Assistant Director of Facilities Rentals and Grounds

Saddleback College

Mission Viejo, CA

ID: 7062526 (Ref.No. P0016899)
Posted: November 25, 2019
Application Deadline: Open Until Filled

Job Description

20-Saddleback College
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:

Specifications are intended to present a descriptive list of the range of duties performed by employees in the position. Specifications are not intended to reflect all duties performed within the job.

Responsible for planning, managing, and evaluating the activities, operations and staff assigned to the College’s facilities rentals and grounds program. The incumbent will coordinate inquiries, manage permits for the use of college facilities by outside groups; work with departments to coordinate the use and scheduling of all College facilities and equipment; coordinate grounds maintenance, repairs and improvements; and perform related duties as assigned.
To foster a culture of collaboration, mutual respect, innovation, and continuous improvement throughout the College; lead by example; actively participate in and support College-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, efficiency, and quality services.
Receives general supervision of assigned duties from the Senior Director of College Facilities or designee of the President. Exercises functional and technical supervision over grounds staff and other professional, technical, administrative support, contracted and/or other staff as assigned.

Knowledge of:

Approved methods of planting, propagating and caring for landscape and athletic fields.
Approved methods of maintaining synthetic turf athletic fields.
Budget preparation and administration.
Building design, building trades and California construction codes.
Correct English composition, grammar, spelling and vocabulary.
Cost benefit analysis and cost accounting.
District Classified Human Resources policies and procedures and labor contract provisions.
District and College organization, operations and objectives.
District and College policies, state and federal laws, codes, court decisions, and regulations related to assigned program.
Interpersonal skills including tact, patience and diplomacy.
Laws, ordinances, methods and practices for permitting the rental of public facilities, including the Civic Center Act.
Legal aspects of rental agreements, insurance requirements and permits.
Materials, methods, practices, machinery and equipment used in electrical, plumbing, HVAC, athletic complex, and swimming pool maintenance activities.
Materials, methods, practices, machinery and equipment used for major facilities projects, construction, structural utilities, energy conservation projects, facilities repair and maintenance, and landscape and irrigation installation and repair.
Occupational hazards and OSHA safety standards; pesticide use regulations, control, and procedures; plants and their diseases.
Operation of computer, peripherals and software programs, including database management, spreadsheet, word processing and specialized software related to District or College operations and facilities.
Oral and written communication skills.
Planning and organizational skills.
Principles, practices and techniques of planning and managing the operations and activities of a community college grounds department and athletic complex.
Principles and practices of effective management and supervision.
Proper maintenance of all District grounds and irrigation systems.
Proper use of equipment and techniques used in grounds, landscaping and general maintenance work.

Ability to:

Work nights and weekends on a regular basis.
Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations.
Assist in the preparation and administer budgets for assigned program areas.
Collect, compile and analyze data.
Communicate clearly, concisely and effectively, both orally and in writing, with diverse constituencies within and outside of the District.
Coordinate inquiries, scheduling and preparation of permits for the use of College facilities by outside groups.
Coordinate and manage logistics for large events.
Develop and maintain positive relationships with the college and community, demonstrating a commitment to excellent customer service. Effectively utilize District/College resources to attain a clean, safe and appropriate learning environment for students, faculty, administrators and staff.
Encourage professional excellence among the staff and promote an organizational culture of customer service, innovation, and quality services.
Establish and maintain effective and cooperative working relationships with those contacted in the course of work. Implement and utilize sound, professional accounting principles, policies and procedures.
Learn and maintain current knowledge of facilities management, including, construction, modification, maintenance and operations.
Learn to interpret and apply complex and technical State and federal laws and regulations related to assigned program.
Maintain the security of confidential information and materials.
Maximize facilities utilization, balancing college and community use of facilities.
Negotiate with vendors and contractors.
Negotiate rental agreements and enforce agreements for College facility use.
Operate office equipment such as computer, printer, calculator, copier and facsimile machine.
Plan, organize, coordinate and direct the programs, services and activities related to facilities construction, modification, maintenance, operations, and scheduling.
Prepare oral and written reports and recommendations as assigned.
Provide analysis, interpret, apply, explain and reach sound decisions in accordance with District, College, and department policies, procedures and labor contract provisions.
Read, interpret, apply, explain and learn to inter-relate engineering drawings, construction plans and specifications.
Relate effectively to people of varied academic, cultural and socio-economic background using tact, diplomacy and courtesy.
Train, supervise and evaluate the performance of assigned personnel.
Understand and effectively and collaboratively work in a complicated multi-college environment, as well as within a system of community college districts.
Work effectively with others to achieve common goals.

Education and Experience Guidelines:

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


Equivalent to a bachelor’s degree from an accredited college or university with major course work in public or business administration, landscape design and maintenance, or closely related field.


Five years of increasingly responsible experience in facilities management or closely related field, including at least three years of experience in a supervisory capacity.
Experience involving operations and maintenance of educational facilities, including, but not limited to, stadiums, athletic fields, gymnasiums, and theatres.

License or Certificate:

A valid California driver’s license and the ability to maintain insurability under the District’s vehicle insurance policy.

Conditions of Employment:

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Work Environment:

Duties are performed in an office environment while sitting at a desk or computer workstation or outside with exposure to adverse weather conditions including sun, wind, rain and sleet. Sometimes exposed to adverse conditions involving extreme temperatures dirt, dust, steam, noise from machinery or equipment, uneven pavement and construction or maintenance equipment while inspecting the work sites of subordinates or contracted workers. Incumbents are subject to contact with others, frequent interruptions, and demanding timelines. Minimal environmental controls are required to assure health and comfort.

Physical Demands:

Incumbents regularly sit for long periods, walk or stand for extended periods, travel to various locations to attend meetings and conduct work, use hands and fingers to operate an electronic keyboard or other office machines, reach with hands and arms, bend at the waist, stoop or kneel or crouch to file, speak clearly and distinctly to answer telephones and to provide information; see to read fine print, diagrams, schematics, and operate computer; hear and understand voices over telephone and in person; and lift, carry, and/or move objects weighing up to 25 pounds. Vision: See in the normal visual range with or without correction. Hearing: Hear in the normal audio range with or without correction.

Duties and Responsibilities

Selects, plans, organizes, supervises, trains, and evaluates the work of assigned Grounds staff; develops procedures and provides instruction related to Grounds in support of College facilities and programs; prepares and assigns regular and special work schedules to ensure proper campus grounds coverage and services; manages the tracking of employee hours and leaves; oversees, monitors, and approves time entry into District’s payroll system.

Establishes performance requirements and personal development targets; regularly monitors performance and provides coaching for performance improvement and development; subject to management concurrence, takes disciplinary action, up to and including termination, to address performance deficiencies, in accordance with the District’s Classified Human Resources policies and labor contract provisions.

Provides day-to-day leadership and works with staff to ensure a high performance, customer service-oriented work environment which supports achieving College objectives and service expectations

Plans, manages, and evaluates the utilization and operations of the College’s facilities, including rentals by outside users; recommends, establishes, and enforces operations and facilities rental policies and procedures; supervises, monitors and oversees athletic events to ensure compliance with District policies and procedures; supervises and ensures proper maintenance and repair of athletic and fine arts complexes and general use facilities and equipment by making recommendations to the appropriate Manager/Director.

Develops, implements and monitors work plans for effectiveness and provides appropriate analysis to achieve assigned goals and objectives; assists in developing and tracking the annual budget; participates in developing, implementing and evaluating work processes, systems and accounting procedures to achieve the College’s goals and objectives.

Plans, schedules, supervises and participates in the maintenance program for all College rental facilities, including College’s grounds facilities and irrigation systems. Inspects work of subordinates to ensure proper methods of propagating, planting, cultivating and maintenance of athletic fields and landscape. Recommends contracts with outside vendors for facility repairs and grounds improvements.

Schedules, coordinates, approves, and monitors permits for use of the College’s facilities by outside groups; responds to and answers questions regarding facility rental policies and procedures and resolves complaints; checks room and facility availability for rentals; meets with permittees to determine requirements and fees to be charged; oversees rental permits and ensures College has received appropriate documentation to include, but not necessarily limited to, contracts and certificates of insurance; oversees invoices for rental permits.

Attends and oversees events and activities held by outside parties on College property and ensures permittees follow College rules and regulations regarding use of College facilities; meets with facility renters to discuss inappropriate use and care of facilities as needed; notifies administration of problems and issues; coordinates and oversees photoshoots on College facilities.

Builds relationships with civic organizations, sports leagues, businesses, and other community organizations to market and maximize the use of college facilities.

Works with City officials, District administrators, Board of Trustees, athletic departments and local homeowners to coordinate the use of the College’s athletic complex and general rental facilities and scheduling of events; ensures compliance with local zoning laws and ordinances and coordinates law enforcement presence at events; ensures adequate staffing for events and monitors the performance of contractors, vendors and outside users.

Prepares preliminary budget requests and monitors facilities rental accounts and budget; researches and recommends the purchase of equipment, supplies and materials; requisitions and inventories materials, equipment and supplies; develops and oversees the grounds budget according to established policies and procedures.

Maintains a variety of operational records; handles receipt of income for the use of College facilities; prepares a variety of financial and facility usage reports; works to implement advancements in areas such as the creation of a master calendar, a database for users and vendors, etc.

Assists in representing the College during legal actions and proceedings involving all rental facilities as needed; participates in legal review of facility use contracts.

Prepares and presents department plans; designs and supervises installation of new landscaping projects.

Ensures that College facilities are maintained in a clean, safe, efficient, and cost-effective manner.

Orders, receives, inspects, stores, issues, controls the inventory of and delivery of grounds supplies and equipment; ensures purchase of the most economical and highest quality supplies and equipment; requisitions supplies and equipment needed to maintain grounds, and to maintain college facilities.

Prepares and maintains records related to grounds inventory supplies, personnel, work performed and equipment.

Manages grounds staff and department. Inspects buildings and campus grounds and other facilities to ensure compliance with established security and safety measures; identifies and reports dangerous, unsafe, unsecured and unsightly conditions to superiors; recommends appropriate corrective action.

Participates in performing duties relating to classified staff as assigned under training or emergency conditions.

Performs other related duties as required.

At the South Orange County Community College District, our goal as an academic community is to sustain a working environment that fosters and celebrates diversity, promotes and rewards excellence, and is welcoming to all. An exemplary academic community promotes an inclusive environment that best prepares our faculty, staff, and students to live, work, and contribute in a global society. The Plan reflects the District's commitment to equal employment opportunity and outlines the active steps that ensure nondiscriminatory practices.


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