What are the responsibilities and job description for the Associate Director of Building Services and Property Management position at Montana State University?
University Student Housing (USH) at MSU, offers a unique, on-campus living experience for students and their families as they focus on their academic success. Managing 18 active on-campus communities (Residence Halls and Apartments) which are the home of up to 6,500 residents. The departmental mission includes provision of reasonably priced living environments which are clean, attractive, well-maintained, comfortable, and include safety features; ensures the orderly and effective administration of the program through efficient management; and provides a learning environment and related co-curricular programs which promote maturity and academic success.
Duties and Responsibilities
Reporting to the Director, the Associate Director of Building Services and Property Management provides strategic leadership for the facilities maintenance and custodial arm of USH.
- Oversee and direct the USH Facilities Maintenance and Custodial Operations:
- Direct the planning of workforce needs for the custodial and facilities maintenance teams including training and development of staff; management and recommendation for budgets and financial resources; and recommendations for future operational efficiencies and improvements.
- Work with the Director to identify long- and short-term priorities and associated USH facilities budgetary planning to ensure properly maintained buildings and grounds, and to ensure adequate funding is available for capital projects.
- Ensure customer satisfaction by responding to and analyzing customer complaints, concerns and suggestions. Provides timely and appropriate follow through to ensure quality customer service to residents, tenants, and visitors.
- Ensure that systems are in place and are assessed regularly to provide the best experience for all residents and visitors. Systems to include: custodial and facilities maintenance operations, human resources, sustainability initiatives, and budgets/financial activities. Ensures compliance is being maintained in accordance with policies and procedures of associated systems.
- Conduct regular and thorough inspections to ensure housing facilities, transportation surfaces, and grounds are maintained at the expected level of quality, operation, and safety.
- Direct the administrative functions associated with managing the operations inclusive of policy creation and review, payroll, key inventory/access control, ad-hoc reporting in various applications, analyzing of data to assist with guiding directions of resources etc.
- Manage a variety of fiscal management activities including invoicing and billing for the areas, compliance with purchasing rules, regular reporting, inventory, contracting for services and equipment etc.
- Manage safety and security efforts related to facility operations such as Clery Reporting, the preventative maintenance program, and work on various relevant campus committees, cameras, vandalism response etc.
- Responsible for the direct supervision, training, and evaluation of 1 Custodial Supervisor II, 1 Maintenance Supervisor II, 1 Maintenance Coordinator, and the indirect supervision of two custodial teams consisting of 50 full time team members, up to 7 part-time team members, and a 20 student/short term worker staff. .
- Develops and encourages a team culture with expectations for open communication, mutual respect, professional growth, excellent customer service, accountability, safe operations and high quality of work.
- Oversee the training of hall and apartment live-on staff in the areas of facilities/maintenance emergency response.
- Act as Housing’s owner representative for large and small, new, renovation, or immediate projects across all USH facilities.
- Liaison between USH and University Facilities Management, Safety and Risk Management and other on campus departments to examine USH’s facility needs, residence hall maintenance, custodial, and ground concerns.
- Serve as contract manager and primary point of contact for various contracts related to facilities maintenance and custodial operations.
- Member of the housing leadership team and participate on the “Director on Call” rotation to manage through emergent situations; participate in policy review, maintenance, and ensuring compliance; and work on special projects throughout the year.
- Actively participate as a member of the team while performing other duties in support of the department’s mission.
Required Qualifications – Experience, Education, Knowledge & Skills
- Bachelor’s degree in Facilities Management, Business Administration, a related field, or an equivalent combination of education and experience.
- Substantial experience working in building services, property management, or student housing.
- Significant experience supervising (hiring, training, evaluating, etc) staff formulated of full-time, part-time and/or temporary employees.
- Demonstrated operational understanding of custodial and maintenance services, including building systems and equipment.
- Demonstrated experience managing budgets, allocating resources efficiently, and ensuring financial responsibility.
- Demonstrated proficient experience with computers and various software packages.
Preferred Qualifications – Experience, Education, Knowledge & Skills
- Master’s degree in Facilities Management, Business Administration, or a related field.
- Certifications related to facilities management, custodial services, or building systems.
- Experience with property management and community development in a university or large residential setting.
- Familiarity with property management software, building maintenance systems, and custodial service management tools.
- Demonstrated experience in project management (preferably in construction and renovation).
The Successful Candidate Will
- Exhibit comprehensive knowledge of a university residential housing operation
- Strong and effective communication skills inclusive of ability to present in front of groups of varying size
- Exhibit effective training techniques
- Demonstrate extensive experience in facilitating change and conflict resolution
- Exhibit effective interpersonal skills with the ability to motivate employees to perform at and sustain a high level of quality
- Continually assess and respond to the needs of residents and tenants
- Strong commitment to providing excellent customer service
- Exhibit good judgment and sound decision making
- Self-motivated, takes initiative and works independently, and quickly adapts to changing priorities
- Ability to make on the spot decisions based on knowledge of state and university policies, procedures, department goals and objectives
- Demonstrate a growth mindset and commitment to program improvement
- Have an understanding of federal and state laws pertaining to housing
- Excellent attention to detail and ability to multi-task while meeting hard deadlines
and capacity to work effectively and efficiently under extreme deadline pressure - Maintain collaborative relationships with campus partners, vendors, co-workers, etc
- Possess sufficient expertise in skilled trades and safety best practices
Position Special Requirements/Additional Information
This job description should not be construed as an exhaustive statement of duties, responsibilities or requirements, but a general description of the job. Nothing contained herein restricts Montana State University’s rights to assign or reassign duties and responsibilities to this job at any time.
- Must possess a valid driver’s license and meet all State of Montana requirements to operate State/University vehicles. Please do not send a copy of your driver’s license at this time. (If the successful candidate possesses a valid out of state driver’s license, candidate must obtain a valid Montana driver’s license within 60 days.)
- Will work evenings, weekends, long hours, consecutive days during busy periods, and occasional holidays as the school and event schedule demands.
- Serve on the “Director on Call” rotation to manage through emergent situations.
Physical Demands
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodations. The requirements listed above are representative of the knowledge, skill, and/or ability required.
- Normal office environment.
- Navigate the housing facilities across campus to include small areas and stairs.
- Occasionally work outside and in inclement weather.
This position has supervisory duties?
Yes
Posting Detail Information
Number of Vacancies
1
Desired Start Date
Upon completion of successful search
Position End Date (if temporary)
Open Date
Close Date
Applications will be:
Screening of applications will begin on April 4, 2025; however, applications will continue to be accepted until an adequate applicant pool has been established
Special Instructions
Please address the qualifications in your application materials.
Questions? Contact Search Search Support at auxjobs@montana.edu or 406-994-6093.
Questions? Contact Search Search Support at auxjobs@montana.edu or 406-994-6093.
EEO Statement
Montana State University is an equal opportunity employer. MSU does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law.
In compliance with the Montana Veteran’s Employment Preference Act, MSU provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference, please complete the veteran’s preference information located in the Demographics section of your profile.
In compliance with the Montana Veteran’s Employment Preference Act, MSU provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference, please complete the veteran’s preference information located in the Demographics section of your profile.
