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Coordinator, Facilities

Please see Special Instructions for more details.

Candidates who apply by 10/31/17 will receive priority review.

Announcement

Details

Open Date 10/24/2017
Requisition Number PRN15552B
Job Title Coordinator, Facilities
Working Title Assistant Director of Facilities Project Planner
Job Grade E
FLSA Code Administrative
Patient Sensitive Job Code? No
Standard Hours per Week 40
Full Time or Part Time? Full Time
Shift Day
Work Schedule Summary

This position is considered to be an essential personnel position for the department. As such, must be accessible and available in the event of emergencies or when needed to meet the ongoing missions of the University.

VP Area Academic Affairs
Department 00307 - Housing & Residential Educ
Location Campus
City Salt Lake City, UT
Type of Recruitment External Posting
Pay Rate Range $53,000 - 58,000
Close Date<br /><br /><strong>NOTE:</strong> May close at anytime.
Open Until Filled<br /><br /><strong>NOTE:</strong> May close at anytime. Yes
Job Summary

Located in Salt Lake City, the University of Utah is a public, 4-year institution committed to providing an exceptional academic and co-curricular experience for students and the University community. The “U” is a PAC-12 institution with over 33,000 students. Heritage Commons is home to 3,500 students who live in the 2002 Winter Olympic athlete village, residing in 20 co-ed residence halls and 10 apartment buildings. In addition, Housing & Residential Education has two apartment buildings located in downtown Salt Lake City that constitute Downtown Commons. Heritage Commons constitutes 868K square feet and Downtown Commons is 26K square feet. HRE is growing with a 412 bed Entrepreneur-Innovation Living Learning complex (160K square feet) that opened August 2016 with plans in development for a new residence hall to open Fall 2020. The University Housing Campus Master plan calls for continued growth and construction to meet the housing demand.

Housing & Residential Education and the University of Utah value interactions among individuals with varying traditions, cultures, identities, expressions, orientation, religious beliefs, economic backgrounds, and racial/ethnic origins. We strongly encourage applications from candidates who will share and explore this value with the team and with the residents.

Housing & Residential Education (HRE) is a comprehensive department. Housing options include residence hall suites, undergraduate apartments, and historic homes which serve as Living Learning Communities. In-House facilities staff includes maintenance, custodial, and warehouse employees.

The Facilities Project Planner plans, coordinates and manages department facilities projects of various scope. This position is responsible for financial management including working with the University Purchasing Department and University Construction Project Delivery to gather vendor and contractor bids and the awarding of contracts. This position is also responsible for the coordination of fiscal processing with the HRE Department of Budget and Finance. This position reports to the HRE Associate Director of Facilities and is the direct supervisor of the Facilities Information Coordinator.

Background Check
A successful background check is required before a formal offer of employment can be made for this position.

Responsibilities

1. Planning
a. Utilize strategic plans for the department, including Renewal and Replacement plan, Facility Audit plans, and student initiative requests to develop and maintain a project schedule.
b. Engage stakeholders in the project planning process, holding regular meetings for projects.
c. Assist in the review of plan and specifications for construction and remodeling projects.
d. Compile documentation and records of projects for statistical and historical purposes.

+2. Financial +
a. Develop documents that support the need for the project and to request approval for the project. This includes internal requests for funding as well as Renewal and Replacement requests.
b. Works with Accounts Payable to ensure that invoices are paid accurately, timely and recorded appropriate to various projects. Work with vendors to ensure their billing meets the needs of Accounts Payable to complete the above expectation.
c. Reviews budgets on a weekly basis.

3. Procurement
a. Work with Purchasing to provide materials and obtain bids for projects.
b. Scrutinize bids to ensure that materials match expectations and the costs are reasonable.

4. Communication
a. Communicate with department, campus, and contractors to provide an effective flow of information in regards to project elements.
b. Work with department Communications team to provide notices to students of impacts, including updates for the department website on current projects.
c. Have an understanding of critical path dates where projects would have a negative impact on residents and/or summer conference guests. Communicate that information in the planning process and ongoing as needed to campus stakeholders.

5. Collaboration
a. Develop and maintain effective collaborative relationships with faculty, staff, and administration in order to collaborate on initiatives that impact Housing & Residential Education as well as utilize the full potential of campus resources available on the university campus with special emphasis on the following: University Guest House and Conference Services, Facilities Management, Construction Project Delivery, Space Planning, Campus Design & Construction, Office of Sustainability and Environmental Health & Safety.

6. Sustainability
a. Assist in the continuous integration of sustainable practices into Housing & Residential Education and the student experience and integrating sustainable leading practices into projects.

This job description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.

Minimum Qualifications

Bachelor’s degree in business, facilities management, and engineering or a related field or equivalency required (2 years related work experience may be substituted for 1 year of education). Three years directly related experience. Commitment to provide excellent customer service, planning and analytical skills required. Demonstrated human relations and effective communications skills also required. Technical expertise in related area may be required in some areas.

Department Specific Qualifications
- Demonstrated ability to read blueprints and diagrams.
- Human relations skills that support collaboration, integration of concerns from others, and moving to a resolution.
- Estimating, budgeting and purchasing experience
- Experience working in a diverse environment with diverse populations (students and staff)
- Ability to navigate construction sites.

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Preferences

1. A Master’s degree in construction management, business administration or architecture.
2. Experience leading a University Housing facilities system.
3. Proven ability to utilize software programs in administrative management.
4. Valid Utah driver’s license
5. Previous drafting experience with basic computer experience.
6. Experience working with various stakeholders in the planning and development of projects.

Type Benefited Staff
Special Instructions Summary

Candidates who apply by 10/31/17 will receive priority review.

Additional Information


The University of Utah is an Affirmative Action/Equal Opportunity employer and is committed to diversity in its workforce. In compliance with applicable federal and state laws, University of Utah policy of equal employment opportunity prohibits discrimination on the basis of race or ethnicity, religion, color, national origin, sex, age, sexual orientation, gender identity/expression, veteran’s status, status as a qualified person with a disability, or genetic information. Individuals from historically underrepresented groups, such as minorities, women, qualified persons with disabilities, and protected veterans are strongly encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law.
To inquire about this posting, email: employment@utah.edu or call 801-581-2300. Reasonable accommodations in the application process will be provided to qualified individuals with disabilities. To request an accommodation or for further information about University AA/EO policies, please contact the Office of Equal Opportunity and Affirmative Action, 201 S. Presidents Cr., Rm 135, (801) 581-8365 (V/TDD), email: oeo@umail.utah.edu.


The University is a participating employer with Utah Retirement Systems (“URS”). To be eligible for retirement contributions, you must be hired into a benefit-eligible position. Certain new hires are automatically assigned to the URS retirement plan and other employees with prior URS service, may elect to enroll in the URS within 30 days of hire. Regardless of whether they are hired into a benefit-eligible position or not, individuals who previously retired and are receiving monthly retirement benefits from URS must notify the Benefits Department upon hire. Please contact Utah Retirement Systems at (801)366-7770 or (800)695-4877 or the University’s Benefits Department at (801)581-7447 for information.


This position may require the successful completion of a criminal background check and/or drug screen.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have a related Bachelor's degree or equivalency? (2 years related work experience may be substituted for 1 year of education)
    • Yes
    • No
  2. * How many years of experience do you have related to facilities planning, needs assessment, and development and delivery of recommendations?
    • Less than 3 years
    • 3 years or more, but less than 5 years
    • 5 years or more, but less than 8 years
    • 8 years or more, but less than 12 years
    • 12 years or more
  3. * Do you have previous work experience in a college/university environment?
    • Yes
    • No

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter
Optional Documents
  1. Addendum to the University of Utah - Veteran Only - Call 801.581.2169 after submission
  2. Appropriate discharge document (such as a DD-214 – Member Copy 4) – Veteran Only – Call 801.581.2169