Building Management Specialist

Payroll Title: Facilities Management Specialist 2 CX

Job Code: 004482

Job Open Date: May 22, 2024

Application Review Begins: June 7, 2024; open until filled

Department Code (Name): LIBR (Library)

Percentage of Time: 100%

Union Code (Name): CX (Clerical)

Employee Class (Appointment Type): 2 - Staff (Career)

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Hiring/Budgeted Hourly Range: $27.60 - $32.00/hr.

Full Hourly Range: Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University.

The full hourly range for this position is $27.60 - $46.84/hr. The budgeted salary range that the University reasonably expects to pay for this position is $27.60 - $32.00/hr.

Work Location: Library

• Building Operations

Working Days and Hours: Monday

• Friday; 7:30am

• 4:30pm

Benefits Eligibility: Full Benefits

Special Instructions

For full consideration, please include a resume and a cover letter as part of your application.

Department Marketing Statement

UCSB Library empowers researchers and students to create and adapt knowledge for the benefit of society. Situated at the interdisciplinary crossroads of campus, the Library embodies scholarship and advances UCSB as a world-class research and learning institution. With a staff of 240 employees and student workers, the Library manages more than 3.6 million unique print and digital resources, including world-renowned special research collections, and provides a wide range of innovative research, teaching and learning services to more than 2 1/2 million physical and virtual visitors per year.

Benefits of Belonging

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work.

Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC and why You Belong at UC.

Brief Summary of Job Duties

Under the general supervision of the Library Building Operations Manager and Project Coordinator, provides administrative support for Building Operations. Monitors the physical environment including hazards, defective equipment, etc.

Coordinates work requests, repair technicians, and access to facilities via JIRA and TMA software. Makes recommendations for the replacement of broken and/or damaged furniture and mechanical equipment. Reviews and responds to complaints about misuse of university property, inappropriate user behavior, and violations of university policies and practices.

Is an active member of the Library Safety and Security Council. Ensures emergency equipment such as AEDs, first aid kits, and bullhorns are in working condition. Responsible for lockers and assignment to faculty, graduate, and undergraduate honors students using Alma software.

Hires, trains, schedules, evaluates, and disciplines student assistants. Secures library buildings upon closing, ensuring proper working order of doors, exit alarms, and camera system. Assists with library event set-ups.

Orders supplies through the campus procurement system. Additional duties include environmental health and safety and emergency services.

Required Qualifications

• Bachelor's Degree in a relevant field of study or equivalent combination of education and relevant experience.

• At least one year of administrative and business operations experience in a public buildings environment.

• 1-3 years of experience working in a facilities, space, or property management environment.

Preferred Qualifications

• 1 year of experience with project coordination or management.

• 1 year of experience with health & safety and emergency response and protocols.

• Experience supervising and training.

Special Conditions of Employment

• Mandated reporting requirements of Child Abuse.

• Satisfactory conviction history background check

• UCSB is a Tobacco-Free environment

Job Functions and Percentages of Time:

Building Operations Support (60%): Monitors physical environment including hazards, defective equipment, non-functioning facilities, etc., via JIRA software, and takes appropriate action and/or communicates concerns to campus police, fire department, Environmental Health and Safety, Physical Facilities or the Building Manager. Reviews and resolves concerns and complaints from library users and staff about any type of inappropriate behavior, misuse, and/or damage to university property, etc.

Responds to calls for assistance including emergency and crisis situations. Documents violations of university practices and policies by submitting, and monitoring incident reports through JIRA. Responsibly reviews Vsaas camera systems when necessary.

Works with Library administration and campus police when responding to major incidents. Communicates with outside partners such as Distribution & Logistical Services, furniture supply companies, Environmental Health and Safety, and Communication Services to schedule and track progress of requested work. Provides assistance with equipment inventory.

Collaborates with library departments for projects related to Building Operations and events (exhibits, lectures, etc.). Works with campus ergonomist to provide initial ergonomic support for library employees. Provides essential logistical, administrative and supportive aid to the Building Manager in overseeing space project efficiently. Help coordinate facilities matters with campus facilities management including, but not limited to custodians, locksmiths, carpenters, electricians, plumbers etc.

Requests quotes for machinery/equipment, services pertinent to library's function, student uniforms, etc., and makes recommendations to Building Manager. Orders supplies and other purchases through the online procurement system, Gateway. Updates Visio floor plans to reflect changes such as furniture replacement/removal and newly added equipment/areas to the library.

Coordinates office moves, and assists in readying offices for new employees. Manages access to off-site storage buildings. Assigns lockers to faculty, graduate, and honors undergraduate students.

Informs faculty and graduate students about library policies regarding use. Supervises the inspection of overdue lockers for materials contained within, especially those that are not properly checked out, and returns materials to the Access Services desk. Monitors the locker web form submissions and responds in a timely manner.

Maintains and updates Aidex key org software and key cabinet as needed. Conducts key audit of all library employees annually. Assigns physical keys to staff members when requested by the respective department head.

Serves as a Department Access Key Controller for electronic access using Lenel Onguard System. Responsible for coordinating telephone adds, moves and changes and maintains library phone number spreadsheet. Responsible for maintaining and updating online and physical building hours signage.

Uses Local Operating Consoles (LOC) to make public address announcements when necessary. Trains authorized Library staff on its use as needed. Trains Library staff volunteers on door monitor procedures as needed.

Updates student assistant door monitor schedule quarterly. Supervises and trains student assistants to secure library buildings upon closure. Assists Services Desk to open the building.

Makes routine inspection of buildings on a regular basis. Ensures proper working order of all locks, panic alarms, fire alarms, and exit alarms. Monitors alarms, and assists in setting alarm schedule.

Reviews, updates and schedules library announcements in the Bell Commander software. Manages issues related to locking the Annexes.

Student Supervision (35%): Hires, trains, schedules, supervises, evaluates, and disciplines student assistants. Conducts orientation, and prepares and implements training schedule for student assistants.

Ensures student manual is up-to-date. Schedules students to ensure coverage for all necessary hours in Kronos. Oversees substitution schedule; assigns workload and adjusts schedule accordingly.

Advises Building Operations Manager of anticipated problems and staffing needs. Reconciles student time reporting in Kronos. Monitors general assistance budget and requests increases if necessary during academic year.

Miscellaneous (5%): Works on specials projects as assigned and serves on Library and campus committees as appropriate. Participates in professional development opportunities.

UC Vaccination Programs Policy

• With Interim Revisions

As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs

• With Interim Revisions.

As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals* must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.

For more information:

UC Santa Barbara COVID-19 Information

• University of California Policy on Vaccinations

• With Interim Amendments

• Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.

Equal Opportunity/Affirmative Action Statement

UC Santa Barbara 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 more information:

University of California's Affirmative Action Policy

University of California's Anti-Discrimination Policy

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Privacy Notification Statement and Notice of Availability of the UCSB Annual Security Report Disclosures

Application Status

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