| Job Title | Facilities Mgt Specialist 1 CX | Facilities Mgt Specialist 2 CX | Facilities Mgt Specialist 3 CX |
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| Job Code | 4481 | 4482 | 4483 |
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| Bargaining Unit | CX | CX | CX |
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| FLSA | Non-Exempt | Non-Exempt | Exempt |
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| Generic Scope | Entry-level professional with limited prior experience; learns to use professional concepts to resolve problems of limited scope and complexity; works on assignments that are initially routine in nature, requiring limited judgment and decision making. Employees at this level are expected to acquire the skills and knowledge to perform more advanced work following an agreed upon time in position, through defined training and development planning. | Professional who applies acquired job skills, policies, and procedures to complete substantive assignments / projects / tasks of moderate scope and complexity; exercises judgment within defined guidelines and practices to determine appropriate action. | Experienced professional who knows how to apply theory and put it into practice with in-depth understanding of the professional field; independently performs the full range of responsibilities within the function; possesses broad job knowledge; analyzes problems / issues of diverse scope and determines solutions. |
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| Custom Scope | Uses professional facilities management concepts. Applies organization policies and procedures to resolve routine issues. Works on problems of limited scope. Follows standard practices and procedures in analyzing situations or data from which answers can be readily obtained. May have contact with others but, primarily internal to the department or unit. This title is bargaining unit only. There should never be an uncovered position. | Applies campus policies and procedures to resolve a variety of facilities management issues. Works on facilities management problems of moderate scope where analysis of situations or data requires a review of a variety of factors. Normally, you would use the bargaining unit job code for work covered by the title. If this is a position that is not covered by the Higher Education Employer-Employee Relations Act (HEERA), because they are: 1) Confidential – meaning employee’s duties normally require access to confidential information which contributes significantly to the development of management’s positions in bargaining or grievances; or 2) the employee is employed outside of California at a location with 100 or fewer employees or 3) Supervisory – supervises employee as regular part of the job duties, then you would be the generic title without the CX ending. | Uses skills as a seasoned, experienced professional and implements and coordinates building management procedures and space planning activities. Develops space allocation project scope, schedule and budget plans for management review, implements and makes recommendations for new and revised procedures. Oversees various facilities-related operational activities. Has general knowledge about several operational functions. Receives little instruction on daily work, general instructions on new assignments. May function as a lead and resource or supervise support staff (for less than 2.0 FTE). Normally, you would use the bargaining unit job code for work covered by the title. If this is a position that is not covered by the Higher Education Employer-Employee Relations Act (HEERA), because they are: 1) Confidential – meaning employee’s duties normally require access to confidential information which contributes significantly to the development of management’s positions in bargaining or grievances; or 2) the employee is employed outside of California at a location with 100 or fewer employees or 3) Supervisory – supervises employee as regular part of the job duties, then you would be the generic title without the CX ending. |
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| Key Responsibilities | Coordinates maintenance, custodial, grounds and other service requests by Physical Plant Services as well as other outside vendors or organizations for assigned facilities, including reconciliation of outstanding service requests. May act as Building Coordinator for organization emergency / disaster preparedness for assigned venues. Conducts rounds to inspect areas for security, fire and accident hazards and takes appropriate action as required, including reporting infractions of fire and building codes, building rules and other building irregularities to management. Assists with the development of the facilities management budget. May serve as “Department Access Key Controller” as defined by the UCPD Access Control Policy, maintaining accurate records of all access control activities, ensuring appropriate authority prior to issuing keys, ordering replacement keys as needed. | Works with management to coordinate and manage capital improvement projects with Capital Projects and actively participates on committees and / or meetings concerning capital improvements to departmental facilities. Works with onsite contractors and other vendors to coordinate work schedules, facilitate emergency access, and track progress of work. May act as Building Coordinator for organization emergency / disaster preparedness for assigned venues, serves as the communication liaison between organization service agencies and building occupants, and prepares building response plans and coordinates education and planning in this area for all building occupants. Conducts regular periodic rounds to inspect areas for security, fire and accident hazards and takes appropriate action as required, including reporting infractions of fire and building codes, building rules and other building irregularities to management. Assists management in development of annual facilities budget. May serve as “Department Access Key Controller” as defined by the UCPD Access Control Policy, maintaining accurate records of all access control activities, ensuring appropriate authority prior to issuing keys, ordering replacement keys as needed, recovering department keys from departing personnel, reporting any failure to recover access control keys to department management and UCPD, and securely storing unassigned keys in the department’s UCPD-approved cabinets. Coordinates maintenance and repair of departmental fleet vehicles and equipment. Purchases supplies, conducts bid proposals and supervises small-scale department renovation projects. Reviews facility project drawings or plans and reports building need compliance, errors or omissions to management, organization personnel, and outside contractors. Acts as department representative for department / organization special projects related to department facilities. May act as representative of organization safety committee, organization building emergency committee, and organization ergonomic program, and is responsible for departmental compliance with OSHA / EH&S regulations regarding state and organization policies and procedures, and works to implement safety and emergency preparedness policies and procedures with staff, including maintaining first aid supplies, fire extinguishers and other safety equipment. Maintains and supervises distribution, security and maintenance of department radios. Acts as department equipment custodian through the equipment tracking system(s) and conducts department inventory controls, including processing and maintaining records of equipment insurance requests. Coordinates and carries out department signage, display, and promotional needs. | Serves as liaison with organization and external agencies regarding safety, access, maintenance, remodeling and construction activities. Maintains building related plans and procedures including access controls and security, emergency preparedness, commonly-encountered hazardous materials storage and disposal, crime prevention activities, fire safety inspection compliance and reporting. Coordinates with multiple units throughout the organization to provide a safe and secure facilities environment. Assists department leadership with budget development for moves and minor building infrastructure upgrades. This includes assistance with long-term planning and forecasting. Develops space allocation plans for management review. Coordinates emergency repairs during and after work hours. Works with internal and external agencies / contractors in regards to existing contract terms or to solicit new contracts. Coordinates work crew activities to minimize disruption to building occupants. Reviews and critiques contract documents for construction, including plans and specifications from outside consultants. Recommends facilities-related procedures and solutions, taking into account budgets, space allocation, staffing and infrastructure design. |
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| Education | Bachelor’s degree in related area and / or equivalent experience / training. | Bachelor’s degree in related area and / or equivalent experience / training. | Bachelor’s degree in related area and / or equivalent experience / training. |
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| Knowledge, Skills, and Abilities | Knowledge of facility maintenance practices and procedures along with safety and emergency preparedness. Effective written and verbal communication skills. Knowledge of the use of standard organization computer applications, Word, Excel and other common desktop applications. Demonstrated effective listening, interpersonal communication and problem-solving skills to resolve inquiries, address concerns or problems and ensure cooperative and productive working relationships. Demonstrated ability to work independently and as part of a team. | Working knowledge of practices and procedures relating to facility maintenance. Written communication skills to prepare a variety of correspondence, reports, policies and procedures, and training documents. Skills to work under pressure of deadlines in a stressful environment. Active listening, interpersonal communication and problem-solving skills to effectively resolve questions, concerns, issues or problems and ensure cooperative and productive working relationships. Skills to work independently and as part of a team. Working organizational skills to work on multiple projects with competing deadlines, to establish goals and work load priorities, and to meet project deadlines within budget and time constraints. Working knowledge of practices and procedures of safety and emergency preparedness. | Thorough knowledge in the areas of building space planning, codes, capacity, security, fire safety, organization and departmental principles and procedures involved in risk assessment and evaluating risks as to likelihood and consequences. Strong interpersonal and communication skills. Thorough interpersonal skills including good service orientation and effective problem solving. Knowledge of architectural or engineering concepts. Thorough and effective skills to multi-task and prioritize daily activities effectively. |
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| Environment | Campus, medical center or other university setting and various external venues. | Campus, medical center or other university setting and various external venues. | Campus, medical center or other university setting and various external venues. |
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| Career Path | Facilities Mgt Specialist 2 CX | Facilities Mgt Specialist 3 CX | Facilities Mgt Specialist 4 Facilities Supervisor 1 |
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