Facilities Specialist

Summary

Job Category:: Facilities Maintenance
Job Title:: Facilities Specialist

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 Specialist oversees specific functional duties or programmatic responsibilities associated with facilities maintenance, where specialized expertise is required; functions include customer service activities, often relating to programs related to building inspection/condition assessment and the recommending of repairs or upgrades of facilities or infrastructures, or providing customer liaison or contact point for service issues; designs, develops and administers various programs, and analyze data, monitor budgets and costs, recommend equipment selections, perform feasibility studies and provide technical expertise in the assigned program areas; participates in strategic planning, creating efficiencies, assuring quality, setting policy or procedures, keeping records, and may engage in providing access to facilities, all while performing within University or departmental policies; 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:: Depending on the specific position held, a valid PA Driver’s License and the ability to operate a motor vehicle may be required.

Level 1

Level Details
Job Code	Salary Band	FLSA Status
FCMN0101	E	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 High School Diploma or higher Or an equivalent combination of education and experience Required Certifications, Registrations or Licensure: 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
Assist with evaluating project or process requests Assemble, retrieve and report data pertaining to program Perform administrative and record keeping functions including but not limited to keys, electronic access, equipment and supplies Adhere to and function within established University policies and procedures, assuring all aspects of a safe working environment for employees and customers Explore, identify and participate in initiatives, processes and procedures to improve operational efficiencies while assuring quality within University policies Interact with various internal and external customers to refer/resolve problems associated with assigned work activities Maintain awareness and make use of continuous quality improvement tools Maintain awareness 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
FCMN0102	F	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 Associate’s Degree or higher Or an equivalent combination of education and experience Required Certifications, Registrations or Licensure: 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
Collect and compile data; evaluate project or process requests; develop ad-hoc queries as requested by customers Follow established program/system designs; collect, review, input, update and assemble data for use and analysis Adhere to and function within established University policies and procedures, assuring all aspects of a safe working environment for employees and customers; identify and report potential deficiencies in existing policies and procedures Explore, identify and participate in initiatives, processes and procedures to improve operational efficiencies while assuring quality within University policies; review and suggest ideas for improvement initiatives Interact with various internal and external customers to refer/resolve problems associated with assigned work activities; seek customer feedback to prevent reoccurrence of issue in the future; may be responsible for preparing for and running project or scheduling meetings Act as liaison with OPP staff and customers in updating and maintaining a current and accurate database (which may include: forecasts, job schedules, project and job updates, trades work sequencing) Provide resources, maintain awareness and make use of continuous quality improvement tools Provide resources and maintain awareness and promote an environment that recognizes the value of diversity in the workplace

Level 3

Level Details
Job Code	Salary Band	FLSA Status
FCMN0103	H	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: 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
May assist with recordkeeping for various programs/functions; maintain program(s) in assigned area (e.g., physical inventory for custodial) Establish procedures (testing, supply, etc.) Meet with vendors, suppliers, and manufacturers to discuss products and equipment; recommend equipment and product lines Conduct and develop training programs for assigned area; develop and present training materials Collect, compile and analyze administrative records and data, prepare reports Review and identify deficiencies in existing program/system design; recommend modifications and enhancements; may provide basic to moderate data analysis May hire, train, supervise and evaluate assigned staff and technical-service employees Develop and establish work unit plans and priorities; identify staffing and/or other resource needs and impact to work unit; implement within work unit Assisting in development of the work unit and crew level plans in support of the overall strategic plans Utilize administrative data to run various reports; may analyze data to make recommendations as appropriate Adhere to and function within established University policies and procedures, assuring all aspects of a safe working environment for employees and customers; review and identify deficiencies in existing policies and procedures; recommend modification/enhancements Explore, identify and participate in initiatives, processes and procedures to improve operational efficiencies while assuring quality within University policies; suggest and evaluate improvement initiatives; may recommend as appropriate Interact with various internal and external customers to propose and implement solutions to problems associated with assigned work activities; seek guidance as necessary Act as liaison with OPP staff and customers in updating and maintaining a current and accurate database (which may include: forecasts, job schedules, project and job updates, trades work sequencing); identify potential concerns and issues Review and identify deficiencies in existing continuous quality improvement practices; recommend modifications and enhancements Review and identify areas for improvement to maintain awareness and promote an environment that recognizes the value of diversity in the workplace

Level 4

Level Details
Job Code	Salary Band	FLSA Status
FCMN0104	I	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: 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
Oversee, develop, and implement moderately complex programs/functions; ensure safety plans are included in the plans; responsible for developing and maintaining record-keeping systems for these programs; develop specific program-related reports, analyze results and make recommendations; examples include: preventative maintenance, pest management, custodial equipment repair and preventative maintenance, custodial human resources function, and custodial scheduling Establish, implement, and communicate various procedures for your assigned area (preventative maintenance procedures, QA/QC procedures, testing, etc.) Meet with vendors, suppliers, and manufacturers to discuss products and equipment; recommend the purchase of product lines and equipment consistent with established procedures and processes; examples include preventative maintenance products and custodial equipment and supplies May provide inspection and evaluation of building equipment and building systems to verify the effectiveness of the preventive maintenance program by doing random checks to ensure the equipment is being maintained according to the plan Oversee training program for assigned area; develop quality control and inspection programs; conduct training programs; develop and present training materials Regarding project or process requests, review suggested solutions and alternatives; make recommendations Evaluate proposed changes/modifications to new and existing program/system design; provide critical analysis of data; approve and implement changes as appropriate Hire, train, supervise and evaluate assigned staff and technical-service employees Develop and establish action plans and priorities with programmatic direction and multiple work unit involvement; working within constraints and resource limitations, execute priorities Participate and make suggestions toward the development of the work unit and crew level plans in support of the overall strategic plans Utilize administrative data to run various reports; analyze data and make recommendations as appropriate; develop, implement, and maintain computerized tracking and information gathering systems and methods of analyzing data Adhere to and function within established University policies and procedures, assuring all aspects of a safe working environment for employees and customers; evaluate proposed changes/enhancements to new or existing policies or procedures; approve implementation as appropriate Explore, identify and participate in initiatives, processes and procedures to improve operational efficiencies while assuring quality within University policies; analyze and approve improvement initiatives; make sure implementation is initiated 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 Evaluate proposed changes and enhancements to new and existing continuous quality improvement practices; approve and implement as appropriate Evaluate proposed enhancements for improvement to maintain awareness and promote an environment that recognizes the value of diversity in the workplace

Level 5

Level Details
Job Code	Salary Band	FLSA Status
FCMN0105	J	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 experience Bachelor’s Degree or higher Or an equivalent combination of education and experience Required Certifications, Registrations or Licensure: 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
Oversee and develop various complex and/or large-scale programs; regularly review programs and functions to ensure efficiency and quality standards are being met Establish, review, and provide feedback on various procedures for your assigned area Review recommendations for and authorize purchase of equipment and product lines as appropriate Ensure that training programs for assigned area are up-to-date and consistent with all applicable procedures, policies, standards and guidelines Approve project or process requests; suggest and implement solutions and alternatives as appropriate Develop, maintain and enhance a program/database and effective reporting system to manage continual information about work planned and in progress through the organization; develop alternative strategies and recommendations and review with Upper Management Analyze resources, evaluate manpower allocations to identify needs and coordinate manpower reassignments as necessary; analyze data and make recommendations to hire supplemental work force as well as work overtime; review and approve all requests for new or replacement positions Review, adjust, schedule and control work sequences; consult with customers on work sequences, material delivery and other pertinent information Hire, train, supervise and evaluate assigned staff and technical-service employees Review and approve resource allocations and provide direction on prioritization strategies and departmental and University impact Lead in the development of the strategic plan for your unit as applicable and insure compliance with the University strategic plan Responsible for overall administrative record keeping and data gathering efforts; make and approve recommendations; implement as appropriate Adhere to and function within established University policies and procedures, assuring all aspects of a safe working environment for employees and customers; review and evaluate suggested changes for University wide impact to new and existing policies and procedures; approve implementation Explore, identify and participate in initiatives, processes and procedures to improve operational efficiencies while assuring quality within University policies; ensure implementation of appropriate improvement initiatives and continually solicit recommendations for evaluation 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 Review and evaluate suggested changes to new and existing continuous quality improvement practices; approve and implement as appropriate Implement and support for proposed enhancements for improvement to maintaining awareness and promote an environment that recognizes the value of diversity in the workplace