Required Qualifications (as evidenced by an attached resume): Bachelor's Degree (foreign equivalent or higher). In lieu of degree, four (4) years of directly related full time experience, or/and combination of higher education and experience totaling four years may be considered. Four (4) years of directly related full-time professional experience with commercial and residential HVAC Systems. Five (5) years of full time supervisory experience. Experience in the application of thermodynamic theory in assisting in troubleshooting HVAC equipment and system problems. Knowledge in state-of the-art energy management systems and preventive maintenance practices. Experience preparing and performing presentations to all levels of management and various audiences. Must have, keep and maintain the appropriate valid NYS Driver's License; have a motor vehicle record which is free from major violations or a pattern of repeat violations. (***Out-of-State Applicants, see "Special Notes").
Preferred Qualification: Master's Degree (foreign equivalent or higher) in Business or Engineering. Five or more years (5+) of full-time experience working in the HVAC field. Progressively responsible experience working with contract services. Experience in monitoring HVAC contractor services. Experience working with High Temp Hot Water. Experience writing comprehensive reports, planning projects, and administering a budget . Experience using a Computerized Maintenance Management System (CMMS). Experience supervising personnel in a union environment. Experience working in a large academic setting or similar facility.
Brief Description of Duties: The Assistant Director of HVAC is responsible for the management of personnel, finances and equipment as well as development and implementation of programs and policies related to the operations and maintenance of HVAC. The Assistant Director will provide guidance and direction of three major areas; Facilities Operations HVAC department, Residential Operations HVAC department including Food Services, and High Temp Hot Water (HTHW) projects. This position requires excellent communications skills.
The selected candidate will be responsible for the following duties.
Effective Management of assigned areas: Direct the daily operation of the assigned areas through subordinate managers and supervisors providing the daily maintenance and repair activities of Facilities Operations and Residential Operations HVAC departments. Ensure managers develop work assignments, including work schedules, materials, equipment and workforce needed, with available resources in the most efficient, economical and timely manner. Plan & organize a complete routine maintenance schedule for the campus's HVAC systems for Facilities Operations, Residential Operations, Food Services, R&D campus, and offsite properties. Responsible for emergency response and coordination in critical situations.
Facilities Operations HVAC - Responsible for the effective operation, repair and maintenance of the HVAC equipment and systems, including emergency repairs, initiating and monitoring an effective preventive maintenance program and ensure that the mechanical equipment rooms are maintained in a neat, orderly and safe condition appropriate for their designated function. Ensure tools and equipment necessary to accomplish these tasks are available and accounted for in accordance with the current Facilities Operations policies and procedures.
Evaluate routine maintenance tasks for HVAC Staff and implement changes to improve efficiencies. Direct the HVAC operation through subordinate managers and supervisors providing the daily maintenance and repair activities of the department in support of the academic mission of the University.
Plan specific work assignments ensuring that all parts of the assignments are provided for including work schedules, materials, equipment and manpower needs. Ensure all assignments are completed in the most efficient, economical and timely manner. Responsible for emergency response and coordination in critical situations on West Campus, including R&D campus and offsite properties.
Residential Operations - HVAC - Responsible for the effective operations, repair and maintenance of Residential buildings including Food Services and kitchens on campus. Emergency repairs, initiating and monitoring an effective preventive maintenance program, and ensure that the mechanical equipment rooms are maintained in a neat, orderly and safe condition appropriate for their designated function. These buildings are occupied 24/7. Create policies and procedures for Residential Operations HVAC department.
Evaluate routine maintenance tasks for Residential Operations HVAC Staff and implement changes to improve efficiencies. Direct the Residential Operations through subordinate supervisor providing the daily maintenance and repair activities. Ensure all buildings are up-to-date with repairs and maintenance.
Plan specific work assignments ensuring that all parts of the assignments are provided for including work schedules, materials, equipment and manpower needs. Ensure all assignments are completed in the most efficient, economical and timely manner. Responsible for emergency response and coordination in critical situations for all Residential Operations buildings.
Personnel: Direct Facilities Operations & Residential Operations HVAC employees in accordance with State and University policies, including but not limited to recruitment, training, performance evaluations/programs, terminations, safety, and discipline. Administer applicable union/labor agreements and grievances.
Review and approve all work requests, preparation of estimates of time and material required to accomplish jobs, establish methods of work accomplishment, and assignment of proper work priorities. Review activities and provide direction on department meetings and division objectives. Create, update, and review policies and procedures; develop and direct a preventive maintenance program. Control and schedule planned time off and monitor all unscheduled time off for Facilities and Residential Operations HVAC staff, to ensure adequate coverage on all shifts. Represent the department at hearings and arbitration. Assess workforce needs and capabilities, and implement change as needed; revise job descriptions and performance programs. Screen and interview job applications and select new HVAC employees.
Review and update the existing policies for Facilities Operations and Residential Operations HVAC departments and ensure staff has attended all required safety training. Safety shall remain a primary concern; ensure all staff use the proper PPE. Work with EH&S to perform hazard assessment, when needed. Ensure the policies of the University and Facilities Operations are being followed, as well as all safety regulations.
Inventory Control and Projects: Maintain status of all HVAC equipment and systems for Facilities Operations and Residential Operations. Prepare reports to document failure/discovery, problem, estimated repair date, status meeting, and regulatory regulations when necessary. Do periodic and special inspections to determine the need for work to be completed on HVAC equipment and systems. Establish and maintain a prioritized list of HVAC tasks to be accomplished within the facility. Plan for and schedule such work with available resources. Identify projects beyond resource capabilities for accomplishment via State University construction funding or DIFR Capital & Rehab Project funding.
State University Construction Fund: Responsible for all projects that fall within the Facilities Operations HVAC departments. Submit proposals, review all drawings and plans and consult on all projects that deal with HVAC and HTHW. Track and monitor capital projects and ensure they remain within budget or ask for increases when necessary. Analyze data and make recommendations to Associate VP of Facilities & Services and Associate VP of CPDC, as to the department's needs for additional funding due to unforeseen emergencies. Ensure all projects run smoothly with minimal disruptions.
DIFR Capital and Rehab Projects: Responsible for all projects that are within Residential Operations HVAC department. Submit proposals, review all drawing and plans and consult on all projects that deal with HVAC. Track and monitor projects and ensure they remain within budget or ask for increases when necessary. Analyze data and make recommendations to Associate VP of Facilities & Services, as to the department's needs for additional funding due to unforeseen emergencies and/or safety issues. Ensure all projects run smoothly with minimal disruptions.
Equipment and bid Specifications: Develop specifications, engineering sketches and cost estimates for HVAC equipment, material and service contracts. Negotiate, monitor, and manage these contracts. Document and report results for Purchasing to the Director and Associate VP of Facilities & Services.
Management of Budgets: Management of the HVAC Budget for Facilities Operations and Residential Operations. Assist the Director in preparing operational and project budget for all necessary work. Perform other procurement duties as assigned by the Director. Review all State procurement guidelines. Ensure that the staff follow these guidelines in their purchasing activities paying special attention to contract management and ensure the staff manages their contracts appropriately. Review and approve all departmental contract invoices for accuracy and approve for payment. Where contracts do not exist, the Assistant Director shall work with procurement and the Assistant Director of Contracts Management to develop local contracts. Create requisitions for supplies and materials and test new products; requisitions new tools/equipment and parts as needed to ensure satisfactory completion of HVAC function duties.
Other duties or projects as assigned as appropriate to rank and departmental mission.
Special Notes: This is a full-time appointment. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.
***Out-of-State Applicants: Please note as a condition of employment and in order for this position to be tendered, the successful incumbent will be required to provide evidence of a valid license and driving abstract from the state issuing the license within five business days of a conditional offer and must obtain a NYS driver's license within 30 days of acceptance of offer.
This position will remain posted until filled or for a maximum of 60 days. An initial review of all applicants will occur two weeks from the posting date. Candidates are advised on the application that for full consideration, applications must be received before the initial review date (which is within two weeks of the posting date).
If within the initial review no candidate was selected to fill the position posted, additional applications will be considered for the posted position; however, the posting will close once a finalist is identified, and at minimal, two weeks after the initial posting date. Please note, that if no candidate were identified and hired within 60 days from initial posting, the posting would close for review, and possibly reposted at a later date.
Essential Position: This has been designated as an essential position based on the duties of the job and the functions performed. Positions that are designated as such may be required to report to work/remain at work even if classes are cancelled, and the campus is working on limited operations in an emergency.
Resume/CV and cover letter should be included with the online application.
Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.
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Official Job Title: Associate Facilities Program Coordinator
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: Facilities Operations-Stony Brook University
Schedule : Full-time Shift : Day Shift Shift Hours : 7:00 am - 3:30 pm
Posting Start Date: Jul 15, 2021
Posting End Date: Sep 14, 2021, 3:59:00 AM
Salary: Commensurate with experience.
Salary Grade: SL4
Appointment Type: Term
Internal Number: 2102532
About Stony Brook University
FROM ITS BEGINNINGS A HALF-CENTURY AGO, STONY BROOK UNIVERSITY HAS BEEN CHARACTERIZED by innovation, energy and progress, transforming the lives of people who earn degrees, work and make groundbreaking discoveries here. A dramatic trajectory of growth has turned what was once a small teacher preparation college into an internationally recognized research institution that is changing the world.