Assistant Director of Campus Services

Position Summary:

Assists the Director of Campus Services in directing and managing operational strategies and activities; planning and implementing organization policies, practices, procedures; monitoring and improving processes; and achieving operating goals. Assists the Director with monitoring Custodial Services and Grounds Maintenance, and directly manages Ancillary Services including Stores, Waste & Recycling, Integrated Pest Management, Keys, Moving, and Fleet. 

Reviews, analyzes, and prepares reports, records, and directives; confers with peers and managers to obtain data required for planning activities such as cyclic maintenance, status of work in progress, and problems encountered. 

Assists with giving work direction, resolving problems, and setting deadlines to ensure timely completion of work. Evaluates current procedures and practices for accomplishing department objectives to develop and implement improved procedures and practices. Assists in monitoring and analyzing operational costs of the department. 

Assists in ensuring adequate training of staff and ensures employees compliance with organization’s policies and procedures. Monitors and directs activities of the department to ensure efficiency and effectiveness. Requires commitment, flexibility, and a positive attitude.

About the Work Unit:

Facilities provides facilities support for all construction, renovation, and routine maintenance of university space and facilities; housekeeping services for approximately 5.8 million square feet of academic, administrative, residential, and recreational space; grounds care for 330 acres that are a registered arboretum; turf care for athletic fields; and utilities for Vanderbilt University and Vanderbilt University Medical Center.

Key Functions and Expected Performance:

 Responsibilities 

• Directly responsible for managing administrative and operational activities of Stores, Integrated Pest Management, Keys, Moving, Event Support, and Fleet. 
• Oversees day-to-day operational activities of assigned functional areas; monitors workload, work orders backlog, and manpower resources vs. work scheduling issues with subordinate managers to ensure delivery of services. 
• Manages, supervises, and evaluates performance and activities of multiple direct report managers/staff. 
• • Monitors managers compliance with administrative requirements including, timely use and accurate entries in work management systems; accurate tracking and approval of time and attendance; review of procurement actions and compliance with procedures; compliance with the bargaining unit agreement in a timely and consistent manner; compliance with organizational policies and procedures in all work activities and actions, subordinate’s enforcement of organization policies and procedures in the work activities of others. 
• Oversees compliance with regulatory requirements and activities affecting operations, such as OSHA, TOSHA, EPA, DOT, USDA, TWRA, Metro Nashville, and others. 
• Reviews and analyzes performance indicators established functional areas; identifies areas of concern and takes corrective action as required. 
• Plan and prioritize work; prepare schedules for the department routine services and special projects. 
• Manages and assess quality of work produced by each direct report and services delivered by each functional area. 
• Utilizes internal and external resources to effectively direct, manage, and improve programs, activities, finances, compliance, processes, procedures, and systems.
• Supports area, departmental, and enterprise goals by participating, by taking actions or assuming assignments, and by providing information, data, or other input as needed. 

Financial Management 

• Manage expenditures accurately against budget. 
• Assist senior management team with budget planning and management, and control of expenses. 
• Oversee and manage procurement actions of assigned functional areas. 
• Manage and monitor operational overtime requirements. 

Leadership 

• Ensures a strong and resilient organizational structure through effective management of current staff and operations, evaluation of operations for improvement opportunities, and assisting senior management with analysis and planning. 
• Responsible for evaluation, coaching, and professional development of direct report managers and staff members. 
• Plan and implement training programs for managers and supervisory staff to enhance professional skills and performance. 
• Guide, teach, and lead all team members to ensure organizational effectiveness, professional interpersonal interactions, excellent communication, ownership, commitment, and teamwork. 

Supervisory Relationships:

This position does have supervisory responsibility; this position reports administratively and functionally to the Director of Campus Services 

Education and Certifications:

• 5 years of progressive supervisory/management experience in facilities services management and/or other operations management. 
• A bachelor’s degree is required; Advanced degree is preferred. 
• Valid Driver License is required; must have and maintain a valid driver’s license and a satisfactory driving record. Vanderbilt University engages a third party to provide up-to-date notifications regarding negative changes to motor vehicle records.

Experience and Skills:

• Must have strong organization, communication and interpersonal skill, relevant technical and functional expertise, leadership and personal effectiveness. Multi task management, quality assurance and customer relations skills are also essential for this position.
• Basic computer skills and working knowledge of MS Word, Excel and Power Point.