Job Information
Urban League of Rochester Facilities Supervisor and IT Specialist in Rochester, New York
Facilities Supervisor and IT Specialist
Rochester, NY (http://maps.google.com/maps?q=265+N.+Clinton+Ave.+Rochester+NY+USA+14605)
Description
Reports To:Executive Vice President (EVP) of Programs
Employment Status:Full-Time
Supervises:Facilities Staff
Job Summary
This is a multifaceted role that requires a proactive individual capable of managing both the Urban League's physical spaces and IT systems. The ideal candidate will ensure a safe, secure, and technologically robust environment that supports the Urban League's mission and enhances the experience of staff, guests, and stakeholders.
The Facilities Supervisor and IT Specialist is responsible for the overall care and condition of the Urban League's buildings and grounds, as well as ensuring the safety, security, and operational readiness of the organization's facilities and IT systems. This includes the locations at 265 North Clinton Avenue, the premises at 150 Clinton (as per the lease agreement), and the Workforce Development Construction Training site on Central Avenue.
Job Responsibilities
Facilities Management Responsibilities:
Supervise Maintenance Staff: Ensure proper coverage and support at all times.
Conduct Daily Inspections: Perform walk-throughs of buildings and grounds to identify and address safety, security, and maintenance issues.
Respond to Facility Requests: Address and track facility-related inquiries to ensure timely and satisfactory resolution, including:
Manages moves, IT needs of new hires, and other facility changes.
Performing building maintenance tasks such as snow shoveling, lamp replacement, and general cleanups.
Collaborating with leadership to improve building appearance and functionality.
Managing deliveries and office supply distribution.
Manage Building Services Agreements: Maintain contracts in a centralized location, ensure timely renewal or bidding, and verify vendor compliance.
Oversee Agency Vehicles: Ensure vehicles are maintained, inspected, and registered, and manage a list of authorized drivers.
Coordinate Storage Facilities: Safeguard agency property and manage document retention and disposal in alignment with policies.
Maintain Safety and Security Protocols: Manage building security, lead the Safety Committee, and ensure staff training on emergency procedures.
IT Management Responsibilities:
IT Onboarding and Support: Manage IT setup for new hires, including provisioning laptops, configuring software, and ensuring compliance with organizational IT and cybersecurity policies.
Maintain IT Systems: Oversee the inventory, maintenance, and readiness of computers, peripherals, and software licenses.
Troubleshoot IT Issues: Diagnose and resolve basic IT issues, escalating complex problems to external vendors as needed.
Cybersecurity Compliance: Implement and maintain cybersecurity protocols, including antivirus software, firewalls, and data security measures.
Vendor Coordination: Collaborate with external IT vendors to support advanced technical needs and system upgrades.
Data Center and Network Maintenance: Ensure operational readiness of the data and manage network equipment to support communications and technology requirements.
Documentation and Reporting: Maintain accurate records of IT assets, updates, and incidents.
Shared Responsibilities:
Space Allocations: Conduct quarterly reviews of space utilization and provide updates to Finance for occupancy cost allocations.
Assist with Budget Preparation: Monitor and assist in the preparation of annual operating and capital budgets for maintenance and IT operations.
Regulatory Compliance: Ensure compliance with OSHA, MSDS, and other regulatory standards for both facilities and IT systems.
Perform Additional Duties: Support other organizational needs as assigned by the EVP of Programs.
Requirements
Education and Experience:
A combination of relevant education and experience equivalent to an associate degree in facilities management, IT, or a related field.
Three or more years of experience in facilities management and IT support.
Experience in supervising staff and managing vendor relationships.
Familiarity with cybersecurity practices and IT asset management.
Skills and Abilities:
Strong leadership and organizational skills with the ability to manage both facilities and IT operations effectively.
Proficiency in Microsoft Office applications and IT systems, including software deployment and basic troubleshooting.
Excellent written and verbal communication skills.
Ability to manage time efficiently and meet deadlines.
Strong problem-solving skills, with the ability to evaluate and prioritize tasks.
Customer-focused mindset with a commitment to providing excellent service.
Equal Opportunity Employer Statement
The Urban League of Rochester is an Equal Opportunity Employer. We are committed to providing an inclusive and welcoming environment for all employees, clients, and members of our community. We do not discriminate on the basis of race, color, religion, gender (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity or expression, national origin, ancestry, age, disability, genetic information, marital status, veteran status, or any other status protected under federal, state, or local law.
In compliance with the Americans with Disabilities Act (ADA), the Urban League of Rochester will provide reasonable accommodations to qualified individuals with disabilities to ensure equal access to employment opportunities and the benefits of employment.
