Cloyne Facilities Manager

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General Job Description

The Facilities Manager is responsible for overseeing the smooth operation of the room and board program at Cloyne Court. The FM shall do this by being an active participant in maintaining a cooperative environment at Cloyne Court through modeling cooperative behavior, maintaining habitability standards, problem solving between members and managers, and ensuring that the elected major managers (House, Community, Workshift, Maintenance, Kitchen, and Food Service) and minor managers are effectively performing their duties and acting in accordance with the needs of house members and the BSC.

General Duties

1. Reside full-time on the premises of Cloyne Court.
2. Work with house-level managers to enforce and support Cloyne’s Substance-Free Academic theme, seeking outside resources and support from the external community as appropriate.
3. Consistently and fairly enforce all Cloyne and BSC policies.
4. Must carry a mobile phone and be on-call for emergencies; must be willing to work nights and weekends.
5. Act as a liaison between members, house-level managers, and the house in general to the central-level.
6. Shall meet regularly with and provide reports to the Cooperative Experience Manager, as needed.
7. Is responsible for all official correspondence of the house.
8. Work with house-level managers and members to resolve conflicts as they arise.
9. The duties of Facilities Manager will remain the same throughout the winter break and the summer.
10. Act as a resource for, and participate in house-level manager trainings, as needed.
11. Act as a resource for information, assistance, and advice for all BSC house-level managers, house-level operations, and Board-level committees, under the direction of the Cooperative Experience Manager.
12. Other duties consistent with the mission of the BSC as required by the Cooperative Experience Manager.

Supervisory Duties

13. Shall meet with each major manager individually at the start of the semester to ensure that each manager is aware of expectations and to plan projects or goals for that manager to complete during the semester.
14. Must meet weekly with major managers and the Cloyne House President to ensure that their duties are being effectively executed and that the goals set forth at the beginning of the semester are being fulfilled.
15. Coordinate with the central-level liaisons to all major managers to ensure that all house and central-level duties are being fulfilled.
16. Attend weekly Council and manager meetings.
17. Shall hold at least 25 regularly scheduled Office Hours per week, between 9am and 9pm. The schedule must be posted at the beginning of the semester. The Facilities Manager will be required to remain in the Cloyne Office during scheduled office hour times unless attending to business elsewhere.

Operational Duties

18. Ensure the overall habitability, safety, and security of Cloyne Court.
a. Work with house-level managers, central-level staff, and University officials to ensure that habitability standards are maintained at all times.
b. Oversee habitability improvements including assigning paid workshifts and proposing projects to be funded from the habitability account, as necessary.
c. Monitor and ensure that fire safety prevention and detection devices in the house are functioning properly at all times.
d. Maintain hallways and common areas free of obstructions which may pose hazards in an emergency.
e. Act as the house Bathroom Manager by instructing members on proper bathroom cleaning techniques, maintaining a bathroom cleaning schedule, and ensuring each floor of each wing has supplies necessary to complete bathroom cleans.
f. Act as the house Emergency Coordinator by maintaining the house emergency kit, coordinating semesterly fire drills, and training members in evacuation procedures.
g. Act as the safety organizer at any special event approved by Council as necessary.
h. Perform security checks and ensure that doors and windows are securely locked.
19. Perform additional house management duties, including:
a. Keep an accurate and current list of residents and boarders.
b. Prepare vacant rooms for new residents.
c. Check-in new residents, collect key deposits, and dispense keys.
d. Give tours to prospective residents and other interested parties as appropriate.
e. Communicate promptly and effectively with members prior to their move-in, as well as with prospective members.
f. Perform room condition inspections and complete reports at least once per semester, noting the condition of each room and accurately inventorying Cloyne furniture.
g. Purchase furniture and supplies for Cloyne in order to meet contractual obligations, habitability needs, and/or at the Council’s request.
h. Perform room, closet and parking assignments and issue Cloyne parking tickets when necessary.
i. Ensure that all parking spaces at Cloyne are rented to members and/or outside parties.::
j. Oversee the move-out process and ensure that members are appropriately checked out and that Cloyne property and the condition of the room is appropriately documented.
k. Maintain a complete set of master keys and assist members with lock-outs.
l. Orient new house members to BSC policies, the Cloyne By-laws, and Cloyne policies.
m. Ensure that new house members attend New Member Orientation prior to that semester’s first room bids.

Financial Duties

20. Oversee house-level finances, including:
a. Manage Cloyne’s decentralized accounts and provide regular reporting the house membership regarding budget-to-actuals and available funds.
b. Manage and balance the Cloyne house checking account; write checks, and oversee the collection and allocation of house bill funds each semester.
c. Provide a full financial report of all house funds and recent historical trends in spending to Council at least once per semester.
d. Prepare and submit check-out slips to Central Office for members with outstanding bills and facilitate the resolution of any disputes, as needed.

Skills/Knowledge Expected for Job Performance

1. Excellent management/supervisory skills.
2. Excellent interpersonal, verbal/ written communication skills.
3. Strong conflict resolution skills.
4. Ability to cope with conflict.
5. Ability to work in a fast-paced environment and in stress or crisis.
6. Intermediate skill with computer applications (Microsoft Office, business database programs, online business applications, email, etc.)
7. Desire and ability to work with students in a student-controlled cooperative environment.
8. Basic knowledge of personnel policy and practices.
9. The ability to work independently on sensitive, confidential and often complicated issues with tact and political acumen.
10. Ability to develop familiarity with, have respect for, and apply consistently, a complex set of organizational policies dealing with the areas of responsibility for this position.
11. Ability to analyze problems/issues, gather data and information, evaluate and recommend alternative solutions, or effect solutions with a tolerance for ambiguity and change, when necessary.
12. Dedication to creating a cooperative, collaborative, creative and highly productive work environment.
13. A mission-driven approach to work, and a desire to contribute meaningfully to the BSC and its specific mission of providing affordable, quality, cooperative housing to a population that needs help in order to afford higher education.

Entrance Level Experience/Education Required

1. Four year college degree.
2. At least one year of residential management experience.
3. At least one year supervisory experience managing multiple staff and, preferably, also student employees.
4. Familiarity, in a work setting, with the many and complex issues faced by populations of college students, (e.g. mental health, substance abuse, and other health and wellness issues).
5. Familiarity with the special issues faced by, and the resources available to, students with a wide range of disabilities.

Preferred Experience

1. Significant experience working with a college/university student population, particularly in a residential setting.
2. Experience with and/or involvement in one of more cooperative or collective organizations.

Additional Requirements

1. Ability to sit for long hours and sustain long hours of computer and keyboard use.
2. The ability to work evenings on a somewhat regular basis is required.
3. Willingness and ability to carry an emergency telephone and respond to emergency calls.

Term of Job: Indefinite

Expected Hours per Week: Full-Time, Exempt

Basic Wage Range: Level 7 to 13 (Plus Room & Board)

Hired by: Staff Hiring Committee

Supervised by: Cooperative Experience Manager

Working Conditions by: Employee Association Contract

[Board approved 5/8/14.]