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Facilities Coordinator, College of Health Sciences

Apply now Job no: 499574
College / VP Area: College of Health Sciences
Work type: Staff
Location: Newark
Categories: Facilities Management, Full Time

PAY GRADE: 30E

CONTEXT OF THE JOB:

The College of Health Sciences is leading the charge in creating new models for translational research, inter-professional education, and innovative healthcare delivery in a complex and rapidly changing environment. The College is also playing a leading role on the University's STAR (Science, Technology, and Advanced Research) Campus with the creation of the Health Sciences Complex, which includes state-of-the-art research, education, and meeting facilities which are directly linked to our clinical care in the Physical Therapy clinic, the Speech, Language, Hearing clinic and the Nurse Managed Health Center clinic. The Tower at STAR supports a range of activities including research, course instruction, operations, and administration. The College also has a presence in various UD main campus buildings. College of Health Sciences facilities span approximately 200,000 square feet of combined UD campus and leased space.

Under limited direction of the Director of College Facilities Planning, the Facilities Coordinator supports the construction, maintenance, renovation, operation, safety, and efficient utilization of College of Health Sciences spaces, including but not limited to, spaces in McDowell Hall, Willard Hall, Carpenter Sports Building, Fred Rust Ice Arena, Delaware Biotechnology Institute, the Ammon Pinizzotto Biopharmaceutical Innovation Center, the Health Sciences Complex, and the STAR Tower. The Facilities Coordinator represents the College of Health Sciences and is a liaison with UD Facilities (Planning & Project Delivery, Maintenance & Operations, Custodial Services, Environmental Health and Safety) for the College's campus spaces as well as with Delle Donne Associates and their designated sub-contractors (designers, electricians, mechanical, security, HVAC, snow removal, landscaping, signage, extermination, custodial, etc.) for the College's leased spaces. The Facilities Coordinator manages the logistical needs and supports the facilities and laboratory operations of the College. The emphasis is on providing support and oversight for building needs, resolving safety issues, managing space issues, and overseeing equipment management, etc. The Facilities Coordinator develops independent judgment and knowledge of appropriate policies and procedures for housing equipment, safety support issues, and various other duties performed in this position. This position analyzes and responds to each department's expectations and needs by continuously improving practices, processes, and services and appropriately balances expectations and needs of the assigned departments and communicates proactively. 

MAJOR RESPONSIBILITIES:

  • Liaise with UD Facilities (Planning & Delivery, Maintenance & Operations, UD Facilities Planning & Project Delivery, Custodial Services, Environmental Health & Safety) for specific facilities maintenance, repair, renovation, and improvement projects associated with the College's campus spaces; coordinate with College departments and occupants for pre-construction activities such as surveying, exploratory activities, and project planning; serve as a representative of the College throughout the planning, construction, and turnover of all newly built or renovated spaces. 
  • Oversee the daily maintenance needs of the College space portfolio and the project programs it supports, ensuring compliance with University, local, State, and federal policies, and regulations.
  • Serve as College contact for interactions with University facilities and external contractors to maintain the quality and functionality of CHS facilities, ensuring maintenance of infrastructure, resolution of infrastructure issues, and completion of necessary modifications to existing facilities infrastructure.
  • Coordinate design and installation of furniture, coordinate all office moves for assigned portfolio, and maximize space usage efficiency.
  • Plan or oversee the planning and coordination of occupancy issues, such as moving logistics, signage, IT support, and/or other related matters.
  • Provide facilities troubleshooting support to researchers in labs with immediate infrastructure or equipment issues.
  • Interact with researchers in the development and budgeting of renovation grant proposals for submission to major funding sources.
  • Perform the duties of the CHS Building Manager as needed.
  • Conduct the Annual Equipment Inventory for assigned portfolio; maintain and control equipment inventories, involving tagging, properly documenting relocations, and transfers out of departments. Provide input concerning equipment infrastructure needs; assist with designating appropriate placement of equipment.
  • Coordinate delivery of equipment to laboratories as needed; interact with faculty in the determination and installation of equipment infrastructure needs; contact Mover Services as needed.
  • Respond to urgent maintenance calls 24/7 in coordination with EHS, Facilities M&O, and/or Delle Donne & Associates in relation to facility and equipment alarms and system failures.
  • Responsible for safety training and compliance for assigned portfolio; monitor CHS laboratory inspection/compliance issues documented in BioRaft and ensure corrective actions are taken, requiring discretion and a high level of confidence; ensure the operation of Departmental Safety Committees; responsible for fixing facility related matters per safety inspection reports.
  • Responsible for tracking submitted incident and injury reports as well as forwarding to proper departments (Risk Management and EHS). 
  • Conduct the Space Survey for assigned portfolio by formalizing a plan and processing the data; run statistical analysis as needed. 
  • In the absence of sufficient student workers and as also required of the CHS Building Manager, man the front desk of the Health Sciences Complex or of the STAR Tower, as needed. 
  • Supervise other related personnel as needed (e.g., various undergrad students and miscellaneous wage workers); schedule jobs and coordinate workloads.
  • Keep records and write reports as required.
  • Perform miscellaneous job-related duties as assigned.

QUALIFICATIONS:

  • Bachelor's degree in a related field and four years directly responsible job-related experience or equivalent combination of education and experience.
  • Familiarity with construction and contract documents, cost estimates, schedule and building code interpretation is desirable.
  • Ability to create project budgets as well as allocate and analyze budgetary expenditures.
  • Effective execution will require excellent project management skills, attention to detail, and collaboration with individuals throughout the College and University.
  • Skill in collecting, compiling, evaluating and analyzing information from a variety of sources. 
  • Skill in drawing conclusions and developing solutions to operational or service problems.
  • Ability to handle multiple tasks concurrently, and skill in organizing resources and establishing/adjusting priorities in a rapidly changing environment.
  • Ability to work independently, anticipate issues, and proactively seek resolutions.
  • Ability to design, implement surveys and information gathering tools.
  • Ability to create and maintain recordkeeping systems and procedures.
  • Ability to plan, organize, implement, evaluate, and modify support needs.
  • Excellent interpersonal and collaborative skills and excellent verbal and written communication skills.
  • Ability to work effectively with faculty members and students.
  • Ability to communicate effectively and interact well with people of all ages and diverse backgrounds.
  • Ability to exercise tact and discretion.
  • Ability to foster a cooperative environment.
  • Ability to supervise and develop assigned student workers including organizing, prioritizing, and scheduling work assignments.
  • Computing skills with the ability to use Adobe, Microsoft Office, and Google software suites.
  • Ability to think, reason, and make sound judgments on how responsibilities are completed in compliance with College standards and guidelines.
  • Knowledge and understanding of College organization, goals and objectives, and policies and procedures.
  • Demonstrate an understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures, and backgrounds.
  • Committed to fostering a workplace culture of belonging, where diversity is celebrated, and equity is a core value.

Notice of Non-Discrimination, Equal Opportunity and Affirmative Action
The University of Delaware does not discriminate against any person on the basis of race, color, national origin, sex, gender identity or expression, sexual orientation, genetic information, marital status, disability, religion, age, veteran status or any other characteristic protected by applicable law in its employment, educational programs and activities, admissions policies, and scholarship and loan programs as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and University policies. The University of Delaware also prohibits unlawful harassment including sexual harassment and sexual violence.

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