Section 2: Description of Position
The Director of Facility Services is the chief administrative officer of the Facility Services Department, which includes custodial, mechanical maintenance, trades, and grounds. This position is responsible for the overall quality management of the university's buildings and grounds, including staffing, budgeting, strategic facilities planning, and compliance with health, safety, building codes, and local, state, and federal law related to such enterprises.
In addition, the Director of Facility Services acts as the "owner's representative" and bears ultimate responsibility for all construction projects on campus from small remodels to large-scale new construction. This role includes overseeing the process for architect and engineer selection; coordinating facility planning, design, and cost estimates; communicating and coordinating interactions with internal and external stakeholders; monitoring ongoing progress from start to finish; and reviewing, approving, or denying all change order and payment requests. The Director of the Facility Services also serves as the university's risk manager, coordinating property and vehicle insurance and monitoring/reporting existing or potential risk factors across the entire campus to senior administration.
Section 3: Major Responsibilities
- Ensure the Success of the Facility Services Department (40%):
- Provide leadership and direction to five direct reports: custodial supervisor, mechanical maintenance supervisor, trades supervisor, grounds supervisor, and administrative assistant. Develop their capacity to lead their respective areas and ensure their compliance with all university policies; local, state, and federal health and safety regulations; and employment laws.
- Ensure timely completion of projects and work orders, the effective utilization of CRM software, and efficient coordination of internal and external trades. In addition, facilitate a robust communication environment to all stakeholders regarding Facility Services' efforts to ensure a clean, well-maintained, safe working and learning environment.
- Oversee all campus construction projects, from small remodels to large-scale new construction by monitoring project progress, ensuring quality, actively tracking budgeted dollars expended/remaining, and proactively identifying challenges and opportunities, communicating all these factors to appropriate internal and external stakeholders.
- Create and maintain a culture within Facility Services of professionalism, customer engagement and service, respect, and communication that is readily apparent and widely understood by both internal and external stakeholders.
- Bear responsibility for the efficient, effective, and appropriate use of all funds allocated by or to the university for the planning, construction, maintenance, and care of university facilities and grounds.
- Analyze the delivery of services by Facility Services and organize the various operating units within the department into a logical, non-duplicative, efficient, and effective manner that best meets the mission, requirements, and needs of the university.
- Lead the Development and Implementation of Facilities Plans and Policies (40%):
- Evaluates the condition of all university facilities and grounds by routinely auditing facilities to document their current condition and compliance with health, safety, and building codes. Advise senior administration of the status of existing university facilities and make recommendations through master plans for corrective action.
- Develop, communicate, and implement annual and long-range facilities and grounds master plans and related goals that support the university's mission and strategic plan. These plans should be aimed at creating a cohesive, attractive, functional, safe, and clean working and learning environment for students, faculty, staff, and visitors.
- Create capital budget requests for both internal university financial planning, state appropriation requests, and philanthropic support that are directly related to both the university's strategic plan and the above mentioned annual and long-range facilities and grounds plan/goals.
- Collaborate with appropriate campus offices and departments to develop appropriate contingency plans that anticipate requirements for extraordinary facilities, grounds, maintenance, and custodial services during inclement weather and under emergency conditions and includes the use of contracted services, where/when appropriate.
- As the university's risk manager, prepare an annual report detailing the institution's risk profile and recommending risk management goals for the fiscal year with associated costs and responsible parties. In addition, serve as the university's representative to all property, vehicle, and facility replacement insurance companies and/or consortiums.
- Serve as the university's representative to external stakeholders such as public utilities, local fire departments, and environmental and energy agencies.
- Establish appropriate policies and procedures that promote a safe working environment and strong service-oriented culture to students, faculty, and staff.
- Other Responsibilities (20%):
- Oversee the effective and efficient operation of the university's key control system, transportation fleet, parking infrastructure, and space allocation.
- Serve as the primary advisor to the university's senior administration on all matters related to facilities and grounds, serving as a member of the institution's Facilities Planning Task Force.
- Remain competent and current through self-directed reading, professional development activities, and other opportunities to grow professionally and lead more effectively.
- Contribute to the overall success of the university by performing other duties and responsibilities as assigned by the Executive Vice President.
Section 4: Knowledge, Skills, and Abilities
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
To perform the role of Director of Facility Services, the individual must be able to:
- Consistently communicate effectively with internal and external stakeholders.
- Proactively analyze opportunities and challenges, develop and execute strategies, marshal and coordinate internal and external human and financial resources, determine efficacy of those strategies, and report outcomes to appropriate stakeholders.
- Actively manage multiple project deadlines, proactively communicating any changes to internal and external stakeholders, while also ensuring the consistent and timely completion of simultaneous projects.
- Lead direct reports and their subordinates effectively, professionally, and compassionately through challenging human and financial realities to achieve desired results consistently and effectively.
- Formulate, track, analyze for challenges and opportunities, and report on ongoing budget and financial status for the department as a whole and on a variety of simultaneous projects.
- Create and guide implementation of annual and long-range facility and grounds capital improvement plans.
- Read, analyze, and interpret technical journals, financial reports, and legal documents. This includes familiarity with documents related to property and auto insurance, contracts for services, architectural drawings, bid RFQs, purchase and change orders, and other related materials.
- Effectively present information to top management, public groups, and boards.
- Solve practical problems and deal with multiple variables in situations where incomplete information sometimes exists.
- Interpret a variety of instructions furnished in written, oral, diagram, or standard forms.
- Use common office equipment and software, including computers, copy machines, multi-line telephone systems, MS Word, Excel, and PowerPoint.
Section 5: Scope of the Position
List quantitative measures that define the size and scope of the position (for example, the number of students counseled, the number of faculty and/or staff supported, the number of employees supervised, the number of events planned, the size of budget managed).
- Oversee the Facility Services Department, which as of December 2022, included 53 employees and a significant annual operating budget.
- Directly supervise five direct reports: custodial supervisor, mechanical maintenance supervisor, trades supervisor, grounds supervisor, and administrative assistant.
- Bear responsibility for the effective and efficient management of 1.6 million square feet of facility space and 400+ acres of property on behalf of the university.
Section 6: Job Qualifications and Competencies
Indicate the minimum required education and years of experience. Include any required licenses or certificates.
Education and Experience:
- Requires a bachelor's degree from an accredited university in construction management, facilities management, or business. Master's degree preferred.
- Requires eight to ten years of facilities and project management experience.
- Preference given to candidates with facility manager, health and safety specialist, and/or building operator certifications.
Physical Demands/Work Environment
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, feel or use a computer keyboard and talk or hear. The employee frequently is required to sit and stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
Typically, the employee works indoors in a business office environment with a moderate noise level. At times, however, the employee may be required to work outside, occasionally in inclement weather, providing supervision of construction projects where the noise level is high.
NOTICE: The above job profile does not include all essential and nonessential duties of this job. All employees with disabilities are encouraged to contact Human Resources to review and discuss the essential and nonessential functions of the job. An employee with a disability can evaluate the job in greater detail to determine if she/he can safely perform the essential function of this job with or without reasonable accommodation.