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Law School Facility Manager

Apply now Posting #: 4395
Position Status: Full-time regular
Location: San Diego
Position Type: Staff, School of Law

Position Title & Department:

 Law School Facility Manager; School of Law
Posting #


Department Description:

USD School of Law is one of the 84 law schools elected to the Order of the Coif, a national honor society for law school graduates. The law school's faculty is a strong group of outstanding scholars and teachers with national and international reputations and currently ranks in the top 20% (36th out of 204) among U.S. law schools in scholarly impact according to a 2018 study. The school is accredited by the American Bar Association and is a member of the Association of American Law Schools. Founded in 1954, the law school is part of the University of San Diego, a private, independent, Roman Catholic university chartered in 1949.

University Description:

The University of San Diego, a contemporary and engaged Roman Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity’s urgent challenges.

Detailed Description:
The Law School Facility Manager is responsible for the daily operations of the physical environment of the School of Law, procurement support and oversight of administrative information technology services. Additionally, the Manager is responsible for collaborating with occupants, guests and service providers to identify, estimate, plan, budget and implement facility projects and technology upgrades for the School of Law. The Manager will lead in the development of policies and procedures, short and long-term planning and budgeting, and oversight of all facilities, procurement and IT needs. A key element of this position is the ability to work with faculty, students, staff and administrators to proactively identify and correct deficiencies and to plan for the future capabilities of the School of Law.

Duties and Responsibilities:

Building Management

  • Direct responsibility for the maintenance, repair, refurbishment and functionality of 131,731 gross square feet of space assigned to the School of Law (Warren Hall, Pardee Legal Research Center, Guadalupe Hall and Barcelona Legal Clinics)
  • Plans, budgets and schedules all building services to ensure offices, public areas, meeting spaces, classrooms, restrooms, service areas and exterior grounds are safely and appropriately furnished and maintained
    • Responds in a timely manner to complaints and requests
    • Follows-up with Facilities when problems are not being resolved
  • Develops and implements inspection and inventory review process to ensure all furniture and building systems are safe, functional and operating as designed
  • Coordinates with other campus departments to ensure that the School of Law buildings are inspected routinely and that all applicable fire, safety and health codes are observed; initiates corrective actions taken to ensure compliance as needed
  • Addresses safety hazards as they arise and ensures staff is informed and trained on emergency response procedures
  • Notifies Public Safety when the safety of the School of Law buildings or occupants has been compromised
  • Provides support to schedulers to ensure that space is set-up as needed for events and activities and is returned to standard after the completion of the events
  • Develops, budgets and implements annual schedule for maintenance, repair, janitorial services and special projects
    • Meets with law school personnel to schedule tasks to meet expectations regarding the availability and condition of the building throughout the year
    • Works closely with School of Law academic and event schedulers to avoid conflicts in building usage; daily access to EMS system to verify availability and accessibility
  • Collaborates with Facilities Project Management, General Services, University Design, Procurement, IT, Telecommunications, and outside vendors to communicate, schedule and complete all technology implementations, building improvements and modification projects
    • Assists in preparation of project budget; monitors and reports on budge vs. actual expenses
    • Prepares purchase orders, processes invoices as needed
    • Provides punch list to ensure project is fully completed before payments are provided
  • Processes all key/entry requests
    • Develops and publishes policy and procedure for acquiring keys and/or getting access to locked rooms
    • Disburses keys and maintains an accurate database of serial numbers and associated employees
    • Develops, communicates and manages processes for access to exterior entrances to law school buildings; collaborate with Facilities, Student Affairs, and Public Safety to resolve issues including key card access to interior offices
    • Retrieves keys from employees leaving the university and updates database

Space Occupancy

  • Documents and implements a space occupancy policy for the use of office space and storage space within the School of Law buildings
  • Develops, documents and implements office standards
    • Ensures compliance with university standards regarding furniture, artwork and color palette
    • Communicates and ensures compliance with reimbursement policies
    • Provides standardized office fit-ups with consistent and appropriate accessories
  • Develops, documents and implements a storage policy to avoid inappropriate and/or inefficient use of space
    • Schedules annual clean-up and purging of all storage areas
    • Schedules shredding services, as needed
  • Helps manage the faculty office lottery when required
  • With direction from the Vice Dean, assigns office space to new faculty and visiting faculty in accordance with the School of Law space occupancy policy
    • Notifies faculty member, Dean’s Office and Faculty Assistant Supervisor
  • Initiates and coordinates all MACs (“Moves, Adds and Changes’) with all necessary campus support personnel to efficiently locate/relocate personnel
    • Identifies project scope; provides budget estimate; obtains funding approval
    • Prepares purchase orders, as needed, to prepare and/or fit-up offices
    • Prepares detailed schedules and coordinates
  • Ensures that use-of-space data is accurately maintained each semester

Administrative Information Technology 

  • Works with central IT services organization to ensure appropriate workload assignments, development of skills and capabilities, training and cross-training of User Services Specialist.  Meets with ITS personnel regularly to discuss priorities and issues.
  • Works directly with faculty and staff to ensure that support needs are identified and addressed.
  • Works with central IT services to ensure proper tools and training are provided as needed.
  • Represents the School of Law as the Computer Replacement Program manager and oversees all leased equipment, including processing invoices, maintenance requests, and planning for new equipment.

Business Management

  • Works with all law school personnel and students to identify short and long-term modifications to School of Law space and furnishing
    • Provides cost-benefit analysis if needed
    • Provides alternative solutions/recommendations
  • Manages the MCO process within the School of Law by developing, documenting and prioritizing MCO requests
  • Collaborates with Facilities Project Management to develop accurate project estimates and timelines
  • Develops, documents and prioritizes furniture requests for School of Law for annual Equipment Request process; processes payment requests by Procurement
  • Works with Risk Management department to arrange training for and verify Business Continuity plans are kept up to date by law school departments
  • Supports Assistant Dean of LS Finance & Administration, as needed, with data gathering, analysis and creating Excel models.

Other duties, as assigned.

Special Conditions of Employment:

The University of San Diego is requiring all employees to follow our Covid-19 vaccine requirement process. https://www.sandiego.edu/onward/ 

Background check:  Successful completion of a pre-employment background check.

Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes. 

Job Requirements:

Minimum Qualifications:

  • Associates degree from accredited college required.
  • Minimum of intermediate-to-high achievement with Word, Excel, and Gmail required.
  • Valid driver’s license
  • Schedule must be flexible; early morning, night and weekend work may often be required.

Preferred Qualifications:

  • BA/BS from accredited college preferred.
  • Minimum of five years related experience in customer service, facilities management or project management strongly preferred.

Performance Expectations: Knowledge, Skills and Abilities

  • Ability to demonstrate strong computer skills in word processing, spreadsheet reporting and database maintenance
  • Develop and successfully manage financial resources
  • Exercise good judgment, problem solving and decision-making
  • Work with a high level of diplomacy and tact in identifying and resolving problems
  • Understand and demonstrate an extremely high level of sensitivity to customer relations
  • Work as part of a team and/or as team leader
  • Work independently on projects
  • Prepare cost estimates, schedules, and alternative solutions
  • Implement policies, procedures, and schedules
  • Deliver projects on time and within budget
  • Strong organizational and planning skills for balancing multiple projects and tasks
  • Strong analytical skills and superior attention to detail
Posting Salary:

Commensurate with experience; Excellent Benefits

The University of San Diego offers a very competitive benefits package including; medical, dental, vision, a retirement contribution given to you by the University, and access to on-campus Fitness Centers.  Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer.  USD: Human Resources: Benefits

Special Application Instructions:

Resume and Cover Letter Required

Click Apply Now to complete our online application. In addition, please upload a cover letter and resume to your application profile for the hiring managers’ review.  If you have any questions or difficulties please contact the Employment Services Team at 619-260-6806, or email us at jobs@sandiego.edu

Additional Details:

Hours: 37.5 hours per week

Closing date: Open until filled

Note: External job postings will be up for at least five days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.

The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.

The University of San Diego is a smoking and tobacco-free campus. For more information, visit www.sandiego.edu/smokefree.

Advertised: Pacific Standard Time
Applications close:

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In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Clery Act, the University of San Diego publishes a combined Annual Security and Fire Safety Report for review. This report includes institutional policies concerning: campus security; procedures for reporting crime, fire, and other emergencies; emergency response and evacuation procedures; sexual misconduct and relationship violence reporting and response standards and protocols; alcohol and drug policies; and statistics for the previous three years concerning reported crimes that occurred within the institutions Clery reportable geography. Individuals may request a print copy of the report at the University of San Diego Department of Public Safety, located in the Hughes Administration Center, Room 150.