Associate Director, Asset Management

Application Deadline: 07-31-2019

Department Summary: The UCLA Asset Management Department provides full-service property management for University-owned high-rise office buildings in Westwood (four buildings containing 940,000 SF, occupied by 150 primarily University tenants and generating $42M of annual revenue), plus limited-service property management to 60 other University-owned properties. 

Department Teams: The department is structured in teams that perform these functions: 

Operations Team (day-to-day activities of property management, such as repairs, maintenance, engineering, janitorial, security, fire-life-safety, parking and PCI compliance, tenant relations; work orders, TSRs and FSRs; budgets, variance analysis and tenant construction project coordination); 

Financial Team (property accounting, such as rent billing and collection; purchasing, POs and A/P; cash management, closing, reconciliation, variance analysis; adjustments, accruals, NPEARS and GL management; accounting in Yardi, budgeting, financial transactions, project accounting and close-out; financial analysis); 

Leasing Team (leasing, preparation of lease documents and tenant correspondence, lease administration in Yardi property management software); 

Contracts Team (administration of contracts and contract compliance for tenant improvements, maintenance, repairs, professional services and insurance claims); 

Construction Team (project manage tenant improvement construction jobs and contractors; supervise major maintenance jobs in collaboration with Portfolio Chief Engineer; coordinate activities of CPM vendors; TI and MM project planning and reporting); and 

Asset Team (campus-wide projects, delegations of authority, inter-department coordination and interaction with senior campus management, plan and approve major maintenance, strategic plan, data management for off-campus owned properties; HR/personnel including recruiting, performance evaluation, promotion and compensation). 

Job Summary: The Associate Director has full responsibility for all department employees (32), all contracted services personnel (90) and the department teams and functions listed above. In absence of the Director, the Associate Director serves as department head and reports to the Executive Director, Campus Service Enterprises. The Associate Director assists the Director with inter-department coordination, interactions with senior campus management, and CAO duties.  

Qualifications

1. Demonstrated experience in successful recruitment, supervision, motivation and retention high-performing teams of professionals that attain department goals. Required
2. Demonstrated ability to take independent action, demonstrate initiative, dependability, and good judgement to solve complex problems of all types. Required
3. Demonstrated ability to identify key issues, evaluate options, build consensus and initiate strategies to resolve difficult situations. Required
4. Demonstrated experience leading change and implementing proven policies and procedures. Required
5. Demonstrated experience in using and leading the use of strategic and other business plans to guide short-term and long-term operations and in leading teams in implementing those plans. Required
6. Demonstrated experience developing success metrics, measuring, monitoring and guiding individual and team performance using those metrics, and in implementing program adjustments based on metrics. Required
7. Detailed knowledge of UCLA and Department operating policies and procedures, as well as the ability to analyze, interpret and apply policies related to the department's organization and operations. Can be trained
8. Demonstrated customer service skills to work effectively with University personnel, campus leaders, tenants, vendors, co-workers and all others with whom Asset Management interacts. Demonstrated ability to direct the provision of efficient, timely, reliable, and courteous service to all customers, and ability to respond effectively to sensitive issues and resolve conflicts at the highest management levels. Required
9. Detailed knowledge and understanding of commercial property management practices and real estate law as they pertain to operations, leasing, lease management, accounting, finance, construction, contracting, and asset management. Required
10. Advanced knowledge of RE industry software tools, such as Yardi (property management), Argus (lease-by-lease analysis) and CoStar (market research) and demonstrated ability to direct staff to effectively use industry tools in managing operations, finances and assets. Required
11. Detailed knowledge and understanding of financial reporting and accounting principles, policies and procedures, and in leading teams responsible for these functions. Required
12. Demonstrated strong financial and business analytical skills, budgeting skills and fiscal management and in directing teams in performing those financial processes. Required
13. Demonstrated experience managing capital, TI construction, and repair projects for exterior site improvements, interior remodeling, tenant improvements, building system repairs, and building and site infrastructure upgrades and in directing teams managing these projects. Detailed knowledge of industry best practices for capital, TI construction, and repair projects. Detailed knowledge of laws, policies and procedures applicable to construction, including ADA compliance (Americans with Disabilities Act), fire and life safely, State of California Public Contract Code, hazardous materials handling, Environmental Health & Safety and OSHA. Required
14. Demonstrated experience in construction management including negotiations, contracting, coordination and overseeing project managers, architects, engineers and contractors, while managing construction budgets and contracts. Required
15. Demonstrated ability to read, analyze, interpret, and comprehend design and construction documents and contracts, as well as architectural, mechanical, electrical, and plumbing plans and specifications. Required
16. Advanced knowledge of UCLA's contracting requirements including advertising for bids, competitive bidding, paying prevailing wage and contractor pre-qualification and bonding. Can be trained
17. Advanced knowledge of UCLA's purchasing policies and procedures. Can be trained
18. BA/BS degree in finance, real estate or related field from four-year college or university; OR equivalent combination of education and experience. Required
19. Graduate degree in business or management. Preferred
20. Has achieved and maintains a commercial real estate profession designation such as the CPM or RPA and a state Real Estate License. Preferred

Applicants must submit their qualifications via UCLA's Career Opportunities website at https://hr.mycareer.ucla.edu  Reference position #30556.     

Direct URL Link: https://ucla.in/2WXluPH

The University of California is an Equal Opportunity/Affirmative Action Employer advancing inclusive excellence. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories covered by the UC nondiscrimination policy - http://policy.ucop.edu/doc/4000376/NondiscrimAffirmAct