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HVAC Manager, Residential Operations

  • Stony Brook, New York, United States
  • Full-Time

Job Description

HVAC Manager, Residential Operations


Required Qualifications (as evidenced by an attached resume):

Bachelor’s degree (foreign equivalent or higher). In lieu of degree, four (4) years of directly related full-time experience, or a combination of higher education and experience totaling four (4) years may be considered. Three (3) years of directly related full-time professional experience in HVAC. Supervisory experience. Experience utilizing basic personal computer applications (i.e. Microsoft Office and/or Google Apps). Experience working with collective bargaining units. Must have, keep and maintain the appropriate valid NYS Driver’s License; have a motor vehicle record which is free from major violations or a pattern of repeat violations. (***Out-of-State Applicants, see “Special Notes.”).


Preferred Qualifications:

Four or more years (4+) of full-time professional experience in the operation and maintenance of multiple, decentralized heating and cooling systems supplied by a central plant. Experience troubleshooting HVAC equipment and system problems. Experience in monitoring HVAC contractor services.


Brief Description of Duties:

The HVAC manager will be responsible for managing the Residential Operations HVAC department resources in the accomplishment of a wide range of routine and non-routine (Special) HVAC and High Temperature Hot Water (HTHW) projects in support of the University’s mission. The HVAC Manager will be responsible for managing the HVAC operations of approximately 65 residential buildings, including Food Services, kitchens on campus, Student Recreation Center and the Student Health Services Center. Management includes but is not limited to preventive maintenance, emergency response, inspections, planning, estimating, material ordering, inventory management, budget management and service contract administration. In addition, the HVAC manager would also be required to respond to emergencies, receive after hours and emergency calls, and provide coordination as needed. Stony Brook University’s residential buildings are occupied 24/7. Safety of all students and individuals on campus is a main priority


  • The HVAC Manager is responsible for daily operation of the maintenance and repairs for the Residential Operations HVAC department, which includes all Residential buildings, Food Services, kitchens on campus, Student Health Services Center, Student Recreation Center and the High Temperature Hot Water System. Review work assignments, maintenance schedules, service programs, policies and procedures. Responsible for emergency repairs, initiating and monitoring of an effective preventive maintenance program. Ensure that all mechanical equipment rooms are maintained in a neat, orderly and safe condition appropriate for their designated function. Create and manage preventive maintenance programs, procedures and policies for the department. Manage and plan work assignments to ensure all work orders are being completed in the most efficient, economical and timely manner. Implement change if the work assignments are not being completed in the most efficient, economical and timely manner. Evaluate routine maintenance tasks for staff and implement changes to improve efficiencies. Perform building inspections on all HVAC equipment and systems to ensure all buildings are up-to-date with repairs and maintenance. Where buildings are behind, create a plan that will bring the building up-to-date with all repairs and routine maintenance. Safety of all students and individuals on campus is a main priority. Responsible for emergency response, coordination in critical situations, and HVAC after hours and emergency calls.
  • Responsible for the daily management and operations of the High Temperature Hot Water (HTHW) system, chilled water distribution system, chillers, cooling towers, and gas fired boilers on campus. Ensure the High Temperature Hot Water system, chilled water distribution system, chillers, cooling towers and gas fired boilers are all working properly, maintained and repairs are completed in a timely manner. Create and manage preventive maintenance programs for each system/equipment. Evaluate routine maintenance tasks and all completed work. Call in contract workers/vendors when needed. Manage the chemical treatment for all cooling towers. In accordance with New York State Regulations and EH&S, ensure each cooling tower is inspected and maintained. Stay up-to-date on all cooling tower regulations.
  • Manage the Residential Operation’s HVAC employees in accordance with State and University policies, including but not limited to recruitment, training, work performance, termination, discipline and performance evaluation. Administers applicable union/labor agreements and grievances. Schedules employee’s planned time off requests to ensure adequate HVAC support for the day-to-day activities and special events. Meet regularly with the Plants Utilities Engineer 2 to review daily activities and status of work orders. Evaluate the workforce needs and capabilities, and implement changes as needed. Screen and interview job applications and select new employees. Ensure all HVAC employees read and understand the policies of the University and Facilities Operations, as well as safety regulations.
  • Responsible for the effective operation, repair and maintenance of HVAC equipment and systems, including emergency repairs Initiate and monitor an effective preventive maintenance program. Maintain the status of all Residential Operation’s HVAC equipment and systems. Prepare reports to document when failures and problems are discovered. Documentation shall include the estimated repair date, schedule, status, and any regulatory requirements when necessary. Establish and maintain a priority list of HVAC work that needs to be accomplished within the facility. Plan and schedule such work with available resources. Ensure tools and equipment necessary to accomplish these tasks are available and accounted for in accordance with the current Facilities Operations policies and procedures. Identify projects that require additional resources and funds through the University’s capital project funding program.
  • Manage all HVAC and welding vendors/contractors. Review proposals from vendors, schedule work, inspect work throughout the project, and manage the contracted staff. Manage all DIFR Capital and Rehab Projects that deal with HVAC. Assist with gathering proposals and reviewing all drawings and plans. Track and monitor projects and ensure each project is completed in a timely manner. Ensure all projects are running smoothly with minimal disruptions to the campus. Enter all project work into the department’s CMMS; INFOR System, so the project can be tracked and monitored. Review vendor logbooks and sign off on completed work. Support the Assistant Director in the coordination of new construction projects and provide feedback to improve building HVAC systems.
  • Manage all HVAC projects for Residential Operations. Coordinate energy conservation projects, including but not limited to evaluating energy saving equipment, troubleshooting equipment, estimate, and communicate what type of equipment is required. Create written procedures and required records of plant operation activities for energy conservation. Manage the New York Power Authority (NYPA) and Honeywell Projects. Attend meetings and provide updates to the Assistant Director of HVAC on progress and status. Follow up on all projects to ensure the work is being completed in a timely manner. Review and suggest new equipment/modify old equipment and/or new building management systems/modify old building management systems to aid in energy conservation. Responsible for promptly resolving all issues related to each project.
  • Responsible for the operation and maintenance of the Infor Management System. Input, track, and monitor annual work orders for the department. This responsibility includes, but is not limited to enter, track, and close out work orders, maintain and update HVAC equipment/assets. Evaluate, maintain, and update, preventative maintenance tasks and frequencies within the Infor Management System. Ensure the PUE 2 is scheduling all work within the system.
  • Develop and conduct safety training for Residential Operations HVAC staff, including lock out / tag out, toolbox talks, confined spaces, etc. Train personnel on how to handle as required, various types of hazardous materials, including but not limited to, refrigerants, Freon, fuel oil, antifreeze, solvents, caustic soda, etc. Responsible for training personnel regarding working in confined spaces and other hazardous situations and utilizing proper personal protective equipment. Ensure all safety regulations are carried out and relevant codes are followed. Handle all safety issues when they arise. Ensure all staff complete their annual fit testing. Train supervisor on how to observe and inspect work while in progress and when completed. Provide ongoing training and ensure work is being performed according to requirements.
  • Administers the Residential HVAC budget within allocation. Create requisitions for supplies and materials and test new products; request new tools/equipment and parts as needed to ensure satisfactory completion of HVAC duties. Develop specifications, engineering sketches and cost estimates for HVAC equipment, material and service contracts. Negotiate and manage these contracts. Order equipment and supplies for the department. Document and report results to Procurement and the Assistant Director of HVAC, Director of Utilities, Energy Management/Sustainability, Director of Residential Operations and Associate President of Facilities and Services as necessary. Follow all State Procurement guidelines.
  • Other duties or projects as assigned as appropriate to rank and departmental mission.


Special Notes:

This is a full-time appointment. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.


Essential Position: This has been designated as an essential position based on the duties of the job and the functions performed. Positions that are designated as such may be required to report to work/remain at work even if classes are canceled, and the campus is working on limited operations in an emergency.


This position will remain posted until filled for a maximum of 60 days. An initial review of all applications will occur 30 days from the posting date. The candidates are advised on the application that for full consideration, applications must be received before the initial review date (which is 30 days from the posting date).


If within the initial review no candidate was selected to fill the position posted, additional applications will be considered for the posted position; however, the posting will close once a finalist is identified, and at minimal, two weeks after the initial posting date. Please note, that if no candidate were identified and hired within 90 days from initial posting, the posting would close for review, and possibly reposted at a later date.


***Out-of-State Applicants: Please note as a condition of employment and in order for this position to be tendered, the successful incumbent will be required to provide evidence of a valid license and driving abstract from the state issuing the license within five business days of a conditional offer and must obtain a NYS driver’s license within 30 days of acceptance of offer.


Resume/CV and cover letter should be included with the online application.


Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.


If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at or visit https://www.stonybrook.edu/commcms/oea/.


In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed https://www.stonybrook.edu/police/.


Visit our https://www.stonybrook.edu/commcms/jobs/working-here/index.php page to learn about the total rewards we offer.

Job Number: 2202129Official Job Title: Assistant Facilities Program CoordinatorJob Field: Administrative & Professional (non-Clinical)Primary Location: US-NY-Stony BrookDepartment/Hiring Area: Residential Operations – HVACSchedule: Full-time Shift :Day Shift Shift Hours: 7:00 a.m. – 3:30 p.m. Posting Start Date: Jan 5, 2023Posting End Date: Feb 4, 2023, 8:59:00 PMSalary:Commensurate with experience.Appointment Type: TermSalary Grade:SL3SBU Area:Stony Brook University


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