manner, and use persuasion and negotiation to build consensus and cooperation; ensure safe practices and environmental consciousness are exhibited in decisions; develop new techniques, concepts, theories, programs or solutions and apply them to complex strategic operating issues; typically work independently on complex work assignments, review progress and evaluate results and update management as appropriate; may direct and delegate work to lower-level staff.

Typical Education & Experience
5+ years related experience Bachelor’s Degree or higher Or an equivalent combination of education and experience Required Certifications, Registrations or Licensure: Professional Engineer; Registration may be required depending on the specific position; A valid PA Driver’s License and the ability to operate a motor vehicle may be required depending on the specific position

Typical Work Duties
Maintain awareness of and ensure compliance with applicable University, government and regulatory requirements; may serve as liaison with external agencies Serve as primary contact with Physical Plant; request and supervise all major maintenance requests; monitor all work assignments and charges Coordinate the development of renovation and new construction projects including: routine and new project requests to OPP, communicating with project contacts and users, defining the scope of new projects and resolving project budget issues Identify needs and seek funding from OPP for preventive maintenance, routine and major maintenance, energy/utility conservation and environmental compliance issues; assist with development of facilities renewal program Assist with the selection and coordination of internal and external engineering and architectural resources and other professionals for project development throughout the design and construction process; assist with determining if the project will use internal or external construction resources Supervise, coordinate and maintain equipment, furnishings, supplies and inventories; oversee check-off programs as necessary Plan, develop and monitor assigned budget(s); participate in regularly scheduled reviews as requested; recommend/approve all documents for payment Serve as department/college/unit representative on ongoing initiatives and committees; may also serve as University representative as necessary Interact with various internal and external customers to explore, identify and participate in initiatives, processes and procedures to improve operational efficiencies and assure quality within University policies Provide advanced level of technical expertise to our internal and external customers Provide a high level of customer service to our internal and external customers; analyze and implement appropriate improvements Coordinate and oversee services to support events Utilize administrative data to run various reports; analyze data and make recommendations as appropriate May act as safety officer and could include communicating safety policies or initiatives, daily decisions on hazardous and/or infectious waste management, and storage and disposal; make recommendations and implement changes to improve Hire, train, supervise and evaluate assigned staff and technical-service employees Evaluate proposed changes and enhancements to new and existing continuous quality improvement practices; approve and implement as appropriate Evaluate proposed enhancements for improvement regarding maintaining an awareness of and promoting an environment that recognizes the value of diversity in the workplace

Level 5

Level Details
Job Code	Salary Band	FLSA Status
FCMN0205	K	Exempt

Level 5 positions typically extend mastery of job knowledge to the principles, theories and practices of related specialties; expand knowledge of best practices and incorporate into all work assignments and procedures; evaluate and enhance current practices and efforts to ensure optimal support of diversity; oversee leadership of teams and projects that involve extensive cooperation and coordination between multiple departments across the University or with external customers; prepare written and/or verbal presentations or proposals on highly complex issues and deliver to a broad variety of audiences; identify and implement innovative solutions to important, highly complex strategic and/or operational issues which may involve unusual circumstances and incomplete or conflicting data; ensure safe practices and environmental consciousness are exhibited in decisions; work independently on highly complex or strategic assignments; may direct and supervise lower-level staff.

Typical Education & Experience
7+ years related experienceK Bachelor’s Degree or higher Or an equivalent combination of education and experience Required Certifications, Registrations or Licensure: Professional Engineer; Registration may be required depending on the specific position; A valid PA Driver’s License and the ability to operate a motor vehicle may be required depending on the specific position

Typical Work Duties
Maintain awareness of and ensure compliance with applicable University, government and regulatory requirements; serve as liaison with external agencies; report violations using proper protocol Serve as primary contact with Physical plant; attend schedule meetings to discuss facilities issues affecting the College and University; request and supervise all major maintenance requests; monitor all work assignments and charges Oversee and approve the development of renovation and new construction projects including: routine and new project requests to OPP, communicating with project contacts and users, defining the scope of new projects and resolving project budget issues Assist with development and coordination of facilities renewal program; arrange for and monitor preventive, routine and major maintenance, energy/utility conservation and environmental compliance Review and approve the activities of internal and external engineering and architectural resources and other professionals for project development throughout design and construction firms and internal construction crews during construction; recommend the use of internal or external construction resources Oversee, coordinate and maintain equipment, furnishings, supplies and inventories; oversee check-off programs as necessary Provide overall management of budget(s); participate in regularly scheduled reviews as requested; recommend/approve all documents for payment Serve as University/department/college/unit representative on ongoing initiatives and committees; serve as University representative as requested Interact with various internal and external customers across multiple work units to negotiate and implement solutions to problems; utilize customer feedback tools to develop far reaching solutions Provide the highest level of technical expertise to our internal and external customers Provide a high level of customer service to our internal and external customers; seek customer feedback to continually improve quality of services Responsible for overall event support Responsible for overall administrative record keeping and data gathering efforts; make and approve recommendations; implement as appropriate May act as safety officer and could include communicating safety policies or initiatives, daily decisions on hazardous and/or infectious waste management, and storage and disposal; approve recommendations and implement strategy for changes; provide guidance on related issues Hire, train, supervise and evaluate assigned staff and technical-service employees Review and evaluate suggested changes to new and existing continuous quality improvement practices; approve and implement as appropriate Evaluate proposed enhancements to maintaining an awareness of and promoting an environment that recognizes the value of diversity in the workplace