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Facilities Management Specialist 2 (5194U), Institute of Research on Labor and Employment - 47906
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Position Number: 3802907
Location: Berkeley, CA
Position Type: Facilities Management

Facilities Management Specialist 2 (5194U), Institute of Research on Labor and Employment - 47906 About Berkeley

At the University of California, Berkeley, we are committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome and included. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.

The University of California, Berkeley, is one of the world's leading institutions of higher education, distinguished by its combination of internationally recognized academic and research excellence; the transformative opportunity it provides to a large and diverse student body; its public mission and commitment to equity and social justice; and its roots in the California experience, animated by such values as innovation, questioning the status quo, and respect for the environment and nature. Since its founding in 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world.

We are looking for equity-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community. When you join the team at Berkeley, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, staff, students and community partners. In deciding whether to apply for a position at Berkeley, you are strongly encouraged to consider whether your values align with our Guiding Values and Principles, our Principles of Community, and our Strategic Plan .

At UC Berkeley, we believe that learning is a fundamental part of working, and our goal is for everyone on the Berkeley campus to feel supported and equipped to realize their full potential. We actively support this by providing all of our staff employees with at least 80 hours (10 days) of paid time per year to engage in professional development activities. To find out more about how you can grow your career at UC Berkeley, visit grow.berkeley.edu.

Departmental Overview

The Institute for Research on Labor and Employment (IRLE) is an interdisciplinary institute at the University of California, Berkeley that is home to several nationally-recognized centers and programs that conduct research, education, and outreach on labor and employment issues. IRLE is housed in a 3 story, 15,000 square foot historical building with over 100 staff, faculty, researchers, students, visiting scholars and other active appointments.

Application Review Date

The First Review Date for this job is: January 27, 2023

Responsibilities

Building Facilities/Operations:

Oversees building and grounds maintenance, repairs, upgrades/renovations.
Serves as the point of contact with Physical Plant and Custodial Services, Campus Recycling & Refuse Services, Grounds Keeping, L&S Facilities, EH&S and other facilities related units.
Makes recommendations for facility improvements/upgrades.
Works with onsite contractors and other vendors to coordinate work schedules, facilitate emergency access, and track progress of work.
Oversees office moves, furniture ordering, IST phone /node orders, as well as Excess and Salvage and Shredding Services pick-ups.
Submits and follows up on work requests.
Keeps the Assistant Director informed as needed, escalating building /space issues to her and the Director when appropriate.
Coordinates on-boarding and orientations for new staff including computer equipment and set up.
Maintains space assignment plans, building occupant rosters and other facilities tracking sheets/systems.
Helps ensure the staffing information on the IRLE website is kept up to date and is accurate.
Keeps building occupants informed about building facilities issues that may affect them and any new campus policies/procedures.
Fills out campus building related surveys and requests for information.
Oversees quarterly meetings and communications with the IRLE center's building coordinators.

Building Access/Key Control:

Monitors the front doors during business hours (9:00 am - 5:30 pm)
Responsible for coordinating Cal 1 card key access and for programming/distributing building electronic door codes.
Serves as "Department Access Key Controller" as defined by the UCPD Access Control Policy, maintaining accurate records of all access control activities, ensuring appropriate authority prior to issuing metal keys, ordering replacement keys as needed, recovering department keys from departing personnel, reporting any failure to recover access control keys to department management and UCPD, and securely storing unassigned keys in the department's UCPD-approved cabinets.

Building Safety/Emergency Preparedness:

Serves as main IRLE safety coordinator and building monitor for campus emergency/disaster preparedness.
Maintains the building emergency and contingency plans and coordinates education and planning in this area for all building occupants.
Serves as the communication liaison between campus service agencies and building occupants.
Maintains and supervises distribution, security and maintenance of department radios as required.
Maintains first aid and earthquake and other safety supplies and equipment.
Represents IRLE at campus building safety/security meetings.
Conducts regular periodic rounds to inspect areas for security, fire and accident hazards and reports any building irregularities to the IRLE Assistant Director and appropriate campus authorities.

Managing Reception Area/Conference Rooms/Copier Room/Common Areas:

Ensures a clean and orderly environment so that front reception, conference rooms, and common areas are kept clean and orderly, furniture properly arranged, conferencing equipment secured and in proper working order.
Oversees all the signage for the building including ordering new employee office name plates.
Receives and distributes daily mail and purchases.
Ensures that the main IRLE copier, fax and other main office equipment are in working order.
Assigns copier codes and submits/follows up on service requests.
Ensures sufficient inventory of office and kitchen supplies.

Building Finances:

Manages overall building operations budget, as well as renovations and other building-related project budgets.
Tracks expenditures and coordinates billing with Physical Plant, L&S Facilities, Capital Projects, IST and other building related recharge service units to ensure proper billing.
Reviews accounting statements and monthly expenditure reports for accuracy, ensures proper allocation of costs to various IRLE centers and programs.
Coordinates with center financial designees and IRLE assigned Financial Analyst to initiate expenditure transfers as necessary.

Event Support:

Provides support for IRLE Central events which includes moving furniture, setting up chairs, tables, catering, audio/video equipment, etc.
Monitors the front and side door access during events and provides other event support tasks as needed.

IT Equipment Tracking:

Tracks new laptop/desktop purchases requests made via ServiceNow and Bearbuy.
Follows up and escalates issues to Assistant Director and IT Manager as needed.
Maintains computer and laptop inventory and serves as the department equipment custodian through the campus equipment tracking system.
Schedules and coordinates Excess and Salvage pick-ups for discarded equipment in coordination with the IT Manager.

Ergonomics:

Serves as the ergonomics coordinator for the institute.
Sends occasional reminders and tips to the building occupants.
Interfaces with the campus Ergonomics Program and coordinates the paperwork for the purchase of ergonomic equipment and supplies.

Other:

Possible supervision of student assistants and other miscellaneous administrative duties as assigned by the Assistant Director.

Required Qualifications

Working knowledge of practices and procedures relating to facility maintenance.
Written communication skills to prepare a variety of correspondence, reports, policies and procedures, and training documents.
Skills to work under pressure of deadlines in a stressful environment.
Active listening, interpersonal communication and problem-solving skills to effectively resolve questions, concerns, issues or problems and ensure cooperative and productive working relationships.
Skills to work independently and as part of a team.
Working organizational skills to work on multiple projects with competing deadlines, to establish goals and workload priorities, and to meet project deadlines within budget and time constraints.
Working knowledge of practices and procedures of safety and emergency preparedness.
Ability to use sound judgment in responding to issues and concerns, maintaining confidentiality when necessary.
Demonstrated commitment to excellence in customer service.
Proficiency in google office applications including google mail, drive and calendar, and other software/web interfaces.
Attention to detail and ability to work with a high degree of accuracy.

Education/Training:

Bachelor's degree in related area and / or equivalent experience / training.

Preferred Qualifications

Knowledge of common financial principles and experience working with budgets.
Working knowledge of and/or ability to learn about common University rules and regulations, business processes, systems and procedures.
Demonstrated interest in IRLE's mission.
Experience using and/or ability to learn Campus facilities ticketing system.
At least 1-2 years of facilities management experience.

Salary & Benefits

For information on the comprehensive benefits package offered by the University, please visit this UCOP link.

Under California law, the University of California, Berkeley is required to provide a reasonable estimate of the compensation range for this role and should not offer a salary outside of the range posted in this job announcement. 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, analysis of internal equity, 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 budgeted hourly range that the University reasonably expects to pay for this position is $33.52 - $41.67.

This is a 100% full-time (40 hours per week), career position that is eligible for full UC benefits.
This position is non-exempt and paid bi-weekly.

How to Apply

To apply, please submit your resume and cover letter.

Conviction History Background

This is a designated position requiring fingerprinting and a background check due to the nature of the job responsibilities. Berkeley does hire people with conviction histories and reviews information received in the context of the job responsibilities. The University reserves the right to make employment contingent upon successful completion of the background check.

Equal Employment Opportunity

The University of California 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, or protected veteran status. For more information about your rights as an applicant see the EEOC poster.

For the complete University of California nondiscrimination and affirmative action policy see the UC policy.

To apply, visit https://careerspub.universityofcalifornia.edu/psp/ucb/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=21&JobOpeningId=47906&PostingSeq=1