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Building Facility Coordinator
Company: University of Miami Health System
Location: Coral Gables,, FL
Employment Type: Full Time
Date Posted: 10/14/2021
Expire Date: 12/14/2021
Job Categories: Education
Job Description
Building Facility Coordinator
The Otto G. Richter Library has an exciting opportunity for a full-time Building Facility Coordinator to work in the Coral Gables Campus.

Under the guidance of the Associate Dean for Library Information Systems & Facilities, the Facilities Manager is responsible for managing the physical, environmental, and security conditions and ongoing general facilities maintenance of the Otto G. Richter Library and the Miami Lakes Storage Facility to ensure library services and operations continue efficiently and effectively without interruption. Facilities Management covers the ongoing maintenance and repairs of the buildings, including electrical, carpentry, plumbing, air conditioning, heating, secure access, furniture & furnishings, telecommunications, and non-computer equipment. Duties will include coordination with facilities administrators in schools/colleges where subject-disciplinary libraries exist regarding facilities management matters. The Facilities Manager also oversees the receiving, shipping, courier, and mail services for the UM Libraries.

ESSENTIAL DUTIES & RESPONSIBILITIES

Serves as the liaison between the University (facilities administration, physical plant, housekeeping, public safety, etc.) and outside vendors to evaluate facilities maintenance requirements, communicate and consult on potential resolutions, initiate and arrange for service and repairs, and ensure that work is performed to specification and completed within agreed upon times.
Works with Administration to develop and maintain facilities-related policies and procedures; communicates with all levels within the Libraries regarding facilities issues, activities, projects, policies, and procedures; maintains files for Library Facilities unit including FSRs, unit reports, correspondences, committee notes, IDRs, financial reports, maintenance contracts, etc.
Coordinates routine inspections of the physical, environmental, and security conditions, as well as general maintenance, within UM Libraries; makes recommendations to Administration; oversees the repair and replacement of patron/office furniture and equipment; places/manages Facilities Services Requests (FSRs) as well as complaints, problems and suggestions from library employees and patrons as related to all library facilities.
Serves on call evenings and weekends as needed to respond to facilities-related emergencies
and to provide information and resolve problems for library staff as needed.
In partnership with Library Administration and Dept. Heads, allocates workspace among faculty and staff; coordinates facility remodels, workspace design, and office setups for new hires, as well as departmental moves, including furniture, phone lines, and cleanup of vacated spaces; consults with Administration, Dept. Heads, and Library Technology staff in ongoing evaluation of existing spaces for effectiveness, adjusting space as necessary for changing needs.
Responsible for the supervision and mentoring of Facilities Assistant, temporary and casual workers and student assistants assigned to Facilities Management including hiring, orienting, training, supervising, scheduling and time reporting, assigning and monitoring work, and evaluation.
Works with the University and outside officials to coordinate the evacuation of assigned area due to fire alarms or other emergencies and is responsible for obtaining clearance to re-occupy the facilities prior to allowing re-entry by faculty, staff, and students.
Assists with the implementation of disaster preparedness and recovery efforts, including serving as a member of the Emergency Response Team, assisting Administration in coordinating emergency preparation activities, supervising post-emergency clean-up, and providing timely maintenance support to impacted areas.
Provides assistance in the preparation of the facilities management budget and makes recommendations; works with Libraries Budget Manager to monitor expenditures related to facilities; in conjunction with UM Facilities Department, analyzes maintenance agreements and makes recommendations regarding cost-effectiveness; monitors performance, and ensures that maintenance and services are conducted in accordance with maintenance agreements.
Manages and controls access to facilities within UM Libraries by maintaining a building keying system and master keying record of all keys issued and retrieved; monitors and processes Cane Card access; schedules automated door access based on scheduled room usage; monitors and processes security alarm code requests.
Communications, Relationships, and Service (ongoing)
Maintains helpful and supportive customer service behavior with all library customers internal and external.
In pursuit of the Libraries’ and University’s strategic objectives, models the University’s “DIRECCT” values (diversity, integrity, responsibility, excellence, compassion, creativity, and teamwork).
Establishes effective and supportive interdepartmental relationships and participates in cross training opportunities to increase library and unit effectiveness and to effectively disseminate information.
Communicates frequently and effectively with all University staff, faculty, and administrators in a timely manner regarding procedures, policies, and other necessary information.
When possible, participates in committees and teams within and outside the Libraries to provide services to the Libraries, University, and the Community.
This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.
WORKING RELATIONSHIPS
SUPERVISION RECEIVED

This position reports to the Associate Dean for Library Information Systems & Facilities

SUPERVISION GIVEN

This individual supervises the Facilities Assistant, and casual/temporary workers and student assistants

LEVEL OF CONTACTS

The individual works with all levels of University and Library staff including faculty, administrators, staff, and students as well as alumni and community users. Within the library, this individual works with all levels of library faculty and staff as well as student employees. In all contacts, the incumbent is expected to be professional and courteous.
This is a security sensitive position; the Facilities Manager may have access to confidential information and is expected to maintain confidentiality at all times.
QUALIFICATIONS (Education, Experience, Skills, Training, etc.)

Associate’s Degree; Bachelor’s Degree preferred.
Minimum of 1 year of relevant work experience; supervisory experience preferred.
Excellent organizational, analytic, and critical thinking skills.
Demonstrated ability to accurately prepare and maintain records, files, reports, and correspondence.
Demonstrated ability to prioritize, multi-task and meet deadlines.
Ability to work independently and cooperatively and productively with others.
Good oral and written English language communication skills; Working knowledge of Spanish.
Must have valid driver’s license and acceptable driving record.
Must be able to work with fragile materials that may produce moderate dust environment, lift 30 pounds, push 50+ pounds, bend/kneel, reach while on a stool.
Contact Information
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