Facilities Supervisor

Summary

Job Category:: Facilities Management
Job Title:: Facilities Supervisor

Job Category Definition:: This specialty covers the management/oversight of building use, stewardship, operation, repair, and general administration of campus facilities. Functions range from direction/leadership of various business units and budgetary oversight, to programmatic administration, specialized facilities services, and assistance to building users. Management of employees who perform maintenance, renovations or direct services to the buildings, infrastructure, grounds or equipment of campus facilities are also covered within this category.
Job Title Definition:: The Facilities Supervisor oversees, trains, evaluates, hires, and disciplines employees; approves time and attendance; administers the University/Teamster contract; manages absences; plans and rotates overtime work; develops procedures; performs cell phone, material, and estimate audits; enforces policies, manages inventory, provides or secures purchasing approvals; provides technical expertise for assigned area and may provide oversight or assurance of compliance or regulatory requirements including the completion of regulatory reports, serving as liaison with federal or other governmental agencies, or researching and recommending equipment purchases or replacements; interfaces with customers, contractors, or other departments to solve problems or provide advice; ensures safe work conditions for workers and customers through OSHA guideline compliance, appropriate chemical storage, personal protective equipment usage and implementation of other occupational health programs for assigned area; participates in emergency planning and/or response; and investigates accidents; prioritizes and issues work assignments; provides direction to employees, inspects work for quality and productivity, provides control of assigned budgets, expenses, or other task cost control; performs daily scheduling for assigned staff or facilities assignment assuring proper tools are available; develops utility or building system interruptions planning; and develops work plans including tasks to be performed and time required to complete those tasks. 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.
Depending on the specific position held, various certifications, registrations, or licensure may be required.

Level 1

Level Details
Job Code	Salary Band	FLSA Status
FCMR9001	F	Exempt

Level 1 positions typically demonstrate baseline planning, organizing, directing, and facilitating skills along with baseline knowledge of routine work applications, employment regulations, policies, and procedures necessary to perform assigned managerial/supervisory tasks; follow recommended approach to assigned work to facilitate achievement of desired results and review completed work of others to verify accuracy and conformance to required procedures and special instructions; ensure employees practice respect for the opinions of others and an awareness of the value of diversity, safety, and environmental consciousness in the workplace; utilize a communication style that is appropriate for a given situation; practice positive approaches to problem solving for basic issues; evaluate recommended changes/improvements to quality improvement processes, procedures, policies, and plans; supervise assigned staff and coordinate routine activities to ensure successful completion of tasks.

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: The following may be required depending on the specific position: Emergency Medical Technician Certification, Commonwealth of PA Public Applicator Permit, related trade certification, PA Public Pesticide Application Certification, PA Commercial Driver’s License, IIRC Certification

Typical Work Duties
Hire, train, evaluate and supervise semi-skilled employees Identify training needs; ensure training is completed; maintain accurate records Seek guidance in handling employee relations issues (including discipline) Investigate accidents Perform inspections of work and worksites Evaluate and observe performance of assigned employees and conduct formal evaluations Implement and enforce work rules, policies, and procedures Process timecards and vacation requests Coordinate activities of assigned staff; determine staff and plan work schedule Provide back-up support for other supervisors as required Purchase materials and maintain inventory Collect and maintain data/information; may assist with report preparation Act as key custodian Develop and maintain relationships with internal customers; resolve issues or seek guidance in handling Create an environment that promotes and recognizes the value of diversity in the workplace; support diversity through hiring, retention and promotional activities Adhere to and function within all established safety policies, procedures, and applicable regulations including assuring all aspects of a safe work environment for employees and customers

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
FCMR9002	G	Exempt

Level 2 positions typically demonstrate intermediate planning, organizing, directing, and facilitating skills along with intermediate knowledge of employment regulations, policies, and procedures necessary to perform assigned managerial/supervisory tasks; define work objectives, plans, priorities and deadlines and delegate routine tasks appropriately; review completed work of others to verify technical soundness and adherence to deadlines; coach, mentor, and motivate staff in a fair and consistent manner to achieve goals; coach employees on practices that promote the value of diversity, safety, and environmental consciousness in the workplace; demonstrate intermediate ability to communicate using more complex terms relevant to specific discipline; develop creative recommendations for solving problems that are varied and somewhat difficult in nature but with limited scope; identify and implement changes/improvements to quality improvement processes, procedures, policies, and plans; supervise staff and coordinate activities to ensure successful completion of tasks.

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: The following may be required depending on the specific position: Emergency Medical Technician Certification, Commonwealth of PA Public Applicator Permit, related trade certification, PA Public Pesticide Application Certification, PA Commercial Driver’s License, IIRC Certification

Typical Work Duties
Hire, train, evaluate and supervise skilled and semi-skilled employees Identify training needs; ensure training is completed; may assist with providing training; maintain accurate records Handle employee relations issues (including discipline); seek guidance as necessary Investigate accidents Perform inspections of work and worksites Implement, enforce, and make recommendations for work rules, policies, and procedures Oversee subcontracted workforce Provide back-up support for other supervisors as required Assist with budget preparation including project budgets May assist with researching, recommending, and ordering materials May coordinate work with outside vendors and contractors Administer preventative maintenance/maintenance program; may schedule maintenance and shutdowns Initiate work orders and prepare reports Develop and maintain positive relationships with internal and external customers, designated vendors, and trade or industry organizations; resolve issues or seek guidance in handling Provide consultation with regard to area of expertise; seek guidance as necessary; may provide technical leadership on group projects; establish specifications for systems within area of expertise; analyze problems and recommend solutions as appropriate Create an environment that promotes and recognizes the value of diversity in the workplace; support diversity through hiring, retention and promotional activities Ensure safe work environment for employees and customers; review safety data; make recommendations for improvement May perform duties identified at lower level(s)

Level 3

Level Details
Job Code	Salary Band	FLSA Status
FCMR9003	H	Exempt

Level 3 positions typically demonstrate proficient ability in work design, project management, financial planning and development of goals for accomplishing difficult unit assignments; demonstrate awareness of emerging trends, and changes in employment regulations, policies and procedures to proactively address issues; review completed work of others for conformity to policy, and effectiveness of approach; delegate more advanced tasks to others; facilitate optimal group dynamics and evaluate employee performance on difficult work assignments and recommend appropriate developmental opportunities; develop and implement practices that promote a culture of diversity, safety, and environmental consciousness and that is conducive to effective relationships among diverse groups of employees; use diplomacy and advanced communication skills in unstructured settings; modify, adapt, or refine guidelines, if necessary, to resolve issues or problems; develop, evaluate, enhance, and/or implement quality improvement practices, processes, procedures, or policies that have an impact on unit operations.

Typical Education & Experience
4+ years related experience Associate’s Degree or higher Or an equivalent combination of education and experience Required Certifications, Registrations or Licensure: The following may be required depending on the specific position: Emergency Medical Technician Certification, Commonwealth of PA Public Applicator Permit, related trade certification, PA Public Pesticide Application Certification, PA Commercial Driver’s License, IIRC Certification

Typical Work Duties
Hire, train, evaluate and supervise skilled and/or semi-skilled employees (the size of the crew is not typically large and the employees are typically in one trade discipline) Provide and assist with the development of training programs for employees; maintain accurate records Manage employee relations issues (including discipline); may make recommendations and seek guidance as necessary Investigate accidents; perform inspections of work and worksites Implement, enforce and make recommendations for work rules, policies, and procedures Coordinate activities of assigned staff; determine staff and plan work schedule (OT, vacation requests, timecards) Coordinate and administer subcontracted workforce Prepare and monitor budget; work within established budget or spending limit Estimate costs and prepare project requests; function as project leader Research, recommend, and order materials; coordinate work with outside vendors and contractors Plan and schedule maintenance in area of expertise; may schedule shutdowns Purchase materials, maintain, control and regulate usage of inventory Evaluate, prioritize and assign work orders Review and analyze reports; may make recommendations based on reports Develop and maintain relationships with internal and external customers, designated vendors, and trade or industry organizations; resolve issues or may make recommendations on how to resolve issues Provide technical expertise within the unit; provide technical leadership on group projects; review specifications for systems within area of expertise and monitor programs in your assigned area; analyze problems and recommend solutions Create an environment that promotes and recognizes the value of diversity in the workplace; support diversity through hiring, retention and promotional activities Ensure safe work environment for employees and customers; review safety data; make recommendations for improvement May perform duties identified at lower level(s)

Level 4

Level Details
Job Code	Salary Band	FLSA Status
FCMR9004	I	Exempt

Level 4 positions typically demonstrate advanced skills in budget management, business development, communications, and leadership and execution of objectives critical to unit's success; provide detailed plans for changes to specific policies and procedures that may result from trends and changes in overall direction of functional and/or organizational responsibilities; monitor completed work of others to ensure soundness of approach, effectiveness in meeting requirements, the feasibility of recommendations and adherences to requirements; evaluate and enhance practices that promote a strong commitment to inclusionary practices which support diversity, safety, and environmental consciousness throughout the University; demonstrate diplomacy in persuading and influencing a variety of people to achieve results; resolve complex, controversial or unprecedented issues and problems, and demonstrate sound judgment by considering values, risks, impact and implications of actions throughout organization; set clear expectations and hold management team accountable for effectively coaching, mentoring and motivating their respective staffs; develop, evaluate, enhance, and/or implement quality improvement practices, processes, procedures, or policies that have an impact on University operations.

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: The following may be required depending on the specific position: Emergency Medical Technician Certification, Commonwealth of PA Public Applicator Permit, related trade certification, PA Public Pesticide Application Certification, PA Commercial Driver’s License, IIRC Certification

Typical Work Duties
Hire, train, evaluate and supervise skilled technical service employees (in multiple trade disciplines); may also supervise staff employees Develop and provide training; ensure staff is trained on the most current methodologies, technology and information available; maintain accurate records Manage employee relations issues (including discipline); make informed recommendations regarding necessary action, seek guidance as necessary Investigate accidents; inspect worksites Coordinate activities of assigned staff; determine staff and plan work schedule (OT, vacation requests, timecards) Manage, coordinate, and administer subcontracted workforce Manage, administer, and monitor budget for unit; work within established budget or spending limit Coordinate projects in area of expertise Research, recommend, and order materials; coordinate work with outside vendors and contractors; may provide informal estimates for services and/or sequence work Manage allotment of maintenance repair funding for assigned programs/facilities/systems; may schedule shutdowns Evaluate, coordinate, and authorize purchase orders for materials and supplies Assign, estimate, inspect and prioritize work orders Analyze reports; make recommendations and decisions based on analysis Develop and maintain relationships with internal and external customers, designated vendors, and trade or industry organizations; resolve issues or make recommendation on resolving issues Provide technical consultation within the unit; provide technical leadership on group projects and consult with and work with engineers and designers; review specifications for systems within area of expertise and monitor programs in assigned area; analyze problems and recommend solutions Create an environment that promotes and recognizes the value of diversity in the workplace; support diversity through hiring, retention and promotional activities Ensure a safe work environment for employees and customers; review safety data; make and seek opportunities for improvement May perform duties identified at lower level(s)

Level 5

Level Details
Job Code	Salary Band	FLSA Status
FCMR9005	J	Exempt

Level 5 positions typically demonstrate awareness of broad issues and management trends and evaluate the impact of policy and procedure changes and adjust accordingly; apply management principles to ensure optimal performance throughout organization; ensure appropriate skills are developed and maintained at all levels of responsibility and realign staff responsibilities to meet desired changes in organization and/or University mission; develop plans, practices and efforts to ensure optimal support or diversity, safety, and environmental consciousness throughout the University; demonstrate high level of diplomacy in persuading and influencing a wide variety of people at various levels and locations to achieve results; develop and implement solutions to highly complex and often controversial problems that may have University-wide impact and establish new precedents for solving problems; develop and articulate broad goals and objectives for unit with multi-functions or University-wide impact; develop, evaluate, enhance, and/or implement quality improvement practices, processes, procedures, or policies that have a strategic impact on University operations.

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: The following may be required depending on the specific position: Emergency Medical Technician Certification, Commonwealth of PA Public Applicator Permit, related trade certification, PA Public Pesticide Application Certification, PA Commercial Driver’s License, IIRC Certification

Typical Work Duties
Hire, train, evaluate and supervise skilled employees (in multiple trade disciplines); may also supervise staff employees to include other supervisors Develop and provide training; ensure staff is trained on the most current methodologies, technology and information available; provide feedback to direct reports concerning their development of and delivery of training; maintain accurate records Manage employee relations issues (including discipline); provide guidance to supervisory staff and others, authorize necessary actions Investigate accidents; inspect worksites Coordinate activities of assigned staff; determine staff and plan work schedule (OT, vacation requests, timecards) Manage, administer, and monitor moderately large budget; develop and monitor a tracking program for the budget Oversee the safe operation and maintenance of a large-scale and complex system or program (i.e., potable water, HVAC, Electrical Utility, etc.) Evaluate project requests, provide consultation and estimates, order materials and monitor the progress and safety of multiple projects; manage projects from inception to completion Research, recommend, and order materials; coordinate work with outside vendors and contractors; provide informal estimates for services and/or sequence work Manage allotment of maintenance requests by evaluating available funds; may schedule shutdowns Authorize purchase orders for materials and supplies Assign, estimate, inspect and prioritize work orders Request reports; analyze, summarize, and quantify report data Develop and maintain relationships with internal and external customers, designated vendors, and trade or industry organizations; resolve issues; represent unit as primary contact for internal customers in ‘assigned’ area of responsibility Serve as technical expert; provide consultation to other units, campuses, etc.; provide technical leadership on group projects and consult with and work with engineers and designers; establish specifications for systems within area of expertise and monitor programs in assigned area; analyze problems and recommend solutions Create an environment that promotes and recognizes the value of diversity in the workplace; support diversity through hiring, retention and promotional activities; ensure that assigned supervisory staff is supporting diversity Ensure a safe work environment for employees and customers; monitor safety trends, data and accidents; propose and ensure implementation of corrective actions May perform duties identified at lower level(s)