A Building Administrator is a full-time staff member residing in that building that has the

authority to make decisions and carry out duties which affect comfort, convenience, safety and

energy conservation. The building administrator is the chief administrator in charge of his/her

building at the direction of the President, and is ultimately responsible for the well-being of the

facility.

DUTIES AND FUNCTIONS OF A BUILDING ADMINISTRATOR

1.GENERAL OBJECTIVES

1.1 To help the University Administration in its overall efforts to bring down the cost of

electricity, water and telephone services.

1.2 To achieve and maintain safety and cleanliness in all buildings and facilities of the

University.

2. GENERAL DUTIES AND FUNCTIONS OF A BUILDING ADMINISTRATOR

2.1 Ensure proper and judicious usage of all utilities of the University electricity, water, and

telephone specially those within his jurisdiction.

2.2 Check and monitor the physical condition, general upkeep and cleanliness of the building. its

surroundings and its facilities.

2.3 To coordinate with custodial workers, personnel of the CMO and of such other pertinent

offices necessary for the effective performance of their duties and responsibilities.

2.4 Offer suggestions and/or recommendations to the Office of the Vice-Chancellor for

Administration on matters affecting building administration and utilities management.

3. SPECIFIC TASKS OF BUILDING ADMINISTRATORS ON WATER FACILITIES

3.1 Leaking faucets and/or busted water pipes should be reported immediately to CMO for

immediate action.

3.1.2 In areas where water supply is not utilized during the night, the main water gate valve of

the building should be shut off at 6:00 PM and reopened at 6:00 AM the next day.

3.1.3 Use of University water system for working private vehicles should be prohibited.

Similarly, washing of clothes should not be allowed. Gardener must not leave their water hoses

running continuously for hours just to water a small garden plot.

3.2 ON ELECTRICAL FACILITIES

3.2.1 Electrical problems should be reported immediately to CMO for immediate action. Such

problems may be defective lighting facilities (e.g., busted electric bulbs, malfunctioning

fluorescent lights), open or dangling wires, electric fans which are not properly functioning, etc.

3.2.2 After office hours, ocular inspection of each and every room should be conducted to see to

it that all lighting facilities which are not use are switched off. When electrical facilities are not

switched off after occupants have left and locked the room, the main switch may be switched off,

if power supply for the building will not be adversely affected. Security lights should be put

on/off on appropriate hours.

3.2.3 Use of electricity by non-UP users e.g., dry paper copiers should be monitored. See to it

that only authorized equipment is plugged into the unit's electrical outlets.
3.3 ON AIR-CONDITIONING AND OTHER ELECTRICAL

APPLIANCES/EQUIPMENT

3.3.1 Defective air conditioning units, including those that are running but not in good condition

should be reported immediately to the CMO. Review periodically the service tags of each air

conditioning unit within your jurisdiction and see to it that regular checkups by pertinent CMO

personnel are carried out regularly.

3.3.2 Check other electrical appliances and equipment to ensure that they are properly

functioning.

3.3.3 University and College guidelines on the use of air conditioners and other electrical

appliances should be implemented. Report to the Dean, offices or individuals which do not

follow any of the guidelines.

3.4 ON TELEPHONE FACILITIES

3.4.1 Report all PABX telephone troubles immediately to Mr. Gerry Perucho for proper action.

3.4.2 Report all PLDT phone troubles directly to PLDT for proper action and to be able to avail

of the payment deductions due to defective telephone units. Request for the (employee)number

of the person.

3.4.3 All areas within his jurisdiction, in and out of the building, should be regularly inspected to

see to it that the assigned custodial workers are doing their job properly. Delinquent custodial

workers should be reported directly to the Dean/Head of unit for proper action.

3.4.4 Waste receptacles should be requisitioned immediately for areas where they are needed or

lacking.
4. PERIODIC REPORTS

4.1 Monthly reports of activities/accomplishments should be prepared and submitted to the

OVCA.

5. ACCESSIBILITY OF THE BUILDING ADMINISTRATOR

5.1 The building Administrator must be available during office hours and accessible even after

office hours. His/her telephone number, if any, and his/her address must be on file at the

administrative office of his/her unit.

Planning and Building Administrator

POSITION OBJECTIVES

 Deliver customer focused and professional administrative support in an efficient and effective

manner for the Planning and Building units, to support service excellence across all of the

planning and building services

Key Responsibility Areas

Functional Responsibilities

Perform administrative support functions for the Planning and Building units, including:

 Processing daily incoming mail (internal & external)

 Registering incoming planning, building and subdivision applications

 Referring planning, building & subdivision applications to internal departments and

external authorities
 Undertaking public notice of planning permit applications, and notice of building

permit/’report & consent’ applications where required

 Preparing and administering decisions on planning, building & subdivision applications,

including updating Authority, SPEAR, TRIM and other relevant data bases

 Liaising with Victorian Administrative Appeals Tribunal (VCAT) as required & process

any applications for review that are lodged against planning decisions

 Processing administrative tasks associated with other planning and building functions

including Report & Consent applications, Place of Public Entertainment (PoPE)

applications, and requests for secondary consent approvals and extensions of time for

issued permits.

 Booking of inspections for the Municipal Building Surveyor and other building staff. 

 Processing Property Information Certificates

 Preparing building enforcement files for assessment, including researching history of

previous Building Permits, and managing correspondence associated with Building

Notice/order activities.

 Preparing responses to requests for past planning and building information

 Assisting with searches for documentation required for response to Freedom of

Information (FoI) requests

 Providing administrative support to the Strategic Planning Unit  Assist in the

coordination of the preparation and finalization of section 173 Agreements

 permit/’report & consent’ applications where required  Preparing and administering

 Be a contact person for counter and telephone enquiries, and provide accurate and efficient

responses to general planning and building enquiries (acknowledging that planning enquiries are

managed by a dedicated Customer Service/Fast Track Planner position).

 Assist in the creation and maintenance of standard letters, mailing lists and other basic

information for the Unit.

 As requested, assist in the arrangement of appointments and meetings (eg committees and sub

committees) and provide minutes as required.

 Assist in the maintenance of databases

 Assist in the development, maintenance and distribution of public information for planning and

building matters (including Council’s web page, information brochures & handouts).

 Assist in initiating and implement continuous improvement initiatives which seek to improve

the performance of the administration team and Planning & Building units as a whole.

 Provide administrative assistance to the Municipal Building Surveyor in undertaking audits as

required by Building Legislation, such as swimming pool safety barrier and Essential Safety

Measure audits, including maintaining the registers and processing correspondence for follow up

non-compliant work.

 Assist with the preparation of the Planning Committee agendas and the implementation of

Planning Committee recommendations as required, including preparation of statistical reports for

the Committee.

 To liaise with and provide information, assistance and advice to customers, other agencies,

consultants and members of staff.

 Undertake other duties and functions consistent with the area of work responsibility.

BUILDING ADMINISTRATOR RESPONSIBILITIES

The following is a list of specific areas of responsibility:

 Attend a once a semester (Fall and Spring) Building Administrator Roundtable to discuss

experiences, successes and challenges and bring issues to the table.  Attend other

specially called meetings as necessary.

 Maintain a current list of persons responsible for occupied lab spaces, including

emergency contact information for each.

 Report all safety-related issues immediately to University Police, Environmental Health

& Safety or Physical Facilities, as appropriate.  Communicate building-related emergency

preparedness procedures to building occupants.

 Maintain continuous communication with staff on all building related issues.  Work with

Physical Facilities Communications Specialist to create and continually provide updates

for a Physical Facilities listserv of appropriate building occupants to assure proper

dissemination of pertinent information.  This includes utility shutdowns and disruption of

services from other facilities-related work (planned or unplanned).

 Maintain awareness of facilities-related problems and communicate with the appropriate

campus department for correction of those problems.

  Identify, collect and relay suggestions to conserve energy or prevent waste of resources. 

Communicate and/or direct inquiries of an environmental or energy nature to Physical

Facilities or Environmental Health & Safety as appropriate.

 Assist in the education of building occupants as it relates to: a) recycling efforts; b)

management procedures / policies such as no smoking, bicycles, skateboards in building,

etc.

 Oversee building access control.  Authorize the distribution and return of all internal keys

and maintain an accurate accounting for this purpose.

 Develop building hours and coordinate with University Police.  Coordinate posting of

building hours with Physical Facilities.

 Approve building passes during silent hours.

 Assist Environmental Health & Safety in the coordination of building fire drills.

 Review all building related crime and incident reports received from University Police

Department.

 Initiate remedial action resulting from regulatory audits.  Assist with escorting of

regulatory inspectors if requested.

Requirements for the Building Administrator Certificate (040)

You will be eligible for a conditional certificate as a building administrator in Maine upon

completion of:
(1) Section A. 1., 2., and 4.

(2) at least five areas in Section C. Part I including 2. OR Section C. Part II;

(3) submission of a plan for a mentorship supervised by an employed Maine principal or

career and technical education administrator. (See Section D.3.)

You will be issued a five-year professional certificate once you complete all Section A,

Section B, Section C Part I or Part II, and Section D.

NOTE: The number in () indicates the number of semester hours required.

Section A:

1. Bachelor’s degree conferred

2. Three years of satisfactory public or private teaching experience

3. Master’s degree from an accredited institution

4. Criminal history record check approval – based on fingerprints

SECTION B:

1. Federal and Maine civil rights and education laws (3)

2. Special education law (3)

SECTION C: Part I

1. School finance and budget

2. Supervision and evaluation of personnel

3. Organizational theory and planning

4. Community relations

5. Educational leadership

6. Instruction leadership

7. Curriculum development

8. Cultural differences

9. Ethical decision making

SECTION C: Part II

School Leader Licensure Assessment: Test 6011 Score 163

SECTION D: (Choose one.)

Approved internship for a building administrator

1. Completion of a graduate level state-approved building administrator

internship program for a minimum of fifteen weeks

2. Completion of one school year as a certified assistant principal, assistant career and technical

education administrator, principal out-of-state, or career and technical administrator out-of-state

3. Completion of a mentorship plan for a building administrator approved by the Certification

Office, with duration of the plan being a minimum of one academic year.

SECTION E:
Teaching exceptional students in the regular classroom (3) ***

If this requirements list is more than two years old, please contact the certification office, as

the requirements may have changed.

SPP DOCUMENT 207

(REPLACING THE 1979 UAP DOC. 207)

2. SCOPE OF DESIGN-BUILD SERVICES

2.1 Design-Build Services by Administration

The scope of Design-Build Services by Administration is similar to that of the Architect’s

Regular Design Services (reference SPP Document 202):

2.1.1 Project Definition Phase

2.1.2 Schematic Design Phase

2.1.3 Design Development Phase

2.1.4 Contract Document Phase

2.1.5 Construction Phase

When the various phases of design services are completed, the Construction Phase goes beyond
periodic inspection and assessment to include the following:

a. Preparation of schedule of work, program and estimates of materials, labor, transportation,

equipment and services as reference for the construction.

b. Organization and hiring of construction personnel, designation of duties and remunerations

c. Negotiation and entering into contract with piecework contractors and evaluation of work
accomplishments

d. Procurement of materials, plants and equipment, licenses and permits

e. Authorizing and undertaking payments of accounts

f. Keeping records and books of accounts

g. Negotiation with Government and private agencies having jurisdiction over the project, and

h. Management of all other business transactions related to the project construction /

implementation.