DEPUTY DIRECTOR OF BUILDINGS

For UCOP internal applicants, please login to the internal candidate gateway at: Jobs at UCOP

UC OFFICE OF THE PRESIDENT

At the University of California (UC), your contributions make a difference. A world leader producing Nobel and Pulitzer Prize recipients with over 150 years of groundbreaking research transforming the world. Choose a career where you can leverage your knowledge, skills and aspirations to inspire and support some of the greatest minds in the world, and those who will follow in their footsteps. Working at the University of California is being part of a unique institution, and a vibrant and diverse community. At the University of California, Office of the President, we propel our mission through impactful work locally, in government centers and systemwide. We are passionate people, serving the greater good.

The University of California, one of the largest and most acclaimed institutions of higher learning in the world, is dedicated to excellence in teaching, research and public service. The University of California Office of the President is the headquarters to the 10 campuses, six academic medical centers and three national laboratories and enrolls premier students from California, the nation and the world. Learn more about the UC Office of the President

DEPARTMENT OVERVIEW

The Building & Administrative Services Center (BASC) provides a high-level of client service to the UC Office of the President through the strategic management of UCOP's building portfolio and all related operational activities. Key services provided by the department include managing UCOP owned, leased, and affiliated properties, capital projects, facilities maintenance, space management, event management, sustainability programs and initiatives, and administrative services (mail, moving, parking programs, etc.). In addition the department plays a leadership role in UCOP business continuity planning and emergency management and is responsible for coordinating with other UCOP departments to address these areas of work. The department focuses on providing a work environment that supports all UCOP staff and other users of UCOP's building space in focused individual work and interactive team-based work to support the mission of the University.

Position Summary
Under the general direction of the Senior Director of the Building and Administrative Service Center, the Deputy Director of Buildings (DDB) is responsible for the operation and maintenance of the UCOP Consolidated Campus in Oakland, which includes the UC-owned 1111 Franklin Street building and the leased 1100 Broadway Building, along with oversight of remote UCOP facilities in Riverside, Sacramento, and Washington, DC. The UCOP campus consists of approximately 360,000 square feet of space occupied by staff responsible for systemwide oversight, administrative, and leadership functions. The DDB receives assignments in the form of objectives and determines the best use of resources to meet schedules and achieve goals. This is an on-site role, requiring a physical presence at UCOP facilities, with the expectation of providing off-hours support and response as operations and emergencies dictate. This role involves overseeing a diverse portfolio of properties and managing up-to 6 facilities staff to ensure efficient operations across the portfolio. The DDB is responsible for developing, implementing, and monitoring facilities management policies and programs to meet the organization's objectives. A data-driven approach is essential, as the DDB will process information from various facility systems, converting it into insights for decision-making and presentations to senior leadership. The DDB also plays a crucial role in mentoring and training team members to support the department's overall efficiency and effectiveness. This role involves producing and analyzing key reports, in collaboration with direct reports and associated departments, to drive operational decisions, ensure compliance, and support strategic improvements. Please note this position requires daily on-site presence in Oakland, CA.

Key Responsibilities

35% Facility Management: The DDB efficiently manages all UCOP-owned, leased, and affiliated facilities, directing the activities of subordinate managers both locally and at remote locations. This includes oversight of all facility-related services, such as maintenance, HVAC, MEP (mechanical, electrical, plumbing), security, access control systems, and deferred maintenance. The role also involves collaboration with agencies that have jurisdiction, property management for UCOP locations, and represented labor management for facility staff. Additionally, the DDB manages facility vendor relationships, including contract negotiations and oversight, while overseeing UCOP's material management, excess inventory, and salvage programs. The DDB is responsible for establishing and enforcing health and safety standards for all physical facilities, ensuring compliance with federal, state, local, and UC regulations to protect the wellbeing of all UCOP staff and visitors. Deliverables: * Customer Satisfaction and Ratings Improvement Plans: UCOP regularly benchmarks customer service satisfaction to maintain high standards. This role involves identifying key metrics to measure and improve customer satisfaction. Develop and implement targeted strategies by analyzing customer feedback, addressing service gaps, and setting actionable goals. * Facility Systems Performance Reports: Regular reports analyzing data from the Computerized Maintenance Management System (CMMS), tracking work order volumes, types, and response times. These reports should include Key Performance Indicators (KPIs) to monitor and improve service delivery, and insights for making data-driven decisions. * Health and Safety Compliance Reports: Presentations summarizing compliance with health and safety standards, inspections, and certifications. Regular updates on fire safety and life safety systems are crucial, with action plans for addressing any gaps in compliance. * Operational Efficiency Reports: Responsible for analyzing resource allocation, process improvements, cost efficiencies, and overall operational performance within building systems and facilities management. This role involves preparing detailed reports that identify opportunities for optimization and propose actionable adjustments to project scopes, business processes, or resource allocations. The individual will leverage Lean and Six Sigma methodologies to systematically evaluate and enhance workflows, ensuring continuous improvement and alignment with organizational goals. These reports will serve as critical tools for decision-making, driving efficiency and effectiveness across operations.

15% Emergency Management & Business Continuity: This role involves developing and managing business continuity and emergency response plans for all UCOP physical assets, ensuring operational resilience and preparedness. This work is done under the direction of the Sr. Director, BASC and in coordination with the Executive Director, UCOP Operations. It also includes acting as a deputy emergency manager, including managing/co-managing and coordinating resources while maintaining effective communication with stakeholders and senior leadership during emergency situations across all UCOP assets. Deliverables: Comprehensive documentation and presentations on the current status of business continuity and emergency response strategies, highlighting preparedness for potential facility disruptions. Ensures seamless coordination of resources and information flow among stakeholders during emergencies.

15% Stakeholder Coordination: The DDB collaborates with various BASC, UCOP units, including Occupancy & Space Management, Real Estate & Financial Management, Customer Services, Event Management, Capital Projects, and Energy & Sustainability, to ensure that goals are achieved and that BASC's operations meet the highest standards. This includes ensuring compliance with all UC policies and legal requirements. The DDB collaborates with other University of California campuses to establish agreements and memorandum of understanding, ensuring the provision of essential services-such as custodial, maintenance, and moving services-to UCOP locations. The DDB also oversees fire and life safety requirements, coordinating inspections and certifications, and regularly reporting on their status to maintain safety and regulatory compliance. The DDB will work with agencies that have jurisdiction over UCOP's built environment, ensuring alignment with regulations and addressing any issues related to the management of UCOP's physical assets

15% Preventive Maintenance and System Oversight: Enhance and monitor the preventive maintenance program to ensure all systems, including mechanical, electrical, plumbing, and fire protection, meet University and organizational standards. Proactively identify issues and develop solutions, such as reallocating resources or adjusting project scope, to maintain operational efficiency. Oversee both proactive maintenance and reactive repair activities for all building systems, ensuring timely and effective responses. In emergency situations or during repair projects, the DDB ensures smooth coordination and maintains consistent communication with senior management to keep them informed as needed. Utilize data from the CMMS system to analyze the volume, type, and nature of work orders, implement strategies, develop KPIs (Key Performance Indicators), to improve service delivery and increase customer satisfaction ratings. Deliverables: * Preventive Maintenance Program Reports: Reports that assess the status of all critical systems (mechanical, electrical, plumbing, fire protection, security, access control, energy management) and outline the effectiveness of preventive maintenance efforts. This includes metrics on the number of preventive tasks completed vs. overdue and potential areas for improvement. * Sustainability and Energy Use Reports: Presentations and reports that assess energy usage, sustainability efforts, and progress towards environmental goals.

10% Staff Selection, Development, and Training: Selects, develops, and evaluates staff, ensuring they possess the necessary skills and expertise to meet operational goals. Oversees the training of direct reports and other UCOP staff in relevant areas, providing support to optimize facility usage and performance.

10% Project and Contract Management: Defines project requirements and negotiates building management contracts and any necessary contract amendments. Establishes operating budgets and ensures that financial terms and conditions are clearly identified and met. Tracks with a staff member purchase orders, payments, and contract executions as required to maintain smooth operations for BASC. Ensures that the organization's occupancy needs are fulfilled and monitors adherence to master plans, budgets, and schedules. Participates in the development of policies and procedures, such as those governing building access for visitors. Deliverables: Regular reports detailing vendor performance, contract adherence, and any necessary amendments. This should include financial tracking for facility-related contracts and budgets.

Experience
Required Qualifications

Minimum of 8 years of experience managing large facilities, leading teams, ensuring regulatory compliance, and driving operational efficiency through data-driven decision-making.

Skills and Abilities
Required Qualifications

• Extensive experience in facilities maintenance, building management systems, and emergency management, with the ability to effectively coordinate and manage critical situations during off-hours, ensuring minimal disruption to operations and rapid resolution of issues across all areas of responsibility.
• Strong skills to facilitate and collaborate with various internal and external constituencies on short- and long -term facilities planning and management.
• Strong analytical, research and report/presentation preparation skills to meet regulatory and budgetary reporting requirements.
• Strong skills in management, regulatory compliance and operations planning.
• Broad knowledge in the areas of facilities management, space planning and allocation, security, fire and safety and emergency preparedness.
• Strong skills in verbal and written communications.
• Experience and knowledge to inspect construction in progress (general and specialty structures)and read, sketch and interpret plans and specifications.
• Ability to effectively utilize Microsoft suite such as PowerPoint, Excel, Power Bi, Project and other relevant software to track work progress, prepare presentations, analyze data, and develop deliverables that support operational goals and data-driven decision-making.
• Strong skills in leadership, motivation of staff and team building.

Education
Required Qualifications

Bachelor's degree in engineering, facility management, architecture, and / or a closely related field, and a demonstrated record of relevant work experience that clearly aligns with the position's responsibilities and requirements.

Licenses and Certifications
Preferred Qualifications

Certified Facility Manager (IFMA), Facility Management Professional (IFMA) LEED green associate or similar certifications preferred

Travel Requirements
15% Travel to in state and out of state locations.

Job Title
Facilities Manager 1

Job Code
000390

Salary Grade
Grade 25

Payscale:
$142,000 - $160,000

The University of California, Office of the President, is required to provide a reasonable estimate of the compensation range for this role. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The full salary range shows the growth potential for this position and the pay scale is the budgeted salary or hourly range that the University reasonably expects to pay for this position.

Benefits: For information on the comprehensive benefits package offered by the University visit: Benefits of Belonging

ADDITIONAL INFORMATION

HOW TO APPLY

Please be prepared to attach a cover letter and resume with your application.

APPLICATION REVIEW DATE

The first review date for this job is February 18, 2025. If needed, add: The position will be open until filled.

CONDITIONS OF EMPLOYMENT

Background Check Process: Successful completion of a background check is required for this critical position. Background check process at UCOP

Smoke Free Work Environment: The University of California, Office of the President, is smoke & tobacco-free as of January 1, 2014. UC Smoke & Tobacco Free Policy

As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs, as may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

As a condition of employment, the finalist will be required to disclose if they are subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct, are currently being investigated for misconduct, left a position during an investigation for alleged misconduct, or have filed an appeal with a previous employer.

• "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer.
  • UC Sexual Violence and Sexual Harassment Policy
  • UC Anti-Discrimination Policy for Employees, Students and Third Parties
  • APM - 035: Affirmative Action and Nondiscrimination in Employment

EEO STATEMENT

The University of California, Office of the President, is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status. For the University of California's Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20. For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.

The University of California, Office of the President, strives to make this job board accessible to any and all users. If you have comments regarding the accessibility of our website or need assistance completing the application process, please contact us at: Accessibility or email the Human Resource Department at: epost@ucop.edu.