Director of Facilities Planning


Mission Viejo, CA

ID: 7050786 (Ref.No. P0013308)
Posted: April 11, 2018
Application Deadline: Open Until Filled

Job Description

Classification Benefits:

The District offers a comprehensive package of insurance benefits to eligible employees, which includes medical and dental insurance, a vision-care plan, life insurance and dependent life coverage, accidental death and dismemberment coverage, and a long-term disability income-protection plan. All premiums are fully paid by the District. Mandatory retirement incentive is with California Public Employees Retirement System (CalPERS).

Summary Description:

To plan, develop and deliver District wide facilities improvements, including programs, supporting documentation, budgets and schedules; provide technical direction to projects, including preparing and administering contracts for project consultants and contractors from programming to close out; attend and/or facilitate project meetings, provide support to college building committees; coordinate project requirements and schedules and provide project status reports, including assistance by the project architects, consultants and contractors when appropriate; coordinate with campus and District administrators in the development of overall implementation of plans and budget; serve as District liaison with local agencies and Air Quality Management District; lead efforts for all Division of State Architects project close outs; manage website input and supervise construction manager.

To foster a culture of collaboration, mutual respect, innovation, and continuous improvement throughout the District; lead by example; actively participate in and support District-wide participatory governance components and activities and other collaborative processes; encourage professional excellence among the staff and promote an organizational culture of customer service, innovation, and quality services.

Receives general supervision from the Executive Director of Facilities Planning/Purchasing/Materials Management.
Exercises functional and technical supervision over the Construction Manager, consultants, contractors and other staff as assigned.

Knowledge of:

Applicable District policies and local, State and federal laws, codes and regulations.
Building and building systems design and construction including civil, structural, mechanical, plumbing, electrical, finishes and landscaping.
Building codes including but not limited to the CBC and other related codes and laws.
Computer systems and software applications related to area of assignment, including a working knowledge of software, i.e. Computer Aided Design (CAD) or Building Information Modeling (BIM) for preparation of architectural drawings.
Contents of construction contracts.
Contract administration.
Design and construction processes required by local, State and federal codes, including Title 21 – Public Works and Title 24 – Building Code.
Interpersonal skills including tact, patience and diplomacy.
Methods, practices and procedures of governmental purchasing including contract and bid procedures.
Modern office practices, procedures, methods, and equipment.
Negotiating skills.
Oral and written communication skills.
Organizational and management practices as applied to analysis and evaluation of facilities planning.
Principles and practices of plan and specification preparation.
Principles and practices of project budget preparation and management.
Principles and practices of supervision including personnel training, evaluation and work direction.
Principles of building design and construction practices.
Principles of cost benefit analysis and cost accounting.
Techniques and strategies appropriate to resolve disputes and to enhance communication and cooperation.

Ability to:

Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
Assist in forecasting current and future needs and costs affecting the District’s facilities and furnishings.
Collect, compile and analyze data.
Communicate clearly, concisely and effectively, both orally and in writing, with diverse constituencies within and outside of the District.
Communicate effectively with various on and off campus groups and agencies.
Develop, prepare and administer project budgets.
Encourage professional excellence among the staff and promote an organizational culture of customer service, innovation, and quality services.
Establish and maintain cooperative and effective working relationships with those contacted in the course of work.
Exercise initiative and work independently with minimum administrative direction.
Exercise judgment or choice among possible actions, sometimes without clear precedents and often with concern for the consequences of the action.
Interpret, apply and explain applicable District policies and procedures and local, State and federal laws and regulations.
Learn District and College organization, operations and objectives.
Operate computer and applications software, including database management, spreadsheet, word processing and software related to area of assignment, including CAD.
Operate modern office equipment such as computer, printer, calculator, copier and facsimile machine.
Plan and organize work.
Plan, organize and coordinate assigned activities in a manner conducive to full performance and high morale.
Plan, organize, coordinate, direct and control capital improvements, project teams and outcomes.
Plan, organize, coordinate, manage and expedite construction projects.
Prepare oral and written reports and recommendations.
Read, interpret, evaluate and interrelate technical drawings, plans and specifications.
Recognize and correct ambiguities and mistakes to construction documents and other projects related documents.
Relate effectively to people of varied academic, cultural and socioeconomic background, including those with disabilities, using tact, diplomacy and courtesy.
Train and provide lead work direction to others as assigned.
Understand and effectively and collaboratively work in a complicated multi-college environment, as well as within a system of community college districts. 

Education and Experience Guidelines:

Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying.


Bachelor’s degree from an accredited college or university with major course work in civil engineering, architecture or related field, and course work in public or business administration or related field.


At least five years of increasingly responsible professional construction management, architecture or engineering experience, involving the design and construction of public or commercial facilities, and at least three years of increasingly responsible experience in purchasing and materials management work, including supervisory or lead responsibility in either position and familiarity in administering and monitoring construction contracts that require contractors to work in compliance with complex legal requirements.

License or Certificate:

Valid California driver’s license

Conditions of Employment:

The work environment and physical demands described here are representative of those required by an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment:

Standard office/field setting. Certain duties are performed in an office environment while sitting at a desk or computer workstation. Travel to multiple campuses throughout the District. An incumbent also monitors and inspects facilities and construction sites and is subject to uneven circulation paths, contact with others, frequent interruptions, noise from talking or office equipment and demanding legal issues and timelines. At least minimal environmental controls to assure health and comfort. Must use/wear safety equipment, such as hard hat, boots, construction vest and eye protection while visiting construction sites.

Physical Demands:

The incumbent regularly sits for long periods, walks short distances on a regular basis, travels to various locations to inspect facilities, attend meetings and conduct work; uses hands and fingers to operate an electronic keyboard or other office machines; reaches with hands and arms, stoops, kneels or crouches to inspect construction sites; walks over uneven surfaces and through construction environments at various levels of completion; speaks clearly and distinctly to answer telephones and to provide information; sees to read fine print and operate computer; hears and understands voices over telephone and in person; and lifts, carries, and/or moves objects weighing up to 10 pounds.

Duties and Responsibilities

Serve as District administrator of facilities improvement projects; plan, coordinate and oversee the selection of architects and other consultants, development of plans and specifications and all assigned facilities improvements, including coordination with district, college and representatives of local, county, State and federal agencies.

Prepare recommendations and justifications regarding facilities improvement budget requests and authorize expenditures according to district policies and applicable regulations; ensure the timely and accurate preparation, review and administration of assigned facilities improvements.

Provide on-going management of capital improvement projects including supervision of construction manager. Monitor document status for all projects including for example submittals, requests for information, field clarifications, change orders, schedules, pay requests and as built documentation.

Participate in district/college committees with regard to facilities/capital improvement/maintenance coordination issues.

Comply with competitive bidding requirements; obtain the highest quality products and services available at competitive pricing; coordinate advertising and bidding procedures; prequalification of building contractors, prepare bid documents; approve bid alternates and addenda; conduct pre-bid conference and facilitate requests for information; solicit and analyze bids; coordinate and review final construction contract documents and final plan changes prior to bidding; negotiate as appropriate with vendors, obtain contractors for recommendation of bid award.

Ensure that short and long-range facilities planning activities are performed in conjunction with college schedules so that District facilities can effectively and efficiently accommodate student and programs that need to be served.

Assist in developing and administering project budgets, schedules, status reports and claims; create, process and monitor design and construction project purchase orders through close out; approve expenditures including change orders to ensure construction of new facilities in accordance to plans and specifications within the approved scope, budget and time frame; prepare all project related agenda items for review by Executive Director of Facilities Planning/Purchasing/Materials Management for recommendation of approval by Board of Trustees.

Ensure that short and long-range facilities planning activities are performed in conjunction with college schedules so that District facilities can effectively and efficiently accommodate student and programs that need to be served.

Procure service, issue contracts, manage and coordinate information for construction inspectors, soils engineer, material testing lab, hazardous materials consultant and other technical services consultants; represent the District in the administration of contracts; work with architects, inspectors, consultants and contractors to complete projects; obtain reports including surveys and soils tests required by architects and engineers.

Monitor and evaluate project design and construction operations and activities and take corrective actions as necessary; evaluate work products and results of supervised consultants and contractors; assess problem projects for surety involvement, monitor and notify in a timely fashion when necessary; log and track preliminary and stop notices for review during payment; and coordinate and administer warranty-related issues and solutions.

Coordinate installation of project utility company services including electrical, gas, potable and recycled water; coordinate keying and implementation of telecommunication requirements and equipment; assist with procurement and installation of furniture; obtain local agency approvals including any necessary operating permits; assist with move-in of new facility.

Administer closeout of projects including punch list, submittals, training of maintenance and operations personnel, filing of Notice of Completion and DSA close out; and approval of final payment and release of retention monies.

Meet regularly with the Executive Director of Facilities Planning/Purchasing/Materials Management and provide technical expertise information and assistance regarding assigned functions and District planning; assist in the formulation and development of policies, procedures and programs; assist with the vision and leadership for a diverse, dynamic and innovative facilities staff and program.

Train, lead, guide, supervise, support and evaluate the performance of assigned personnel; delegate and review assignments and projects; establish and monitor timelines and prioritize work; establish clear expectations for effective performance of assigned functions; evaluate work products and results; interview, select and recommend hiring of employees; recommend transfers, reassignment, termination and disciplinary action when needed; motivate assigned staff and resolve conflicts within assigned areas through continual assessment of best practices and feedback from internal and external customers to increase productivity and effectiveness.

Interface with public agencies, such as State Chancellor’s Office, the Division of the State Architect and other city and county representatives, including the fire marshal, health department and environmental agencies as required.

Communicate with other facilities planning, purchasing and materials management personnel, District and college personnel and others to coordinate program and activities; respond and seek resolution of complaints arising from assigned program area activities, including participating in the process of collective bargaining (contract) grievances.

Monitor the entry of data related to facilities improvement projects; ensure that facilities information systems, including District-wide communications, bid announcements, project progress reports and Board facilities reports are up-to-date.

Ensure that work related to facilities planning is performed in compliance with District policies as well as local, State and federal legal requirement and review and certify the accuracy of data concerning assigned projects.

Ensure the timely and accurate processing and maintenance of records, reports and files related to facilities planning and construction including drawing files of buildings, floor plans and campus site plans to maintain documentation of existing district and college facilities.

Maintain current knowledge and information regarding new or revised building codes, public contracting laws, State agencies regulations, federal regulations, district policy, building and construction technologies, green technologies, energy standards, scheduling technologies, materials of construction, inspection requirements, material testing requirements and protocols, hazardous materials and remediation requirements, fair market pricing structures, labor compliance and other legal requirements.

Respond to Union and contract compliance issues and public records act requests.

Perform related duties as assigned.


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