Position Summary:
The Key Shop Manager is part of the Facilities department at Vanderbilt University and is a key contributor responsible for the daily and strategic management of the door hardware, lock, and physical key systems maintenance. Duties include supervision of all staff in key and door shop; planning, scheduling, organizing, and directing work; training of personnel; staff evaluation, praising, coaching, and discipline; shop organization; maintaining shop spaces and equipment; managing supplier services; data collection and analysis; planning and implementation of new installations and projects; making recommendations to leadership; and leading a safe and efficient operation. The Key Shop Manager works as a subject matter expert and partners with all university departments, working closely with multiple campus and community stakeholders to maintain, build, and enhance university buildings and systems. The position reports to the Assistant Director of Services.
About the Work Unit:
Facilities provides facilities support for all construction, renovation, and routine maintenance of university space and facilities; housekeeping services for approximately 5.8 million square feet of academic, administrative, residential, and recreational space; grounds care for 330 acres that are a registered arboretum; turf care for athletic fields; and utilities for Vanderbilt University and Vanderbilt University Medical Center.
Key Functions and Expected Performance:
Manages all day-to-day operational and administrative activities of the key and door maintenance shop and the assigned staff; monitors workload, work orders, available resources, and work scheduling to ensure delivery of services. Researches, plans, and implements long-range strategic plans and goals for the maintenance of door hardware, lock, and physical key systems. Identifies and implements opportunities to improve customer service, communication, efficiency of shop operations. Achieves departmental and operating unit goals as defined by leadership. Collaborates with stakeholders to design and implement new physical key systems for newly renovated, newly built, repurposed, or existing campus buildings per capital planning and owner requests. Communicates clearly and thoroughly to all campus partners and leadership. Communicates using terms and descriptions that are understandable to those that are not experts in subject area. Always communicates in a manner that is productive, empathetic, and positive. Is able to incorporate an understanding of the many factors that drive decision making in a large academic institution. Manages various supplies, equipment, and building operations including university vehicles and assigned program spaces. Researches, analyzes, compares, and summarizes subject area best practices and financially responsible systems, equipment, and products. Designs, collaborates, and prepares informational material for leadership and university partners. Tracks, compiles, and reports data on the results of all shop activities on monthly, quarterly, and annual basis including expenses, purchased material and services, labor hours, work order completion, projects, inspections, and training. Maintains an understanding of new and current codes and regulations related to university maintenance and operations. Ensures all employees are working in accordance with university safety policies and procedures. Sources products and services that support departments’ needs and objectives. Establishes and maintains positive working relationships with all areas and departments within the university and local community. Provides supplier management to ensure positive partnerships, delivery of goods and services within contract terms, maintenance of vendor supplied equipment, timely and effective communication, and the timely receipt of accurate invoices and reports. Makes decisions and resolves routine issues / problems arising from contracted services, and ensures suppliers comply with all applicable rules, regulations, and policies. Serves as a primary point of contact for shop with contracted service supplies and all university departments. Ensures pricing, quality, availability, and delivery of services and materials. Collaborates with Purchasing and Payment Services on RFP development, RFP review and analysis, and participation in bidding process as subject matter expert. Checks, validates, and processes supplier invoices to ensure that charges are in accordance with contract terms. Promotes the available services and procedures to campus partners and leadership to enhance awareness of shops capabilities. Ensures waste and recycling operations are compliant with applicable rules, regulations and policies, such as OSHA, TOSHA, EPA, DOT, USDA, TWRA, Metro Nashville, and others. Other duties as assigned.
Leadership
Ensures a strong and resilient organizational structure through effective management of current staff and operations, evaluation of operations for improvement opportunities, and assisting management with analysis and planning. Evaluates, coaches, and develops direct report staff regularly. Guide, teach, and lead all team members to ensure organizational effectiveness, professional interpersonal interactions, excellent communication, ownership, commitment, and teamwork.
Supervisory Relationships:
This position does have supervisory responsibility. This position reports administratively and functionally to the Assistant Director of Services.
Education and Certifications:
A high school diploma or GED is required. Post-secondary education is preferred.
Experience and Skills:
3 years of related experience managing shop operations and staff as well as a thorough door hardware, lock, and physical key systems maintenance. Demonstrated effective written and verbal communication, interpersonal, and teamwork skills are required. A positive and productive approach to problem solving and work relationships is required. Excellent organizational skills, record-keeping abilities, and attention to detail are required. Demonstrated skills utilizing Adobe Acrobat and Microsoft Office applications is required. A valid TN driver’s license and ability to satisfy Vanderbilt University MVR requirements is required. Experience with work order management systems is preferred. Previous facilities maintenance and operation work experience is preferred. Previous frontline service staff management is preferred. Previous higher education, manufacturing, or commercial door hardware, lock, and physical key systems is preferred. Previous vendor service contract management experience is preferred.