Housing Facilities Supervisor - VTS - Vanderbilt University Medical Center : Job Details

Position Summary:

This position is responsible for communicating physical plant needs-housekeeping, plumbing, HVAC, electrical, etc.-to VUMO and tracking work requests through to satisfactory completion. The HFS reviews maintenance requests daily and follows up with the requestors. The HFS works closely with the Zone Manager and Housekeeping Supervisor in assigned areas regarding short- term and long-term maintenance and housekeeping needs. The HFS also works closely with Area Coordinators in the residence halls to communicate with students. Reporting directly to the Assistant Director of Housing Facilities, the HFS reports daily on facilities issues. These reports range from simple facility repairs to fire and flood emergencies. Additionally, the HFS works with Vanderbilt Campus Planning & Construction regarding renovations and new construction.

This position requires flexibility to work weekends and evenings, when necessary, since residence halls operate 24/7.

About the Work Unit:

Housing Facilities & Security Systems exists to ensure our students' residential environment is a catalyst for and a supplement to, rather than a distraction from, their education. Within Housing and Residential Experience (HRE), Housing Facilities & Security Systems oversees the operating conditions, safety, security, comfort, accessibility, repair, improvement, and upgrade of student housing on campus. The Housing Facilities staff are liaisons between the University, the students, and their families regarding the condition of residence halls and Greek chapter houses. Housing Facilities also has responsibility for on-campus faculty apartments, staff apartments, and emergency housing. Housing Facilities coordinates the everyday maintenance and repair of our facilities in conjunction with VUMO and CPC.

About Student Affairs:

Student Affairs serves a central role in student learning and development at Vanderbilt, advancing the University's mission of teaching, research, and service. Student Affairs at Vanderbilt cultivates vibrant, inclusive communities that foster a student's sense of belonging and wellbeing through collaborative partnerships, transformative learning experiences, and an accessible and holistic network of resources. We value connection, belonging, compassion, development, and innovation. Our staff are committed to continued growth in knowledge, awareness, skills, and experience engaging with these priorities in a higher education environment.

Key Functions and Expected Performance:

* Maintain the day-to-day housing operations of facilities. Create, monitor, follow up on work orders on identified maintenance concerns. Oversee all assigned house facility functions.

* Monitor any work contracted by HRE, confirm work has been performed satisfactorily and submit billing information for payment.

* Coordinate projects related to the installation, maintenance, and removal of building utility systems (i.e., electrical, plumbing, heating/ventilation/air conditioning/IT), painting, carpeting, masonry, carpentry, and furnishings; and communicate accordingly with workers/contractors involved in these tasks.

* Work closely with VUMO to oversee building and grounds maintenance. Supervise and assesses the quality of work of campus partners and vendors to ensure that all tasks are performed correctly and safely.

* Monitor the safety and cleanliness of interior and exterior areas. Report any deficiencies to the appropriate staff/department to address.

* Reset common area furniture to default positions routinely throughout the semester.

* Request lock changes and/or new keys and deliver new keys.

* Retain accurate records of inventory for assigned areas (furniture, electronics, keys, tools, maintenance supplies, moving equipment, and other items upon request).

* Maintain accurate records of all building related details.

* Maintain cleanliness, order, and inventory of all storage spaces.

* Resolve facility-related complaints from students, parents, staff, and guests.

* Partner with the VUMO to identify and address physical plant operations and maintenance issues.

* Evaluate facilities and develop scope of work for projects within buildings for comprehensive budget projections.

* Prepare cost estimates for moves and projects.

* Schedule and coordinate all aspects of major work projects.

* Identify needs for building renovations and collaborate with Vanderbilt Campus Planning and Construction, university architects, and third-party architects, consultants, and contractors to plan, schedule and execute building renovations and improvements.

* Monitor the progress of special projects and provide progress reports to the Assistant Director of Housing Facilities as requested.

* Participate in planning and design of maintenance work, replacements, improvements, upgrades, and major projects within assigned facilities.

* Coordinate faculty apartment turnover (remodel, upgrades, furniture removal, appliance replacement, cleaning, etc.).

* Anticipate and prepare housing facilities for weather changes.

* Serve as back up for HFS staff in other residential areas as needed.

* HFS must be reachable during business hours (M-F 8-4:30) via telephone and are required to respond to all emails and Teams messages promptly.

* Given the nature of HRE work and the student population served, HFS must be available via telephone to respond to after-hours emergencies such as flood, fire, utility failure, or natural disaster and may occasionally be required to report to campus.

* Function as the facility liaison between various stakeholders both internal and external including, but not limited to: the Chancellors office, Student Affairs, Housing Assignments, Residential Experience, Greek Life, Conferences and & Services, VUMO, vendors, parents, students, student organizations, and the access and security team.

* Regularly inspect all doors and windows and other points of entry for proper operation to secure the building. Remain familiar with the building envelop to safeguard the University asset and create regular maintenance cycles for building longevity and safety. Assist with property tagging and capital asset inventory efforts.

* Compile reports that provide purchase recommendations for budgetary purposes.

* Participate in planning student occupancy with staff from Housing Assignments, Residential Experience, and Conferences and Events.

* Responsible for product sampling, product safety inspections, regular testing and inspections of products, and product maintenance or maintenance scheduling.

* Maintain printer supplies for printers within residence halls.

* Be familiar with fire codes, fire equipment (functions, locations, and operation), and building security.

* Participate in Residential Experience staff selection and training for assigned buildings.

* Serve on divisional committees and working groups to enrich the experience and resources available to staff across the division.

* Participate in division wide events as needed (Move-In Day, Rites of Spring, Diverse 'Dores Day, MLK Day, etc.) to support colleagues and ensure these events run smoothly.

* Maintain an understanding of institutional and departmental financial policies related to areas such as travel, procurement, expense, and time reporting to ensure compliance and proper stewardship of Vanderbilt University resources.

* Demonstrate a willingness to support colleagues across the division to encourage the implementation or fulfillment of divisional goals and strategic priorities.

* Perform other duties as assigned.

Supervisory Relationships:

This position has limited supervisory responsibility. The HFS provides direction and supervision of temporary staff that are assigned to them for various projects throughout the year. The HFS will develop work assignments, report time and complete job performance assessments. This position reports administratively and functionally to the Assistant Director of Housing Facilities.

Education and Certifications:

* Associate degree, technical school diploma, and/or skill trades license is necessary. A bachelor's degree from an accredited institution of higher education is preferred.

* 3 years of construction/maintenance management or relevant experience is necessary.

* 3 years of experience in a facilities role in a higher education, hotel, or residential property is preferred.

* Must have and maintain a valid driver's license and a satisfactory driving record. Vanderbilt University engages a third party to provide continuous up-to-date notifications regarding negative changes to motor vehicle records.

Experience and Skills:

* Strong mechanical comprehension and aptitude.

* Demonstrated experience, sensitivity, and diplomacy in managing operations, with a strong customer service orientation. Maintains a professional demeanor when interacting with students, faculty, parents, service personnel, and contractors.

* Excellent communication skills and a collaborative mindset for effective teamwork within a technology-driven environment

* Ability to use the required tools and equipment for maintenance purposes.

* Proficiency in Microsoft Office Suite, Adobe Acrobat, and Microsoft Teams, with a strong willingness to learn and adapt to various applications and technologies used within the University. These may include systems such as a Computerized Maintenance Management System (CMMS), Housing Assignment software, and asset management tools, among others.

* Demonstrated success in taking initiative, meeting deadlines, adapting to changing priorities, and managing multiple projects simultaneously.

* Possess a basic knowledge of building systems to include HVAC, plumbing, electrical, and system controls.

* Working knowledge of pertinent regulatory and statutory requirements including building and fire codes.

* Experience with reading and interpreting construction documents (drawings, diagrams, specifications, etc.).

* Values the importance of equity as an organizational operating principle and is committed to equity, diversity, and inclusion.

Essential Staff Designation

This position has been designated as Essential Staff. As such, this position is expected to respond to emergencies outside of normal business hours on occasion. This position is also expected to report to the campus daily. Remote work is not a normal possibility.