Director Of Facilities Development And Procurement

Job Description

West Hills Community College District

Director of Facilities Development & Procurement

Administrative Range 42

Hiring Range: $113,015 - $119,898 per year

Full Range: $113,015 - $147,460 per year

District Funded

Position Duties

Summary

Reporting to the Vice Chancellor of Business and Fiscal Services, manages all District functions associated with district-wide procurement, facilities planning and construction; local bond, state bond projects, capital outlay and coordinates deferred maintenance projects with the Director of Maintenance & Operations at two colleges. Plans, directs, oversees, and integrates the activities and operations of the Facilities Development and Procurement department including planning, architecture/engineering, construction projects, scope of work, preparation of RFP and RFQ proposals, contracts, bids, and public works. Coordinates, facilitates, and monitors capital projects and other assigned activities with other departments and outside agencies.

Distinguishing Characteristics

The Director is a management-level position with full operational responsibility for procurement, facilities planning, capital projects and construction serving all District and College facilities. The incumbent plans, evaluates and initiates programs to meet current and future District needs in each key area. Requires ability to modify or adapt systems or programs to meet ongoing procedural and technological change. Has full budgetary responsibility. Challenges are technical and tactical in nature, requiring the ability to sequence and integrate multiple projects and programs. The position is in continual contact with leadership at colleges, district administration, and outside contractors.

Essential Duties and Responsibilities

• Participates with district and campus administrators in developing short-and-long range facilities plans.

• Facilitates discussion and planning for new construction and major renovations. In coordination with the Directors of Maintenance and Operations at the colleges, directs and participates in data gathering, coordinates architecture and construction management proposals, bids, and projects, and develops management information and control processes to evaluate work-in-progress.

• Serves as the District's project manager for capital projects.

• Monitors new and remodel construction programs including inspection of work-in-progress for major construction projects, planning, design, oversight, and inspection of small construction and remodel projects.

• Prepares work-in-progress reviews for on-going construction programs. Meets with staff and outside contractors to review work-in-progress, identifying and resolving problems as they occur.

• Ensures that all construction and remodeling projects comply with uniform building codes and regulations relating to school and public building construction.

• Serves as liaison with the California Community College Chancellor's Office, district departments, other governmental agencies, architects, engineers, etc., regarding construction planning and management, construction, and facilities management.

• Selects, supervises, trains, motivates, and evaluates Facilities Development and Procurement personnel.

• Plans, directs, and coordinates department's work plan. Assigns projects and programmatic areas of responsibility. Reviews and evaluates work methods and procedures.

• Assists in the development and monitoring of the department budget, scheduled maintenance budget, and Capital project budgets including the control of expenditures of funds; budget issues, budget revisions, transfers, and augmentations; reconciliation and balancing of project budget data.

• Prepares, submits, and monitors purchase requisitions with required contract documentation including professional service agreements, contract amendments, labor compliance, bid documents, change orders and construction change directives and other required documentation.

• Coordinates with Master Plan architect as required to ensure that campus standards are followed, executed, and revised as necessary.

• Prepares correspondence independently or from verbal instructions; drafts, prepares and edits a wide variety of materials including schedules, charts, reports, forms, surveys, and other documents.

• Prepares and submits facility planning related documentations and reports, such as Scheduled Maintenance, Space Inventory, Five Year Construction Plan, District Design Standards, and EIR/CEQA. Updates the State FUSION system, as necessary, to ensure the accuracy of District projects and facilities.

• Prepares, submits, and executes all Notices of Completion for the District with the appropriate agencies.

• Prepares monthly communications to District executive management and Board of Trustees for the approval of contracts and contract revisions.

• Supports the Vice Chancellor in the development and updating of written directives, brochures, charts, reports, procedure manuals, employee handbooks, and district documentation related to facilities plans, processes, procedures, policies, and procurement.

• Works with the Vice Chancellor of Fiscal and Business Services to plan, organize, and manage activities related to the negotiation, preparation, and execution of a variety of contracts, leases, and procurement documents for the District including construction contracts, real estate leases, material and supply contracts and education agreements, grant agreements, maintenance agreements, and specially funded program agreements.

• Oversees the development and preparation of technical procurement specifications and formal bidding documents for complex and specialized equipment and services.

• Stays current with changes in laws, regulations, and rules related to procurement and makes recommendations for necessary changes to policy and procedures.

• Acts as liaison between administrators, contractors, vendors, and District staff regarding prequalification, bid and contract administration processes and ensures that due diligence requirements are met.

• Oversees the development of Requests for Proposals (RFP), Invitations for Bids, and Requests for Qualification documents. Assist district and campus users with developing scopes of work, maintaining project schedules, and adhering to budgets for minor capital outlay, space inventory, scheduled maintenance, special repair, and campus departmental projects.

• Effectively utilizes specialized software programs to process contract, procurement and leasing related documents.

• Oversees the development and maintenance of a vendor database and maintains Qualified Contractors Bidder's List.

• Directs the development of training sessions for college employees on contracts, procurement, and leasing procedures and practices and participates in training sessions.

• Directs the maintenance of official files of contracts, construction bids, procurement and leasing agreements, and related documents.

• Authorize progress payments to contractors.

• Assist with the review and monitoring of District insurance policies including liability, property, worker's compensation, wrongful acts, accident, athletic and student insurance.

• Oversee property damage and liability claims and all non-athletic student injury reports and insurance claim forms.

• Maintain District vehicle inventory; process required documents with the Department of Motor Vehicles for issuance of exempt registration.

• Oversee the inventory of District fixed assets and work with Directors of Maintenance and Operations at the colleges to assist with asset inventory.

• Oversee the Districtwide surplus property notices, advertisement, sale, and disposal.

• Prepares and submits Lessor's Exemption claim forms with the applicable assessor's office.

• Prepare department program review for area of responsibility.

• Coordinates closely with the Business Services Office including budgeting, accounts payable, contracts and procurement.

• Performs other duties as assigned that support the overall objective of the position.

Qualification

Knowledge, Skills, and Abilities

The position requires advanced professional knowledge of the procurement, risk management, Public Contract Code, Education Code, California Community College facilities funding process, appropriate state and federal laws pertaining to the competitive bidding process and procurement, services and activities of construction and engineering programs. Requires professional knowledge of the principles and practices of structure design and construction project management. Requires skills in organization and management practices as applied to the analysis and evaluation of programs, policies, and operational needs. Requires thorough knowledge of the role of financial management in facilities planning and procurement, including but not limited to financial performance analysis, budget preparation and administration. Requires in-depth knowledge of the principles of leadership, training, and performance evaluation. Requires a working knowledge of pertinent Federal, State, and local laws, codes and regulations affecting structural integrity of and access to facilities. Requires advanced math skill to perform forecasting and statistical/numerical analysis. Requires well-developed human relations skill to negotiate contracts and present reports to large audiences. Requires advanced language skill to prepare complex plans, reports, and correspondence. Requires skill in organizing work and building an effective team to respond to a high volume of service requests. Requires knowledge of Microsoft Office Suite, with mastery in Excel.

Requires the ability to plan, organize, direct, and coordinate the work of management, professional, and trades personnel; delegate authority and responsibility; prepare and administer large and complex reports and budgets. Requires the ability to work under stringent timelines and meet deadlines. Requires the ability to allocate limited resources in a cost-effective manner; and the ability to sequence and execute a high volume of work projects. Requires the ability to administer large-scale capital projects and coordinate design and construction. Must be able to prepare clear and concise plans, proposals, and reports. Must be able to interpret statistics, trends, and forecasts. Must have the ability to read, understand, and interpret drawings, plans, blueprints, and specifications for building and grounds projects as well as the ability to prepare cost estimates, write construction or equipment specifications, and prepare bids.

Physical Abilities

Requires sufficient ambulatory ability to inspect premises, including some ability to bend, stoop, and walk in confined areas. Requires arm, hand, and finger dexterity to operate keyboard, pointing devices, and other office equipment. Requires sufficient visual acuity to read detailed drawings, observe work and construction, recognize words and numbers. Requires sufficient auditory ability to carry on conversations in person with large audiences, one-on-one, and over the phone.

Working Conditions

Work is performed indoors and outdoors where some safety considerations exist from proximity to machines, materials, and environmental considerations. Travel within and outside of the District is required.

Education and Experience

Commitment to diversity, cultural competence, and anti-racism. All applicants must have demonstrated sensitivity, understanding of, and commitment to the diverse academic, socioeconomic, cultural, disability, gender, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff.

The position typically requires a Bachelor's degree or equivalent from an accredited college or university with major course work in construction management, engineering, architecture, industrial technology, business or a related field. Requires 3 years of increasingly responsible experience that includes construction project management, facilities planning, and/or procurement. Additional experience may substitute for some education.

Licenses and Certificates

Requires a valid driver's license.

Supplemental Information

REQUIRED MATERIALS:

• Cover letter

• Online District application

• Professional resume

• Unofficial transcripts from an accredited institution verifying course work completed and degree(s) received.

• Incomplete applications will not be accepted. It is the candidates responsibility to make sure the application packet is complete.*

West Hills Community College District is an equal opportunity employer committed to nondiscrimination on the basis of race, creed, color, religion, national origin, sex, sexual orientation, gender status, marital status, pregnancy, age, disability, genetic information or covered veteran's status consistent with applicable federal and state laws. Reasonable accommodations will be provided for applicants with disabilities who self-disclose.

Background Check:All of our positions require the ability to pass a background and live scan.

Selection Process:Depending upon the number of applicants who meet the minimum qualifications, the examination process may include a qualifications screening by a committee. Those demonstrating the strongest backgrounds related to the position will be invited to interview.