The following guide outlines the basic functions and requirements of positions in the Central Administration job family, describes general job duties and Outcomes, and provides education and experience requirements at each grade.
Facilities Management
Foreperson Custodial Services – Grade 3
Position Summary
Instructs and supervises a group of custodians and custodial group leaders in cleaning and general maintenance duties to ensure satisfactory application of all cleaning standards on a daily basis. Interacts with building coordinators and vendors on a regular basis and during special events to ensure proper set-ups and the satisfactory completion of all tasks. Explains university policies at the frontline supervisory level. Hires, trains, and supervises staff in the performance of their responsibilities. Conducts safety meetings and performs routine testing of all equipment and products. Makes decisions or choices following standard practices and procedures. May collaborate with others to evaluate decisions or solutions that are more complex. Works under direct supervision with specific instructions on routine or semi-routine work. Work outputs are usually reviewed upon completion.
Outcomes
- Cleaning standards that are consistently applied
- Clearly informed and serviced clients
- Fully trained staff
- Safeguarded unit assets
- Compliance with operational policies and procedures
- High level of client service
Knowledge and Experience
Requires a high school education or equivalent and a minimum of four years of group leading or supervisory experience in custodial services. Also requires a valid driver’s license, two years driving experience, and successful completion of the Rutgers Defensive Driving course. Must have good communication skills and computer literacy in industry standard software. May require shift work.
Operations Area Manager – Custodial Services - Grade 6
Position Summary
Provides managerial leadership to frontline supervisors with overall responsibility for custodial operations on particular campuses and shifts. Determines and schedules staffing needs to ensure quality standards are maintained for multi-campus operations. Serves as second-level grievance hearing officer. Prepares task cost estimates, establishes collection protocols, and handles client relations. Coordinates client requests for custodial support services. Confers with vendors, clients, facilities staff, and others to research, test, and recommend materials, equipment, and services to be used in custodial and recycling operations. Assists in the administration and development of university contracts for recycling, pest control, cleaning services, equipment maintenance, and leasing, procurement, and other services. Revises contracts and keeps clients informed of changes. Reviews and settles vendor billing discrepancies and assists with periodic reviews to ensure vendor performance meets established standards. Evaluates, develops, and implements procedures and standards for the cost-effective delivery of all related services. Provides resolutions to a diverse range of complex problems that may require creativity. Works independently and uses judgment within broadly defined policies and procedures. Interprets, communicates, and implements policies and practices for differing needs of a diverse client population.
Outcomes
- A trained and competent custodial work force appropriately assigned
- High quality custodial maintenance services provided through effective leadership
- Current knowledge of all technical advances, supplies and equipment
- Custodial requirements analyzed based on client needs
- Task cost estimates provided in a timely manner
- Contract performance for administered services monitored and revised when necessary
- Safeguarded unit assets
- Compliance with operational policies and procedures
- High level of client service
Knowledge and Experience
Requires a bachelor’s degree or an equivalent combination of education and/or experience and a minimum of five years experience in custodial operations or building maintenance. Also requires supervisory experience, excellent communication skills, and computer literacy in industry standard software.
Foreperson Grounds – Grade 4
Position Summary
Supervises the operational and workforce activities of an assigned area. Plans, develops, and manages efficient and economical grounds maintenance tasks in accordance with departmental standards. Identifies landscaped and hardscaped areas that need to be established, renovated, or replaced. Supervises grounds employees in maintenance duties; trains employees on proper grounds techniques, safety, administrative, departmental, and university policies and procedures. Performs administrative duties as assigned. Implements defined procedures and standards for the cost-effective delivery of all related services. Uses judgment within defined practices and procedures. Carries out routine and non-routine tasks with occasional review of work outputs by supervisor. May deviate from established methods as long as outputs meet standards of acceptability.
Outcomes
- Workforce properly trained, assigned, and supervised
- Satisfactory application of all university Landscape Maintenance Appearance and Performance Specifications
- Safeguarded unit assets
- Compliance with operational policies and procedures
- High level of client service
Knowledge and Experience
Requires a high school education or equivalent and a minimum of five years experience in public or private grounds maintenance work that includes group leading or supervisory responsibilities. Also requires a valid driver’s license, two years driving experience, and successful completion of the Rutgers Defensive Driving course. A Commercial Driver’s License (CDL) Class B with air-brake endorsement must be obtained within 90 days of employment at the expense of the employee. Requires good communication skills and computer literacy in industry standard software.
Operations Area Manager – Outdoor Operations - Grade 6
Position Summary
Serves as a second level supervisor in directing the daily maintenance associated with turf and ornamental horticulture in accordance with university standards for grounds maintenance. Supervises the assignment of staff, material resources, and vendor services for snow removal and ice conditions. Directs the daily maintenance and capital improvements associated with roads, parking lots, sidewalks, curbing, patio pavers, bike pads, and catch basins in accordance with relevant federal, state, and university regulations. Prepares annual budget and/or projected capital expenditure reports. Plans, schedules, and supervises capital projects associated with grounds landscape, drainage, and signage. Coordinates, directs, and oversees road sweeping operations throughout assigned campuses. Provides assistance and guidance associated with outdoor utility excavation and restoration. Develops, implements, and directs the routine maintenance, emergency repair, and state inspection program for university vehicles and motorized equipment. Estimates and inspects auto body repairs performed through the use of contracted vendor services in compliance with university policies and procedures. Evaluates, develops, and implements procedures and standards for the cost-effective delivery of all related services. Provides resolutions to a diverse range of complex problems that may require creativity. Works independently and uses judgment within broadly defined policies and procedures. Interprets, communicates, and implements policies and practices for differing needs of a diverse client population.
Outcomes
- University grounds that are safe, aesthetically pleasing, and user friendly
- Shrubs and trees properly planted to ensure full life cycle
- Campus grounds and signage free of debris and groomed on a regular basis
- Prompt, cost-effective service to the university community provided by fleet operations
- Hardscaped surfaces and/or curb lines that conform to university design standards
- Capital improvement projects completed safely, on time, and on budget
- Snow removal operations that conform to university standards and priorities
- A properly trained and assigned workforce
- Safeguarded unit assets
- Compliance with operational policies and procedures
Knowledge and Experience
Requires a bachelor’s degree or an equivalent combination of education and/or experience and a minimum of five years experience in grounds maintenance, fleet maintenance operations, and project management which includes supervisory experience. Also requires excellent communication skills and computer literacy in industry standard software. Requires a valid driver’s license, two years driving experience, and the successful completion of the Rutgers Defensive Driving course. A Commercial Driver’s License (CDL) Class B with air brake endorsement is also required.
Operations Area Manager – Facilities Maintenance - Grade 6
Position Summary
Is responsible for all facets of maintenance operations within a designated area. Supervises multiple crafts personnel performing planned, preventive, and emergency work. Meets with clients on a regular basis to determine needs. Supervises and instructs personnel on technical matters. Prioritizes routine repair work and evaluates and responds to emergency calls. Negotiates and obtains vendor commitments; schedules and oversees the work of external vendors. Implements and evaluates preventive maintenance programs and prepares reports of on-going projects. Evaluates, develops, and implements procedures and standards for the cost-effective delivery of all related services. Provides resolutions to a diverse range of complex problems that may require creativity. Works independently and uses judgment within broadly defined policies and procedures. Interprets, communicates, and implements policies and practices for differing needs of a diverse client population.
Outcomes
- A workforce properly deployed for the efficient delivery of service
- Staff who are supervised and properly trained in technical and safety matters
- Regular evaluations of building needs
- Routine work properly scheduled and prioritized
- Emergency and trouble calls that are handled expeditiously
- Schedules/commitments from outside vendors properly determined and adhered to
- Interested parties who are kept informed of occurring situations
- Compliance with operational policies and procedures
- Safeguarded unit assets
- High level of client service
Knowledge and Experience
Requires a bachelor’s degree in engineering or related field, or an equivalent combination of education and/or experience; and a minimum of five years industrial experience in building systems, electrical and mechanical operations, and repair. Also requires supervisory experience and strong interpersonal and organizational skills. Familiarity with computerized maintenance management systems, knowledge of building codes, and the ability to troubleshoot mechanical, electrical, and building systems is necessary. Requires excellent communication and computer skills.
Shift Operations Specialist – Grade 5
Position Summary
Operates all stationary equipment such as hot water and steam boilers, chillers, and domestic hot water heating equipment over 100 horsepower serving all university buildings, utilities power plants, and related auxiliaries. Checks equipment for proper operating conditions and makes adjustments to correct abnormal operating conditions. Responds to all emergency, urgent, and non-emergency calls for a wide range of problems with mechanical equipment or other situations campus-wide. Provides assessment and makes minor repairs when appropriate. Reports operating status and problems to appropriate supervisors. Operates energy management systems for stationary and HVAC equipment for campus buildings. Oversees boiler and cooling tower water treatment and refrigerant management programs. Under general supervision, carries out routine and non-routine tasks within work parameters of the unit that are usually reviewed by supervisor upon completion. Performs professional level work that requires knowledge and the application and use of concepts, theories, and terminology of the industry and the organization. May deviate from established methods as long as outputs meet standards of acceptability.
Outcomes
- Uninterrupted operation of all equipment
- Timely responses to problem calls
- Maintenance logs appropriately detailed and up to date
- Energy management systems operating effectively in the delivery of services to the university community
- Compliance with operational policies and procedures
- Safeguarded unit assets
Knowledge and Experience
Requires a valid NJ Class 1-C (Blue Seal) Operating Engineers License, a high school education or equivalent, and a minimum of six years experience in facility operations at either a commercial or institutional facility. Experience should include supervision and the operation and minor repair of HVAC stationary boiler and chiller equipment. A valid driver’s license, two years of driving experience, and successful completion of the Rutgers Defensive Driving course is necessary. Also requires good communication skills and computer literacy in industry standard software.
Planner Estimator - Grade 5
Position Summary
Plans and manages preventive maintenance programs for all buildings in a designated area to include inspections of building exteriors, interiors, and major equipment. Initiates, plans, estimates, and produces appropriate work requests. Coordinates maintenance activities with contractors, departmental supervisors, and facilities coordinators. Prepares estimates for departmental projects and oversees work through completion. Attends project planning meetings, construction meetings, and final walkthroughs upon project completion. Coordinates inspections of work performed by outside contractors and in-house mechanics. Prepares responses to code compliance issues and life safety violations. Work is consistent with an understanding of the mission, vision, role, and goals of the organization. Performs professional level work that requires knowledge and the application and use of concepts, theories, and terminology of the industry and the organization. May deviate from established methods as long as outputs meet standards of acceptability.
Outcomes
- Timely and high quality projects, preventive maintenance, and routine work
- Project costs that are closely monitored
- Updated deferred maintenance list
- Accurate and timely estimating services to the university community
- Coordination of code compliance and life safety issues with regulatory agencies
- Safeguarded unit assets
- Compliance with operational policies and procedures
Knowledge and Experience
Requires a bachelor’s degree in engineering technology or a related field, or an equivalent combination of education and/or experience, and a minimum of two years experience in institutional project work or maintenance field. Must have the ability to read blueprints, write specifications, and develop project costs. Good communication, organizational, and customer service skills; and computer literacy in industry standard software are also required.
Facilities Project Team Leader – Grade 8
Position Summary
Directs the successful initiation, coordination, and execution of multiple complex design and/or construction projects. Convenes all university participants, clients, and outside consultants, and keeps them well informed and involved throughout the life of a project. Develops, interprets, and communicates policies and practices for differing needs of a diverse client population. Is accountable for major project decisions, metrics, and client satisfaction. Represents the interests of the university and its client groups by the timely review of design and construction documentation, contract deliverables, and capital expenditures. Has broad responsibility for process management and creation of guidelines. Provides highly creative solutions to unusually complex problems. Demonstrates leadership role in forming and maintaining productive working relationships. Negotiates fair and reasonable prices for all necessary services and evaluates construction pay requests. Provides substantial input to decisions. Works under minimal supervision and uses independent judgment to accomplish objectives. Supervises senior facilities project specialists.
Outcomes
- Projects that are appropriate in design and meet all applicable codes and university design standards
- Projects that are completed on schedule, within budget, and with well-informed clients
- Project budget analyses that are researched, all inclusive, and have been revised throughout the project to account for unforeseen conditions
- Project schedule that is well-thought out, all inclusive, and has been revised throughout the project to account for unforeseen conditions
- Safeguarded unit assets
- Compliance with operational policies and procedures
- High level of client service
Knowledge and Experience
Requires a bachelor’s degree in architecture, engineering, or a related field, and a minimum of five years experience of increasing responsibility in a leadership/managerial role as a project manager, architect, or engineer. Must demonstrate the ability to deliver a project that is within scope, budget, and schedule parameters. Also requires excellent communication skills, strong leadership and interpersonal skills, and computer literacy in industry standard software
Housing and Dining Management
Dining Hall Supervisor – Grade 4
Position Summary
Responsible for supervising the service of meals and effective sanitation of all dining hall service areas. Supervises the set-up and up-keep of service areas in an attractive, functional, and timely fashion. Assigns, trains, instructs, supervises, and disciplines employees. Performs custodial tasks. Is responsible for the handling of left over food, advance preparation, and cleaning of the kitchen to include the sanitizing equipment. Supervises the ware washing activities to ensure an adequate supply of wares throughout the meal and the proper cleaning of the ware washing areas. Supervises the entrance and exit security activities and the cash receipts for the meal. Supervises the cleaning, closing, and security of the dining hall in preparation for the following day. Work is consistent with an understanding of the mission, vision, role, and goals of the organization. May deviate from established methods as long as outputs meet standards of acceptability. Carries out routine and non-routine tasks within work parameters of the unit that are usually reviewed by supervisor upon completion. Uses judgment within defined practices and procedures. Provides resolutions to an assortment of problems of moderately complex scope.
Outcomes
- Timely set up of service areas and availability of all required items throughout the course of a meal
- Properly trained and assigned staff
- Service areas, dining room, dish room, and public areas that are orderly and clean throughout the meal according to sanitation standards
- Dining hall that is clean and orderly, ready to open and operate the next morning
- Custodial activity that meets sanitation standards and complies with chef’s instructions
- Adherence to access system; cash register reports; Dining Services’ procedures; sanitation, safety, and cleanliness procedures; and theEmployee Right to Know Act
- Safeguarded unit assets
- High level of client service
Knowledge and Experience
Requires a bachelor’s degree in food service management or a related field, or an equivalent combination of education and/or experience, and a minimum of two years of experience in a food service operation. Experience should include supervision of food preparation in a high-volume dining facility. Requires a New Jersey Food Service Management Certificate, good communication skills, and computer literacy in industry standard software.
Chef Manager I – Grade 5
Position Summary
Responsible for guiding, instructing, supervising, and assisting kitchen personnel in the production and preparation of hot and cold food, cleaning of food preparation areas and equipment, and the control of food costs. Develops new recipes. Adheres to menus and recipes. Evaluates, develops, and implements procedures and standards for the cost-effective delivery of all related services. Ensures all safety, cleanliness, and sanitation policies are followed. Work is consistent with an understanding of the mission, vision, role, and goals of the organization. Provides resolutions to an assortment of problems of moderately complex scope. Uses judgment within defined practices and procedures. Carries out routine and non-routine tasks within work parameters of the unit that are usually reviewed by supervisor upon completion. Performs professional level work that requires knowledge and the application and use of concepts, theories, and terminology of the industry and the organization. May deviate from established methods as long as outputs meet standards of acceptability.
Outcomes
- Food that meets standards
- Food costs that are managed
- Properly trained and assigned staff
- Kitchen that is clean and orderly
- Safeguarded unit assets
- Compliance with operational policies and procedures
Knowledge and Experience
Requires a bachelor’s degree in culinary arts, or an equivalent combination of education and/or experience, and a minimum of two years of fine and quantity cooking experience with one year of kitchen management experience. Also requires New Jersey Food Service Management Certificate, good communication skills, and computer literacy in industry standard software.
Food Production Manager – Grade 5
Position Summary
Is responsible for all dining hall activities that include supervision of all food production areas and food production personnel. Is responsible for the production of all hot and cold food. Supervises the opening of a dining facility and the preparation of breakfast and lunch. Supervises the receiving, storing, and issuing of all merchandise. Trains all employees in the area of food production. Assigns employees to proper areas. Evaluates and disciplines employees. Serves as step-one hearing officer for union grievances. Responsible for inventory control of food. Maintains the kitchen in a clean and orderly fashion. Evaluates, develops, and implements procedures and standards for the cost-effective delivery of all related services. Work is consistent with an understanding of the mission, vision, role, and goals of the organization. Provides resolutions to an assortment of problems of moderately complex scope. Uses judgment within defined practices and procedures. Carries out routine and non-routine tasks within work parameters of the unit that are usually reviewed by supervisor upon completion. Performs professional level work that requires knowledge and the application and use of concepts, theories, and terminology of the industry and the organization. May deviate from established methods as long as outputs meet standards of acceptability.
Outcomes
- Food that is timely and available throughout the meal
- All merchandise inspected, received, stored, and issued according to procedures
- Employees who are assigned and well trained
- Kitchen areas that are clean and orderly throughout the day
- Adherence to sanitation and safety rules and theEmployee Right To Know Act
- Safeguarded unit assets
- High level of client service
Knowledge and Experience
Requires a bachelor’s degree in food science management or a related field, or an equivalent combination of education and/or experience, and a minimum of two years of supervisory experience in a high volume dining facility. Requires a New Jersey Food Service Management Certificate, good communication skills, and computer literacy in industry standard software.
Manager Dining Services - Grade 6
Position Summary
Plans all dining hall activities including student board, cash sales, catering, and special events. Is responsible for the accurate control and administering of food, equipment, and facility inventories. Schedules all supervisors and employees. Interviews and hires employees. Is responsible for petty cash fund, cash receipts, transmittals, and transactions. Supervises, trains, and coaches subordinates. Develops a competent team of assistant managers and performs on-going performance evaluations. Serves as step-one hearing officer for union grievances. Evaluates, develops, and implements procedures and standards for the cost-effective delivery of all related services. Maintains food and labor costs within approved budget guidelines. Develops and implements menus. Standardizes and provides new recipes. Conducts costing analyses to determine selling prices of menu items. Maintains proper sanitation and safety standards. Works independently with broadly defined work objectives. Performs professional level work that requires knowledge and the application and use of concepts, theories, and the terminology of the industry and the organization. Provides resolutions to a diverse range of complex problems that may require creativity. Uses judgment within broadly defined practices and procedures.
Outcomes
- Dining hall activities that are all well planned and a unit that operates smoothly
- Facility management and services that are within budgetary guidelines
- Properly trained and assigned staff
- Adherence to sanitation, safety, and cleanliness standards
- Customer satisfaction
- Safeguarded unit assets
- Compliance with operational policies and procedures
- High level of client service
Knowledge and Experience
Requires a bachelor’s degree in food service management or a related field, or an equivalent combination of education and/or experience, and a minimum of five years of management experience, which includes experience in food production and work in a high-volume dining facility. Requires a New Jersey Food Service Management Certification, excellent communication skills, and computer literacy in industry standard software. Expertise in planning, organizing, training, and evaluating performance is also necessary.
Assistant Manager Housing Administration – Grade 5
Position Summary
Provides overall daily operations and administrative functions. Supervises the work of clerical and student staff in resident student assignment, check-in and out, and maintenance of security, facilities, billing records, and databases. Works under general supervision with few direct instructions. Carries out routine and non-routine work tasks with occasional review of work outputs by supervisor. Performs work requiring knowledge of general principles and practices within the area. Supervises the work of technical and/or clerical staff. Performs professional work that requires the use of discretion and judgment within defined practices and procedures. May deviate from established methods as long as outputs meet acceptability standards.
Outcomes
- Efficient and effective unit administrative operations\
- Accomplishment of unit’s operational goals and objectives
- Sound systems of financial and records maintenance
- Clearly informed and serviced clients and staff
- Safeguarded unit assets
Knowledge and Experience
Requires a bachelor’s degree in a related field, or an equivalent combination of education and/or experience that demonstrates knowledge and understanding of housing, student assignment, scheduling, occupancy rates, work organization, coordination, and bookkeeping. Also requires a minimum of two years relevant experience in an administrative function, good communication skills, and computer literacy.
Assistant Manager Housing Operations – Grade 6
Position Summary
Plans, directs, and supervises custodial, maintenance, and grounds operations for an assigned campus operation. Initiates, plans, estimates, and coordinates work requests for repair, maintenance, changes, and additions to campus housing facilities. Performs professional work with a solid understanding of work project coordination, cost and time effectiveness, and general custodial, grounds, and maintenance operations. Provides resolutions to a diverse range of complex problems consistent with the role and goals of the unit and in accordance with management principles, applicable regulations, and university policies. Supervises lower-level professionals and paraprofessionals. Works independently within broadly defined work objectives and limited review of work results. Interprets, communicates, and implements policies and practices for differing needs of a diverse client population.
Outcomes
- Planned system for the custodial, maintenance, and grounds operation in accordance with internal procedures and established policies
- Efficient and effective responses to requests for client needs in accordance with sound management principles and operational objectives
- Reliability and integrity in meeting quality standards for an assigned campus operation
- Staff trained and supervised to meet operational functions and processes and effective client services
- Regular preventive maintenance on interior and external facilities
Knowledge and Experience
Requires a bachelor’s degree in a related field, or an equivalent combination of education and/or experience that demonstrates knowledge and understanding in maintenance operations, work planning, estimating, and coordinating. Also requires a minimum of five years relevant experience in custodial maintenance and supervision of custodial, grounds, and maintenance staff; good communication skills; and computer literacy
Manager of Housing Operations - Grade 7
Position Summary
Manages daily and long-term maintenance and administrative operations for housing for an assigned campus. Manages all assignment, maintenance, and project management functions and decisions for the campus. Is an integral link to Residence Life at the university. Formulates, maintains, and communicates all policy and quality standards for the campus operation. Performs professional work with a solid understanding of the theoretical and applied bases for a particular field of specialization; applies principles and concepts to work within a discipline. Provides resolution to a diverse range of complex problems that may require creativity. Interprets, communicates, and implements policies and practices and functions as a seasoned professional in the area. Seen as a point-of-contact and source of information.
Outcomes
- Sound system of internal policies, controls, and assurances for the campus
- Uniform administrative objectives and standards for areas reporting to this position
- Campus policies set and communicated to all appropriate personnel
- Projects monitored to ensure completion on time, within costs, and in accordance with all quality standards
- Decisions that are timely, consistent, fair, and show discretion
- Occupancy quotas that are met/exceeded in accordance with operational objectives
Knowledge and Experience
Requires a bachelor’s degree in a related field, or an equivalent combination of education and/or experience with five years relevant experience in managing housing operations, business management, and developing and managing policy for a workforce. Knowledge of building maintenance procedures is required. Also requires excellent communication skills and computer literacy.