Facility Operations Specialist
Department
JACOBS SCHOOL OF MUSIC (BL-MUS-IUBLA)
Job Summary
Under the direction and guidance of the Chief Administrative Officer, the Faculty Operations Specialist provides operational management to the Music Facilities Office.
Department-Specific Responsibilities
- Identifies operational issues and/or areas of improvement and implements solutions to improve processes and/or operational efficiency
- Leads full-time and part-time staff, manages team operations, sets goals, provides training, ensures policy compliance, and evaluates employee performance
- Manages facility and building operations comprised of over 310,000 square feet of assigned classroom, office, practice room, and performance space
- Advises leadership and oversees facility and building operations
- Plans, coordinates, and executes the repair and maintenance, safety and security, climate control to ensure Jacobs School of Music (JSoM) instruments and collections preservation, including renovation and construction for the buildings on the JSoM campus and additional assigned spaces
- Collaborates with and serves as point person to university offices such as Facilities Operations, Building Services, University Architect's Office, Capital Planning and Facilities, Insurance Loss Control and Claims (INLOCC), Indiana University (IU) Police, and outside entities (independent and corporate contractors) regarding facilities projects and maintenance concerns
- Initiates and completes all Work Orders and Requests for Service
- Evaluates, researches, and makes recommendations concerning the physical space needs and requirements for all JSoM buildings
- Oversees and conducts a variety of required and time sensitive building and equipment inspections and inventories
- Ensures the integrity, safety, and distribution of key locks, automated door locks and card access systems
- Keeps abreast of and leadership informed of university policies and federal laws and regulations as they pertain to facility management
General Responsibilities
- Manages building operations and maintenance such as maintenance planning, security/access control, and emergency response
- Coordinates fire and life safety, environmental safety procedures, and planning with university personnel and external agencies where required
- Performs periodic scheduled and ad hoc inspections to identify cleaning and property maintenance needs; participates in all aspects of project development, budget, implementation, and completion
- Prepares estimates for repairs and ensures building maintenance falls within allocated budget with an emphasis on cost-containment
- Coordinates fulfillment of work orders for corrective action and routine maintenance; monitors progress, escalating especially complex matters as needed
- Monitors and maintains inventory levels and equipment/asset conditions through regular inspections and completion of required documentation
- Orders supplies/equipment when necessary
- Participates in and maintains an on-call rotation to cover emergency situations
- May provide guidance to non-exempt Licensed and Skilled Trades staff or lower-level Facility Operations Specialists
- May make procedural and process recommendations to supervisor for improved operational efficiency
Qualifications
Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.
EDUCATION
Required
- Bachelor's degree in facilities management, project management, business operations, or related field
WORK EXPERIENCE
Required
- 2 years in facilities management, project management, business operations, or related field
SKILLS
Required
- Proficient written and verbal communication skills
- Maintains a high degree of professionalism
- Demonstrates time management and priority setting skills
- Demonstrates a high commitment to quality
- Possesses flexibility to work in a fast paced, dynamic environment
- Seeks to acquire knowledge in area of specialty
- Highly thorough and dependable
- Demonstrates a high level of accuracy, even under pressure
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