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Reporting to the Associate Vice President for Facilities, the position is responsible for managing operations of the Faculty Housing program and the oversight of the Faculty Relocation program. General responsibilities include: leading six to eight employees in various types of positions; creating a culture of exceptional customer service; budget planning and management; accounting and cost reporting; contracting and vendor management; and liaison with other Institute departments and the off-campus community. Housing specific responsibilities include: assignment coordination (vacancies, change in occupancy, extensions, exceptions, etc.); tenant turnover activities; unit condition assessment; maintenance and rehabilitation operations; rental rate analysis; improvement planning; and policy and procedure development and implementation. Relocation specific responsibilities include: coordination with the Provost and Faculty Records Offices on relocation needs for new Faculty appointments; oversight of laboratory and residential relocation logistics; and management of relocation vendors. Additionally, this position manages event reservations for the Keck Institute for Space Studies (KISS), and the 383 Hill Annex conference room.
Essential Job Duties
Manage a diverse team of employees consisting of administrative staff, maintenance staff, and apartment managers.
Responsible for all personnel decisions including hiring, onboarding, training, mentoring, creating work plans, establishing goals and objectives, and conducting performance evaluations.
Plan, develop, and implement program enhancements, business process changes, and operating procedures.
Continually review and update existing policies, processes, and procedures.
Identify revenue sources and develop marketing initiatives.
Website design and maintenance in conjunction with Facilities administration.
Prepare annual budgets. Prepare regular reports of revenue and expenses.
Develop and track Key Performance Metrics.
Develop and analyze surveys.
Serve as first point of contact for new faculty relocations for all entities involved, both internal and external to Caltech.
Assign and coordinate new faculty relocations with appropriate relocation specialists, adhering to required timelines and Division constraints.
Oversee relocation lab equipment delivery. Coordinate and conduct site inspections with contractors for purposes of lab surveys related to relocations. Partner with Design and Construction Project Managers to plan logistics, scheduling, and execution. Organize necessary access to building, loading docks, elevator, etc. with Security/Parking where applicable.
Working with relocation specialist, assist relocated faculty in resolving loss claims with mover/insurance vendor as needed.
Manage the assignment, leasing, maintenance, and rehabilitation for roughly 100 units of Faculty Housing in the vicinity of the campus.
Ensure consistent delivery of high-quality customer service to Faculty, Divisions, JPL, and other stakeholders.
Lead maintenance and turnover operations for Faculty Housing properties. Create, prioritize, and assign daily maintenance activities in AiM, our cloud-based maintenance work order management system. Create, coordinate, and oversee multi-shop work orders for Faculty Housing properties.
Manage rental payment process, vendor identification and acquisition, billing, and accounting activities.
Develop RFPs, analyze proposals and bids, and manage contracts for major maintenance, renovations, and recurring services of Faculty Housing units, including scope development, bid solicitation, bid selection, quality assurance, and vendor management. Coordinate with building inspector to ensure projects are code-compliant.
Identify, prioritize, and administer improvements and capital projects.
Coordinate with Facilities Management staff to provide oversight for general maintenance, improvements, and capital projects within Faculty Housing.
Coordinate with Division Administrators and other campus offices including JPL on policies and directives concerning Faculty Housing.
Administer leases and other legal documents for Faculty Housing units. Liaison with Office of the General Council (OGC) regarding legal issues and reasonable accommodations.
Develop and implement preventative maintenance programs for Faculty Housing units and execute the work via Facilities Operations.
Develop, monitor, and implement services contracts.
Quality assurance and vendor relations.
Oversee contracts for major maintenance and renovations of Faculty Housing units.
Coordinate with Facilities Management staff to provide oversight for the general maintenance, improvements, and capital projects within Faculty Housing.
Collaborate with Design and Construction and the Investment Office on new construction and purchases of housing units. Assist with acquisition, preparation, and deployment planning for occupancy.
Collaborate with the Investment Office to prepare housing units for sale. Inspect and accept units for purchase and addition to the inventory.
Prepare multi-year plans for major maintenance of units.
Maintain current knowledge, awareness, and understanding of state laws regarding rental properties.
Coordinate the strategic planning efforts regarding Faculty Housing space needs such as performing assessments of available space, capital and budgeting costs, and coordination of the tracking of occupancy, vacancy, and assignments and their related timing.
Represent the interests of Caltech in Homeowners' Association meetings for properties owned by Caltech. Collaborate with OGC when needed.
Maintain floor plans, blueprints, and building designs of all Faculty Housing properties.
Identify Faculty Housing assets for inclusion in AiM.
Coordinate activity involving Real Estate taxes.
Conduct market analysis of comparable rental property rates, both nationally and locally; develop summary reports for management review.
Oversee management of the Keck Center Think Tank, and 383 Hill Annex.
Perform other duties as assigned.
Bachelor's degree in Business Administration, real estate management, hospitality or similar.
At least 5 years of operational or administrative experience.
Experience in relevant property management and in planning and managing a comprehensive budget.
Problem solving skills and leadership skills.
Demonstrated excellent customer service skills are essential for success. The ability to interact at all levels with campus and system-wide officials is mandatory.
Must be proficient in MS Office suite and have willingness to learn other programs as needed for the work.
Faculty Housing is a 24/7 operation sometimes requiring work after hours and on weekends.
The selected candidate must pass a pre-employment background investigation to be hired for this position.
Master's degree in business administration, real estate management, hospitality or similar.
Prior experience in relocation services, property management and/or facilities management.
Active real estate license.
Previous university/academic housing experience.
Additional knowledge of AiM, Cognos, Oracle data systems and electronic purchasing system.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
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The California Institute of Technology (Caltech) is a world-renowned science and engineering research and education institution, where extraordinary faculty and students seek answers to complex questions, discover new knowledge, lead innovation, and transform our future.