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FACILITIES SUPERVISOR
Job Description
Excellent fringe benefit package includes District paid medical, dental, vision, EAP (employee assistance plan) and life insurance for employee and eligible dependents, and income protection. Voluntary plans include supplemental life insurance, Flexible Spending Accounts, 403b and 457 Deferred Compensation Accounts. Supervisor positions also include 22 vacation days, 20 holidays, 12 sick leave days and 6 administrative leave days per year.
POSITION SUMMARY
The Facilities Supervisor reports to the Vice President of Administrative Services at San Jose City College. The work schedule is 12 months per year; 40 hours per week; Monday – Friday; 7:00 a.m. – 3:30 p.m. This is a full time, 12 months per year, classified supervisor position.
POSITION PURPOSE
Reporting to assigned administrator, the Facilities Supervisor assigns and reviews the work of staff responsible for providing facility rental services. This position researches price and quality of facility supplies, requisitions supplies and equipment and submit budget estimates for facility department. This position oversees the vehicle fleet services for the campus and serves as a primary contact for all furniture, fixture and equipment requests and purchases for the College and Bond program.
KEY DUTIES and RESPONSIBILITIES
1. Plan, organize, schedule and oversee facility rental services. Serve as the primary contact for facility rental services and coordination of campus emergency operations, responses, and safety.
2. Oversee the facility usage in collaboration with various departments including custodial, police, grounds, maintenance, and academic departments.
3. Prepare and review billing notices/invoices for all users of facilities and insure payment of rental and/or direct service costs such as custodial, police services, grounds workers, maintenance workers, theater technicians, and locker room attendants, etc.
4. Participate and support programs of campus safety, OSHA requirements, and chemical and hazardous materials operations to comply with state and federal regulations.
5. Conduct physical inventory of facilities equipment and supplies; order and distribute supplies; research new products and meet with vendors as appropriate.
6. Coordinate various activities including moving furniture, setting up facilities for special events including sport events supported by the college and other activities as needed.
7. Serve as primary contact for all furniture, fixture and equipment (FF&E) requests and purchases for the college and the bond program; serve as a liaison between college staff and bond program managers, engineers, designers, and contractors.
8. Communicate with staff or faculty regarding work requests, projects, complaints and other issues related to facility activities.
9. Receive furniture, fixture and equipment requests, coordinate office installations and oversee furniture/equipment moves and related activities.
10. Provide work direction and guidance to FF&E related personnel such as vendors or contractors.
11. Develop and maintain FF&E database with associated contacts, costs. Lead times, warranties, available finishes, and shipment, etc.
12. Prepare analytical and statistical reports on operations and project activities. Maintain records and reports on personnel and work performed.
13. Supervise and evaluate the performance of assigned staff; interview and participate in selecting employees; train, counsel, and discipline personnel according to established policies and procedures.
14. Participate in budget preparation and administration; prepare cost estimates for budget recommendations; monitor and control expenditures.
15. Oversee the college vehicle rental and usage by college personnel and departments.
16. Provide support to external agencies, such as Fire Department, Police, Red Cross, and other related organizations for campus events and activities.
17. Perform related duties as assigned.
EMPLOYMENT STANDARDS
Knowledge of:
1. Principles and practices of supervision, training and performance evaluation.
2. Operations, services and activities of facility rental program.
3. Modern and complex principles and practices of facilities maintenance.
4. Pertinent Federal, State, and local laws, codes and regulations.
5. Knowledge of safe work practices including applicable OSHA guidelines.
6. Advanced principles and procedures of recording keeping and reporting.
7. Generally accepted financial accounting methods, practices, and public sector accounting practices and procedures.
8. Enterprise application software and MS Office such as Word, Excel spreadsheets.
9. Modern office practices, procedures and equipment including computer operation.
10. Oral and written communication skills
Skills and Abilities:
1. Supervise, organize, and review the work of staff.
2. Interpret and explain District policies and procedures.
1. Coordinate facility usage with sufficient logistics skills.
2. Perform complex computations and statistics using mathematics skills.
3. Communicate clearly and concisely, both orally and in writing.
4. Establish and maintain effective working relationships with those contacted in the course of work.
5. Maintain physical condition appropriate to the performance of assigned duties and responsibilities
6. Maintain standards related to environmental compliance and personal health and safety.
7. Write reports, proposals, business correspondence and procedure manuals.
8. Maintain and update multiple budgets.
The Facilities Supervisor reports to the Vice President of Administrative Services at San Jose City College. The work schedule is 12 months per year; 40 hours per week; Monday – Friday; 7:00 a.m. – 3:30 p.m. This is a full time, 12 months per year, classified supervisor position.
POSITION PURPOSE
Reporting to assigned administrator, the Facilities Supervisor assigns and reviews the work of staff responsible for providing facility rental services. This position researches price and quality of facility supplies, requisitions supplies and equipment and submit budget estimates for facility department. This position oversees the vehicle fleet services for the campus and serves as a primary contact for all furniture, fixture and equipment requests and purchases for the College and Bond program.
KEY DUTIES and RESPONSIBILITIES
1. Plan, organize, schedule and oversee facility rental services. Serve as the primary contact for facility rental services and coordination of campus emergency operations, responses, and safety.
2. Oversee the facility usage in collaboration with various departments including custodial, police, grounds, maintenance, and academic departments.
3. Prepare and review billing notices/invoices for all users of facilities and insure payment of rental and/or direct service costs such as custodial, police services, grounds workers, maintenance workers, theater technicians, and locker room attendants, etc.
4. Participate and support programs of campus safety, OSHA requirements, and chemical and hazardous materials operations to comply with state and federal regulations.
5. Conduct physical inventory of facilities equipment and supplies; order and distribute supplies; research new products and meet with vendors as appropriate.
6. Coordinate various activities including moving furniture, setting up facilities for special events including sport events supported by the college and other activities as needed.
7. Serve as primary contact for all furniture, fixture and equipment (FF&E) requests and purchases for the college and the bond program; serve as a liaison between college staff and bond program managers, engineers, designers, and contractors.
8. Communicate with staff or faculty regarding work requests, projects, complaints and other issues related to facility activities.
9. Receive furniture, fixture and equipment requests, coordinate office installations and oversee furniture/equipment moves and related activities.
10. Provide work direction and guidance to FF&E related personnel such as vendors or contractors.
11. Develop and maintain FF&E database with associated contacts, costs. Lead times, warranties, available finishes, and shipment, etc.
12. Prepare analytical and statistical reports on operations and project activities. Maintain records and reports on personnel and work performed.
13. Supervise and evaluate the performance of assigned staff; interview and participate in selecting employees; train, counsel, and discipline personnel according to established policies and procedures.
14. Participate in budget preparation and administration; prepare cost estimates for budget recommendations; monitor and control expenditures.
15. Oversee the college vehicle rental and usage by college personnel and departments.
16. Provide support to external agencies, such as Fire Department, Police, Red Cross, and other related organizations for campus events and activities.
17. Perform related duties as assigned.
EMPLOYMENT STANDARDS
Knowledge of:
1. Principles and practices of supervision, training and performance evaluation.
2. Operations, services and activities of facility rental program.
3. Modern and complex principles and practices of facilities maintenance.
4. Pertinent Federal, State, and local laws, codes and regulations.
5. Knowledge of safe work practices including applicable OSHA guidelines.
6. Advanced principles and procedures of recording keeping and reporting.
7. Generally accepted financial accounting methods, practices, and public sector accounting practices and procedures.
8. Enterprise application software and MS Office such as Word, Excel spreadsheets.
9. Modern office practices, procedures and equipment including computer operation.
10. Oral and written communication skills
Skills and Abilities:
1. Supervise, organize, and review the work of staff.
2. Interpret and explain District policies and procedures.
1. Coordinate facility usage with sufficient logistics skills.
2. Perform complex computations and statistics using mathematics skills.
3. Communicate clearly and concisely, both orally and in writing.
4. Establish and maintain effective working relationships with those contacted in the course of work.
5. Maintain physical condition appropriate to the performance of assigned duties and responsibilities
6. Maintain standards related to environmental compliance and personal health and safety.
7. Write reports, proposals, business correspondence and procedure manuals.
8. Maintain and update multiple budgets.
EDUCATION AND EXPERIENCE
1. Associate degree from an accredited institution.
1. Associate degree from an accredited institution.
2. Three years of work experience in a lead or supervisory capacity in facilities administration, accounting, or public administration.
Licenses and Certification:
- Possession of an appropriate valid California driver’s license.
- Demonstrated sensitivity, knowledge and understanding of the diverse academic, socioeconomic, gender identity, sexual orientation, cultural, disability, and ethnic background of groups historically underrepresented, and groups who may have experienced discrimination.
- Success integrating diversity as appropriate into the major duties outlined in the job description and in the duties listed in the District’s hiring policy; or demonstrated equivalent transferable skills to do so.
1. Bilingual abilities, desirable.
For positions that require a degree or coursework:
Degree(s) must have been awarded by a college or university accredited by an accrediting body recognized by the U.S. Council on Post-Secondary Accreditation and/or the U.S. Department of Education.
All degrees and credits earned outside of the United States must have a U.S. evaluation (course by course) of the transcripts and must be submitted with the application.
Degrees earned outside of the U.S. without a U.S. credential evaluation attached, will not be considered.
Degree(s) must have been awarded by a college or university accredited by an accrediting body recognized by the U.S. Council on Post-Secondary Accreditation and/or the U.S. Department of Education.
All degrees and credits earned outside of the United States must have a U.S. evaluation (course by course) of the transcripts and must be submitted with the application.
Degrees earned outside of the U.S. without a U.S. credential evaluation attached, will not be considered.
1. Typical outdoor/indoor construction environment.
The District is represented by dedicated and talented employees who are passionate about providing our student population with the best educational experience possible. The District recognizes that cultural diversity in the academic environment promotes academic excellence; fosters cultural, racial and human understanding; provides positive roles models for all students, and creates an inclusive and supportive educational and work environment for its employees, students, and the community it serves.
As of Fall 2022, with enrollment of approximately 14,400 students per semester, and an extremely diverse student population (Latinx 48%, Black/African-American 4%, Asian/Pacific Islander 31%, American Indian/Native American 0.3%, White/Caucasian 9%) attaining educational goals reflecting 56% – Transfer to a 4-Year College/ University, the District’s emphasis on student success makes it a recognized educational leader in the State.
The District encourages a diverse pool of applicants to serve as colleagues to an existing diverse classified staff consisting of 42% Latinx, 28% Asian/Pacific Islander, 5% Black/African American, 1% American Indian/Native American, 18% White/Caucasian, and as well as encouraging applications from all qualified, outstanding applicants.
As of Fall 2022, with enrollment of approximately 14,400 students per semester, and an extremely diverse student population (Latinx 48%, Black/African-American 4%, Asian/Pacific Islander 31%, American Indian/Native American 0.3%, White/Caucasian 9%) attaining educational goals reflecting 56% – Transfer to a 4-Year College/ University, the District’s emphasis on student success makes it a recognized educational leader in the State.
The District encourages a diverse pool of applicants to serve as colleagues to an existing diverse classified staff consisting of 42% Latinx, 28% Asian/Pacific Islander, 5% Black/African American, 1% American Indian/Native American, 18% White/Caucasian, and as well as encouraging applications from all qualified, outstanding applicants.
EQUAL OPPORTUNITY EMPLOYER STATEMENT
San José-Evergreen Community College District is an Equal Opportunity Employer committed to nondiscrimination on the basis of ethnic group identification, race, color, language, accent, immigration status, ancestry, national origin, age, gender, gender identity, religion, sexual orientation, transgender, marital status, veteran status, medical condition, and physical or mental disability consistent with applicable federal and state laws.
CONTACT
Employment Services,
Human Resources, SJECCD
40 S. Market Street, San Jose, CA 95113
Phone: (408) 270-6414
Email: hremploymentservices@sjeccd.edu
Employment Website: https://sjeccd.peopleadmin.com
District Website: www.sjeccd.edu
APPLICATION PROCEDURES
Interested applicants MUST SUBMIT ONLINE ALL of the following materials by the First Review Date/Closing Date as listed on the job announcement. Applications received after the First Review Date will only be forwarded to the hiring committee at their request.
1. A completed online San José-Evergreen Community College District APPLICATION.
2. A COVER LETTER (Stating how you feel you meet the qualifications as outline in the job announcement).
3. A current RESUME/CURRICULUM VITAE
4. TRANSCRIPT – (If Required) If a degree is listed as a requirement, transcripts (Not Diplomas) MUST INCLUDE confer or award date of stated degree. Unofficial transcripts will be accepted; however if the position is offered, official transcripts will be required prior to employment. If the transcripts or degrees are from outside of the United States, an official certification of equivalency to U.S. degrees by a certified U.S. credential review service (course by course of the transcripts) MUST also be submitted. (See below for a list of suggested services that provide foreign degree equivalency evaluation to U.S. degrees).
Note: Some positions may require additional documents and/or certificates, in addition to the items listed above. Please refer to the job announcement.
OTHER APPLICANT INFORMATION
1. Only complete application materials will be considered. No exceptions.
2. Letters of Recommendation are NOT required and will not be forwarded to the hiring committee.
3. Upon hire the successful candidate must provide the required documents of identity and authorization to work and attest he/she is authorized to work in the United States.
4. Application materials become the property of the District and will not be returned or duplicated.
5. Travel expenses to attend the interview are the responsibility of the candidate.
6. Meeting the minimum qualifications does NOT assure an interview.
7. The District may re-advertise, delay, choose not to fill the position, or choose to fill more than one position.
Suggested services that provide foreign degree equivalency evaluation to U.S. degrees:
Academic Credentials Evaluation Institute, Inc.
Website: http://www.acei-global.org/
Education Records Evaluation Services
Website: www.eres.com
International Education Research Foundation
Website: http://www.ierf.org/
World Education Services
Website: www.wes.org
San José-Evergreen Community College District is an Equal Opportunity Employer committed to nondiscrimination on the basis of ethnic group identification, race, color, language, accent, immigration status, ancestry, national origin, age, gender, gender identity, religion, sexual orientation, transgender, marital status, veteran status, medical condition, and physical or mental disability consistent with applicable federal and state laws.
CONTACT
Employment Services,
Human Resources, SJECCD
40 S. Market Street, San Jose, CA 95113
Phone: (408) 270-6414
Email: hremploymentservices@sjeccd.edu
Employment Website: https://sjeccd.peopleadmin.com
District Website: www.sjeccd.edu
APPLICATION PROCEDURES
Interested applicants MUST SUBMIT ONLINE ALL of the following materials by the First Review Date/Closing Date as listed on the job announcement. Applications received after the First Review Date will only be forwarded to the hiring committee at their request.
1. A completed online San José-Evergreen Community College District APPLICATION.
2. A COVER LETTER (Stating how you feel you meet the qualifications as outline in the job announcement).
3. A current RESUME/CURRICULUM VITAE
4. TRANSCRIPT – (If Required) If a degree is listed as a requirement, transcripts (Not Diplomas) MUST INCLUDE confer or award date of stated degree. Unofficial transcripts will be accepted; however if the position is offered, official transcripts will be required prior to employment. If the transcripts or degrees are from outside of the United States, an official certification of equivalency to U.S. degrees by a certified U.S. credential review service (course by course of the transcripts) MUST also be submitted. (See below for a list of suggested services that provide foreign degree equivalency evaluation to U.S. degrees).
Note: Some positions may require additional documents and/or certificates, in addition to the items listed above. Please refer to the job announcement.
OTHER APPLICANT INFORMATION
1. Only complete application materials will be considered. No exceptions.
2. Letters of Recommendation are NOT required and will not be forwarded to the hiring committee.
3. Upon hire the successful candidate must provide the required documents of identity and authorization to work and attest he/she is authorized to work in the United States.
4. Application materials become the property of the District and will not be returned or duplicated.
5. Travel expenses to attend the interview are the responsibility of the candidate.
6. Meeting the minimum qualifications does NOT assure an interview.
7. The District may re-advertise, delay, choose not to fill the position, or choose to fill more than one position.
Suggested services that provide foreign degree equivalency evaluation to U.S. degrees:
Academic Credentials Evaluation Institute, Inc.
Website: http://www.acei-global.org/
Education Records Evaluation Services
Website: www.eres.com
International Education Research Foundation
Website: http://www.ierf.org/
World Education Services
Website: www.wes.org
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