Facilities Coordination Manager - Medical Examiner Office

Travis County Facilities Management Department is seeking a dedicated and professional individual to serve as a Facility Coordination Manager for the Travis County Medical Examiner’s Office (MEO). This Facility Coordination Manager works under general direction and serves as the primary point of contact for building maintenance operations and facility coordination for the Travis County Medical Examiner’s Office.

This office provides medicolegal death investigation for Travis County, Texas, and a number of surrounding counties. Manages daily facility operational issues, coordinates vendor and maintenance activities, submits, assigns, tracks and coordinates work orders, and responds to building-related concerns in collaboration with Facilities Management Department and designated MEO staff.

Are you looking for career opportunities that provide top-notch benefits including paid vacation & sick leave, outstanding health & dental insurance, a free health clinic for you & your dependents, a generous retirement plan, and much more?

Travis County’s Facilities Management Department has great jobs that serve dozens of facilities across the county. We offer stable career options with training and tuition reimbursement available to get you to the next level in your career.

Distinguishing Characteristics

This classification is within the Management job family and is a senior coordinator with expertise in a specific planning area. This classification requires minimal supervision, exercises independent judgment and initiative, and coordinates and collaborates with diverse work teams.

It is distinguished by the requirements to lead staff on project work; manage multi-disciplinary county and/or consultant-staffed teams; contract and manage consulting services; create and initiate processes and policies and work directly with senior management for its adoption and implementation; and facilitate projects.

This position requires strong communication, organizational, and problem-solving skills, and may require flexible work hours to support building needs.

• Serves as primary contact with designated MEO staff and Facility Management Department Assistant Director or Department Head.
• Monitors/inspects building condition and ensures that all spaces are functional, safe, and well maintained.
• Works with maintenance and designated MEO staff in managing vendor relationships, contracts, and preventative maintenance schedules, and coordinates responses to building-related concerns. Directs work of onsite facility staff to ensure resolution of reported issues.
• Submits and assigns work orders as needed. Submits Purchase Orders as needed. Monitors/tracks work orders and helps in coordinating resolution and communicating status with MEO. Obtains quotes as needed for facility related repairs or projects.
• Coordinates the activities of skill craft positions including plumbing, electrical, Heating Ventilation Air Conditioning (HVAC), etc., involved in minor construction, building maintenance, repairs, and related activities as well as the on-site activities of Building and Grounds (or Custodial) staff or program.
• Coordinates activities with other FMD divisions and County departments.
• Participates in safety and emergency preparedness, ensuring procedures are up-to-date and communicated with occupants.
• Meets with designated MEO staff daily and responds to MEO needs and ensures that administrative, building, technical, and custodial staff resolve problems.
• Ensures that all services provided to properties are compliant with Federal, state and local laws, Travis County and Facility Management Department policies, procedures, regulations, contractual obligations, and standards.
• Participates in annual budgets for operating and capital expenses.
• Maintains responsibility for administration and recommendations for the complex research, rules, directives, policies and procedures, planning issues, operations, related budget issues and efficient methods, plans and designs. Oversees the analysis, operational issues, development and integration.
• Interprets and applies facility maintenance and operations standards, principles, policies and procedures, practices, codes, Federal, State and Local applicable laws, codes, rules and regulations.
• Interacts by working in partnership, on a regular basis, with MEO to obtain information, assessments, identify needs, and determine and ensure effectiveness and consistency of meeting expectations. Ensures projects and maintenance needs are implemented according to appropriate timelines.
• Plans and manages professional service contracts.
• May perform facility database management.
• Uses complex computer applications and management information systems.
• Performs other job-related duties as assigned.

Education and Experience

Bachelor’s degree in Public Policy/Administration, Government, Criminal Justice, Business Administration or related field AND eight (8) years increasingly responsible facilities operations experience, including three (3) years of supervisory management experience.

OR,

Master's degree in one of the fields above AND six (6) years increasingly responsible facilities operations experience, including three (3) years of supervisory management experience.

OR,

Any combination of education and experience that has been achieved and is equivalent to the stated education and experience and required knowledge, skills, and abilities sufficient to successfully perform the duties and responsibilities of this job.

Licenses, Registrations, Certifications, or Special Requirements

Must have a valid Texas Driver's License.

Applicants are required to complete a background investigation to include but not limited to driving history and criminal background with Criminal Justice information System (CJIS).

Applicants are required to successfully pass the background investigation, including fingerprint clearance.

Preferred

Knowledge of CMMS and asset management software and systems.

Knowledge of

• Management and budgeting principles.
• Maintenance operations.
• Applicable legislation and legal requirements.
• Financial terms and principles.
• Advanced analytical and quantitative skills.
• Public Administration and County governmental agencies, purchasing policies and practices.
• Issues pertaining to area of assignment.
• Sources of information, current literature, and recent developments.
• Project management methodologies, practices, and techniques.
• Applicable Federal, State, and Local and County laws, rules, regulations, and guidelines.
• Administrative and related business principles.
• Business letter writing, grammar and punctuation, and report preparation.
• Computer applications for word processing, spreadsheets, database management, statistical analysis, presentations, job-specific analysis, desktop publishing, and related software applications.

Skill in

• Personnel management.
• Budget development and administration.
• Developing and maintaining good working relationships with contractors, other County employees, and the public.
• Using applicable software applications.
• Data analysis and problem solving.
• Planning and organizing.
• Oral and written communication.
• Statistical analysis, policy research and analyzing and evaluating data, policies and technical issues.
• Setting up systems for conducting analysis and compiling for reports.
• Conducting interviews and group meetings.
• Effective written, verbal, and visual communication of complex information for high-level decision-making.
• Research, data collection, and insightful statistical and non-statistical analysis.
• Leadership, collaboration, and negotiation techniques.
• Identifying stakeholder interests, engaging in dialogue, and managing expectations.
• Defining scopes of work and developing schedules, work methods, and processes for completing work, monitoring progress, and controlling quality of work.
• Effective use of finite resources.

Ability to

• Multitask and prioritize.
• Provide efficient, timely, and courteous customer service.
• Conduct advanced financial analysis.
• Comprehend, analyze, and interpret complex documents.
• Foster and develop systematic processes and continuous improvement principles.
• Apply knowledge to data, policy, and process analysis.
• Reach sound conclusions and make recommendations.
• Formulate broad perspectives on issues.
• Bring together several viewpoints into a balanced position.
• Maintain appropriate records, compile data and write clear and comprehensive reports.
• Establish and maintain effective working relationships with departmental clientele, representatives of outside agencies, other County employees and officials, and the general public.
• Set and maintain high quality work standards.

Physical requirements include the ability to lift/carry up to 5–20 pounds occasionally, visual acuity, speech and hearing, hand and eye coordination and manual dexterity necessary to operate a computer and office equipment.

Subject to standing, walking, sitting, repetitive motion, reaching, occasional indoor/outdoor activities, climbing stairs, bending, stooping, kneeling, crouching, crawling, pushing, pulling, balancing, client/customer contact, squatting to perform the essential functions.

Subject to potential biological/infectious, chemical, mechanical, electrical, explosive and radiation hazards, and potential exposure to fumes, noxious odors and toxic wastes.

Travis County employees play an important role in business continuity. As such, employees can be assigned to business continuity efforts outside of normal job functions.

Work Hours: 8 AM - 5 PM, Monday -Friday. May work some holidays, some nights, some weekends.

Location: 7723 Springdale Road, Austin, TX

Department: Facilities Management

Criminal, Driving, Education, and Employment Background Checks Required.

For updates or questions on this position, contact: Laura.Villafranca2@traviscountytx.gov

This job description is intended to be generic in nature. It is not necessarily an exhaustive list of all duties and responsibilities. The essential duties, functions and responsibilities and overtime eligibility may vary based on the specific tasks assigned to the position.