Director of Facilities   Email     Print   PDF

Job Summary:

• Reporting to the CFO/Vice President of Finance and Administration, is responsible for the planning, organizing, staffing, direction, and control of activities relating to the Institution's physical plant, material handling, facilities shop services, security, and custodial service.
  
  Major Duties:
  
• Establishes strategic goals for facilities reflecting the mission and vision of the Institution
• Creates and develops an effective team to manage and maintain various operations and services
• Develops, implements and administers facilities’ policies, processes, and procedures.  Responsible for statutory regulation compliance and other applicable adopted guidelines
• Directs services and activities including maintenance of facilities, structures, HVAC systems, equipment, grounds, and utility systems.  This involves design, estimating, budget preparation, development of written specifications, solicitation of bids, coordination and supervision of work
• Establishes contacts and directs efforts of contractors, engineers, and consultants engaged in Institution facilities projects
• Develops plans for utilizing  the Institution’s space/facilities in order to improve efficiency of operations and appropriate physical alignment of scientific and administrative functions
• Develops plans to improve and maintain industry leading sustainability programs – utilities, waste, facilities
• Develops and maintains CAD files setting forth the current configuration and arrangement of the Institution’s facility, usage documentation for all space, and records of the amount of square footage assigned to all functions
• Negotiates leases with various interests utilizing Institution property; monitors real estate taxes and initiates abatements, adjustments, and modifications with Town Officials
• Represents the Institution at various Town hearings and meetings pertaining to Institution facilities, property, and other interests
• Responsible for coordinating systems to identify, forecast, and manage deferred maintenance needs, planned preventive maintenance, and routine maintenance
• Responsible for coordinating housekeeping and grounds maintenance that meets high standards
• Oversees facilities capital planning and improvements; works with other senior management and stakeholders to develop, coordinate, and complete capital projects, ensuring that program needs are fulfilled and in compliance
• Presents budget requests and forecasts for capital planning and replacement, construction, renovation, maintenance, housekeeping, and security
• Prepares and presents facility reports; directly responsible for balancing work load demands within budget availability
• Develops and manages both capital and operating budgets for all assigned functions
• With the assistance of the Night Services Supervisor, oversees the Institution’s security operations.  Ensures that the Institution’s system of keys and locks is maintained, security manuals are current, and appropriate emergency procedures relating to the failure of essential equipment (e.g. freezers, cold rooms, etc) are in place and followed
• With the assistance of the Distribution Manager, oversees general services function ensuring efficiency in mail, courier, shipping and receiving, and other special services functions
•  Performs such other duties as the supervisor may, from time to time, deem necessary

Job Specifications (Knowledge, skills and abilities normally required for competent performance in the job):

• Degree in engineering, architecture, construction management, or an equivalent combination of education and experience.
• Minimum of ten (10) years experience effectively managing a facilities division at a senior level
• Must have demonstrated business management training and experience or an equivalent combination of education and experience
• Experience with integrated workplace management systems (IWMS) and computer-aided facility management systems (CAFM), Adobe Acrobat and AutoCAD.  Must have a high degree of computer literacy and be skilled in the use of Microsoft Office products
• Strategic focus and proven capability, training, experience, and demonstrated competence in managing a multi-function unit in a research facility in addition to leadership skills and experience in a variety of areas including: facility services, budget administration, and personnel management
• Demonstrated ability to analyze situations, identify issues, implement action plans, and make independent decisions
• Ability to represent the Institution’s best interests at all times
• Demonstrated leadership and management skills to work collaboratively and lead teams; strong ability to motivate, coach, and develop staff
• Must be able to work under pressure to meet deadlines effectively and accurately
• Excellent interpersonal skills with a variety of staff of all levels, trustees, students, guests, and vendors; tact, diplomacy, and flexibility are required
• Demonstrated strong written and oral communication skills