Housing Facilities Supervisor

PositionSummary:

The Housing Facilities Supervisor (HFS) is part of Housing and Residential Experience in the StudentAffairsdivisionatVanderbiltUniversityandisakeyindividualcontributorservingasa liaisonbetweenHREandresidentsVanderbiltUniversityMaintenance&Operations(VUMO) Residential Colleges and other campus partners.

This position is responsible for communicating physical plant needshousekeeping plumbing HVAC electrical VUMO and tracking work requests through to satisfactory completion. 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 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.

Thispositionrequiresflexibilitytoworkweekendsandeveningswhennecessarysince residence halls operate 24/7. This position also requires the regular use of physical stamina in a way that maintains the employee be able to comfortably walk at a brisk pace as well as comfortably lift 50 pounds on a consistent basis.

AbouttheWorkUnit:

HousingFacilities&SecuritySystemsexiststoensureourstudentsresidentialenvironmentisa 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.

AboutStudent Affairs:

Student Affairs serves a central role in student learning and development at Vanderbilt advancing the Universitys mission of teaching research and service. Student Affairs at Vanderbilt cultivates vibrant inclusive communities that foster a students sense of belonging andwellbeingthroughcollaborativepartnershipstransformativelearningexperiencesandan 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.

KeyFunctionsandExpectedPerformance:

• work orders on identified maintenance concerns. Oversee all assigned house facility functions.
• MonitoranyworkcontractedbyHREconfirmworkhasbeenperformedsatisfactorily 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) paintingcarpetingmasonrycarpentryandfurnishings;andcommunicateaccordingly with workers/contractors involved in these tasks.
• assessesthequalityofworkofcampuspartnersandvendorstoensurethatalltasksare performed correctly and safely.
• to the appropriate staff/department to address.
• Resetcommonareafurnituretodefaultpositionsroutinelythroughoutthe semester.
• Requestlockchangesand/ornewkeysanddelivernew keys.
• Retainaccuraterecordsofinventoryforassignedareas(furnitureelectronicskeystools maintenance supplies moving equipment and other items upon request).
• Maintainaccuraterecordsofallbuildingrelateddetails.
• Maintaincleanlinessorderandinventoryofallstorage spaces.
• Resolvefacility-relatedcomplaintsfromstudentsparentsstaffandguests.
• PartnerwiththeVUMOtoidentifyandaddressphysicalplantoperationsand maintenance issues.
• Evaluatefacilitiesanddevelopscopeofworkforprojectswithinbuildingsfor comprehensive budget projections.
• Preparecostestimatesformovesandprojects.
• Scheduleandcoordinateallaspectsofmajorwork projects.
• IdentifyneedsforbuildingrenovationsandcollaboratewithVanderbiltCampusPlanning and Construction university architects and third-party architects consultants and contractors to plan schedule and execute building renovations and improvements.
• MonitortheprogressofspecialprojectsandprovideprogressreportstotheAssistant Director of Housing Facilities as requested.
• Participateinplanninganddesignofmaintenanceworkreplacementsimprovements upgrades and major projects within assigned facilities.
• Coordinatefacultyapartmentturnover(remodelupgradesfurnitureremovalappliance replacement cleaning etc.).
• Anticipateandpreparehousingfacilitiesforweatherchanges.
• ServeasbackupforHFSstaffinotherresidentialareasasneeded.
• 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 floodfireutilityfailureor natural disaster and may occasionally be required to report to campus.
• Functionasthefacilityliaisonbetweenvariousstakeholdersbothinternalandexternal 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.
• Regularlyinspectalldoorsandwindowsandotherpointsofentryforproperoperationto secure the 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.
• Compilereportsthatprovidepurchaserecommendationsforbudgetarypurposes.
• ParticipateinplanningstudentoccupancywithstafffromHousingAssignments Residential Experience and Conferences and Events.
• Responsibleforproductsamplingproductsafetyinspectionsregulartestingand inspections of products and product maintenance or maintenance scheduling.
• Maintainprintersuppliesforprinterswithinresidence halls.
• Befamiliarwithfirecodesfireequipment(functionslocationsandoperation)and building security.
• ParticipateinResidentialExperiencestaffselectionandtrainingforassignedbuildings.

• Institutional Divisional and Department Administration
• Contribute to the broader mission and objectives of Student Affairs and the University by serving on divisional and institutional committees task forces and working groups.
• Actively participate in key divisional initiatives and events including Move-In Day and all-division meetings and gatherings.
• Maintain a working knowledge of relevant university policies procedures and systemssuch as those related to travel procurement expense and time reportingto ensure effective compliant and responsible operations.
• Demonstrate a collaborative spirit by supporting divisional colleagues and engaging in efforts that advance shared goals and strategic priorities.
• Performotherdutiesas assigned.

SupervisoryRelationships:

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 positionreportsadministrativelyandfunctionallytotheAssistantDirectorofHousingFacilities.

EducationandCertifications:

• Associate degree technical school diploma and/or skill trades license is necessary.A bachelors degree from an accredited institution of higher education is preferred. Work experience in lieu of education or a combination of education and work experience will be considered.
• 3yearsofconstruction/maintenancemanagement or relevantexperience is necessary.
• 3yearsofexperienceinafacilitiesroleinahighereducationhotelorresidential property is preferred.
• Must have and maintain a valid drivers 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.

Experienceand Skills:

• Strongmechanicalcomprehensionandaptitude.
• 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.
• Excellentcommunicationskillsandacollaborativemindsetforeffectiveteamworkwithin a technology-driven environment
• Abilitytousetherequiredtoolsandequipmentformaintenance 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.
• Demonstratedsuccessintakinginitiativemeetingdeadlinesadaptingtochanging priorities and managing multiple projects simultaneously.
• PossessabasicknowledgeofbuildingsystemstoincludeHVACplumbingelectricaland system controls.
• Working knowledge of pertinent regulatory and statutory requirements including building and fire codes.
• Experiencewithreadingandinterpretingconstructiondocuments(drawingsdiagrams specifications etc.).
• Valuestheimportanceofequityasanorganizationaloperatingprincipleandis committed to equity diversity and inclusion.

EssentialStaffDesignation

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.