CGU-AVP, Facilities and Auxiliary Services

Job Type: Full time

Job Posting Location:

Claremont, CA

Job Posting Title:

CGU-AVP, Facilities and Auxiliary Services

Job Description:

Assistant Vice President, Facilities and Auxiliary Services

Primary Purpose:

Under the direction of the Vice President Finance and Administration, the Assistant Vice President, Facilities and Auxiliary Services Assistant is responsible for the supervision of staff and oversight and management of several of the University’s key operational units and functions, including facilities, event management, construction management and auxiliary services. The Assistant Vice President is also responsible for overseeing the University’s risk management and emergency preparedness/safety function. The Assistant Vice President, Facilities and Auxiliary Services is a valued partner carrying out the duties of the Office for Finance and Administration, which has significant and broad impact.

Description of Duties and Responsibilities:

Essential Functions

1. Oversees the following functions: facilities, construction management, risk management, emergency preparedness/safety, dining services, events management, and real estate.

Facilities Functions

2. Oversees the University’s deferred maintenance and project budgets and coordinates the deployment of the respective funds with the Facilities Management staff and/or hired vendors/contractors. Works closely with the Purchasing and Procurement Department to ensure competitive bidding and compliance with university policies.

3. Works with the Accounting and Finance department to coordinate facility budget, funding schedules, and overall project timing.

4. Leads initiatives to standardize the operations, maintenance, renovation, and construction of campus buildings. Responsible for the implementation of the University’s Facilities Master Plan. Manages the prioritization of maintenance, capital renewal and sustainability projects.

5. Responsible for the management of outsourced facilities operations and campus dining; ensures services are performed efficiently and in a cost-effective manner; interfaces with outsourced managers. Point of contact for facilities after hours.

6. Develops and maintains strong working relationships with architects, engineers, building officials, general contractors, and suppliers.

7. Maintains relationship with Claremont City Planning, Engineering and Building and Safety departments, SCAQMD and other regulatory, local, and state agencies.

8. Maintains relationship with The Claremont College Consortium (TCCS) which serves all 7 Claremont Colleges and Universities.

9. Manages departmental usage of spaces and allocation of corresponding overhead and prepares accounting schedules accordingly. Responsible for the coordination of all office moves and other off-site rental requirements.

10. Manages office inventory, rental housing inventory, and academic space inventory to ensure most effective utilization of all campus space.

11. Architect/Engineering/Contractor Selection: Responsible for the preparation of Request for Qualifications (RFQ) and Request for Proposals (RFP) for consultants, design professionals, and construction firms. Assists with selection and manages relationships and projects. Provides support to campus and trustee committees involved in the process. Presents material to committees on a regular basis.

12. Responsible for coordinating all activities required for campus moves.

13. CGU’s point of contract for all property and vendor liability insurance ensuring that all required insurance is obtained for campus activities and reports incidents as necessary.

14. Responsible for the maintenance management of real estate owned by the University.

15. Manages Master Plan updates and approvals.

Other Functions:

16. Supports the Vice President in her role as staff to the Board of Trustees including Audit and Risk Management Committee and Facilities and Infrastructure Committee, responsible for the preparation of materials for Committee meetings and researches and responds to other inquiries/requests from Committees, as directed by the Vice President.

17. Responsible for the maintenance of the Risk Wizard software application and the risk assessments, heat mappings, and related risk management matters.

18. Coordinates the development of the annual operating budgets for the aforementioned areas, and the creation of related reports, analyses, projections, and other financial management reports.

19. Works with TCCS Campus Safety to ensure compliance with parking enforcement program, emergency preparedness and disaster response trainings. Oversees and manages all aspects of developing, implementing, and scheduling emergency response training and exercises.

20. Serves on the board of the P3 Student Housing project, to support strategic objectives, review operating results, occupancy trends, site maintenance issues, capital improvements, and other related activities pertaining to CCA housing operations.

21. Works with Dining Services staff, including outsourced vendors, to regularly review operating results, catering quality, events planning, and related activities pertaining to dining services.

22. Oversees compliance of Cal/OSHA employee safety program

23. Represents the Office of Finance and Administration on various committees within the University, The Claremont Colleges, and external organizations, as requested by the Vice President.

Required Knowledge, Skills and Abilities:

Individual must possess knowledge, skills, and ability to successfully perform the essential functions of the position or be able to explain or demonstrate how the essential functions may be performed, with or without reasonable accommodation, using some other combination of skills and abilities.

1. Ability to exercise a high degree of accurate and independent judgment, tact and discretion, and exercise good judgment in evaluating situations and making decisions.
2. Demonstrated commitment to providing excellent customer service and the ability to work with a broad constituency and develop effective working relationships with university administration, Trustees, faculty, staff, and students.
3. Demonstrated exceptional organizational, communication (oral and written) and operational management skills.
4. Ability to set priorities, meet deadlines, and meet the needs of the University by achieving desired results.
5. Understanding of risk management concepts and terminology.
6. Ability to effectively supervise staff.

7. Ability to effectively work with Workday Enterprise System (or other equivalent), Microsoft Suite including Teams, Excel, Word, and Project Management software.
7. Demonstrated knowledge of building materials, costing procedures and the sequential methods of modern construction and maintenance practices, as well as capital construction project delivery methods.
8. Knowledge of construction budget preparation and job cost accounting.
9. Knowledge of Uniform Building Code (UPC), California Architectural Barriers Laws (CALABL), California Occupational Safety and Health Act (CALOSHA), Education Code, Americans with Disabilities Act (ADA) and other related statutes.
10. Overall and technical knowledge of institutional planning, design and construction methodologies and processes of capital projects.

qualifications,

Education and Experience:

BA/BS or master’s degree in business administration or related field. Seven years of relevant experience, preferably in higher education.

Licenses:

Must possess a valid California Driver’s License, have a driving record that meets the requirements of an eligible CGU driver,

Other:

HOURS: The regular hours for this position are 8:30 AM to 5:00 PM (with a one hour, unpaid, meal period), Monday through Friday. Hours may vary due to the needs of the department.

CLASSIFICATION AND STATUS: This is an in-person, full-time, 12 months per year, benefits-eligible, exempt position.

REPORTING: This position reports to the Vice President Finance and Administration.

PHYSICAL REQUIREMENTS: Must be able to exert up to 40lbs of force occasionally and/or up to 20lbs of force in the setup of event spaces (pushing, pulling, lifting chairs and tables, AV equipment, etc.).

At Claremont Graduate University, the health and safety of our community is a top priority.

Claremont Graduate University has adopted a policy of requiring all employees to show proof of being fully-vaccinated, based on applicable federal and state law. If offered the role, within two weeks of the hire date, the candidate will need to provide proof of vaccination, qualify for an appropriate exemption, or otherwise be in compliance with the current applicable federal, state and local laws to be exempt from being fully -vaccinated.

EEO Statement:

Claremont Graduate University is an Equal Opportunity Employer and does not discriminate on the basis of race, color, creed, religion, gender and/or gender identity or expression, marital or parental status, national origin, ethnicity, citizenship status, veteran or military status. , sex, age, sexual orientation, or physical disability or any other legally protected basis in its employment practice and in admission of students to educational programs and activities in accordance with the requirement of Title IX of the Education Amendments of 1972, Title I of the American Disabilities Act of 1990 and other applicable laws. CGU is committed to affirmative action in employment practices regarding ethnic minorities, the physically challenged, Vietnam-era veterans, and women. This job description defines the essential or fundamental job duties of the employment position. It is assumed that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others. Qualified candidates of diverse ethnic and racial backgrounds are encouraged to apply for vacant positions at all levels.

This job description defines the essential or fundamental job duties of the employment position. It is assumed that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others.

It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act.

Successful completion of criminal background and DMV checks required for final candidate.

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