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Director of Facilities Operations

Company: Iconma LLC
Location: Somerville
Posted on: January 6, 2022

Job Description:

Job Description
Job title: Interim Director of Facilities Operations & Maintenance


Reports to (name and title): Sr. Director of Facilities

Department: Facilities Services

Department Summary (Briefly describe the purpose and activities of the department):

The Interim Department of Facilities Services is responsible for the efficient and cost effective operations, maintenance and management of all *** facilities consisting of approximately 5 million square feet of space on three campuses (Somerville/Medford, Grafton, and Boston). -

A broad range of services are provided to support the University campuses including: facility maintenance by all trades, capital maintenance, information technology systems for operations (work control, time capture, preventative maintenance), energy and utilities systems, recycling and waste management, event services, residential facilities coordination, grounds maintenance and facility condition assessment and tracking. Facilities Services plays a critical role in planning for the ***M/year deferred maintenance investment.

Related functions, which require close coordination with this department, are public and environmental safety and security, planning, design and construction of capital and deferred maintenance projects including major repairs, renovation and new construction

Job Summary (Summarize the positions key responsibilities):
Reporting to the Senior Director of Facilities Services and overseeing a diverse team of facilities and grounds management and staff, the Director of Facilities Operations & Maintenance - Medford is responsible for providing a physical environment that enables the University to conduct its teaching, research and educational mission. The director oversees campus facilities services including the planning, execution, and implementation of operations, grounds, maintenance and customer service best practices for all aspects of campus academic and residential facilities, and campus mail services. She/he will work on a daily basis as part of a cohesive and influential team in collaboration with the Directors overseeing, campus planning, capital programs and campus engineering functions. She/He also interacts with campus leaders, communicating timely and accurate data regarding campus conditions and work status. -

Develop, execute, communicate and maintain staffing and an organizational structure to effectively accomplish the departmental function; recruit, employ, supervise and evaluate departmental staff; direct the implementation of management development, skills training, safety and labor relations programs; coordinate with other university entities initiatives/programs regarding affirmative action, union negotiation, and equal opportunity.

Establish and implement short and long-range departmental goals, objectives, strategic plans, policies, and operating procedures; Monitor and evaluate programmatic and operational effectiveness, and effect changes required for improvement.

Advise the University administration on funding needs to adequately maintain the physical facilities of the institution, and assist the administration in the allocation of fiscal resources for various capital improvement and maintenance projects on campus.

Work with University administrators, faculty and staff to analyze and assess maintenance, growth, and facilities needs pertaining to programmatic changes. Develop and implement written programs, strategies and plans to meet those needs, preparing conceptual plans for new facilities services as appropriate. Provide input into, and recommendations for, the space utilization plan for the campus.

Develop, administer, and publish the annual departmental budget. Plan, develop, present and implement strategies for generating resources and/or revenues for the department, if appropriate. Conduct periodic reviews of budgetary practices and financial issues aimed at ensuring accountability and adherence to fiscally sound best business practices. Recommend allocation of funded depreciation account to specific projects.

Work with energy conservation and sustainability teams to develop and implement effective energy conservation and sustainability programs. Make recommendations and participate in the planning and establishment of new/enhanced utilities services. Provide resources as needed to support energy, sustainability, and resiliency projects.

Assess Facilities Management information technology needs to assure most effective systems to support program functions, like Asset Based Management (ABM); recommend upgrades and improvements to organizational structure, process and program work flow, planning and scheduling of maintenance activities, and business analytics tools.

Work collaboratively with *** Facilities Operations department and the Facilities directors and managers from other Tufts campuses to develop new or enhance existing system wide protocols and procedures and ensure compliance with end user service level agreements, standard operating procedures, organizational policies, and service requirement between departments.

Ensure compliance with University, state, federal and local regulatory requirements, as well as environmental impact issues. Monitor, assess, and make adjustments to safety compliance needs pertaining to the campus's physical assets. Participate in University wide safety committee, emergency response planning, and employee training.

Maintain records and periodically report on progression of incorporating best practices. Report on findings from audit of existing standard operating procedures and service level agreements related to all aspects of Facilities Management responsibilities including, but not limited to, regulatory compliance, quality control, construction administration, asset management, construction turnover, warranty management, service contract management, personnel, safety, energy initiatives, and financial management. Re-write, create and maintain manuals addressing Best Practices and SOP's.

Stay current on industry trends, and attend related training and conferences to create progressive systems and implement contemporary strategies in facilities management leadership. The successful candidate will bring broad-based facilities management experience and a proven record of assessing organizational structures, leading change, managing and re-allocating resources, creating business rules, and streamlining processes and systems. He/She will be a person of the highest integrity, with a collegial style that engenders trust and enables collaboration, along with an enthusiasm for the day-to-day management of efficient, responsive operations. -

Essential Functions:
Directs the administrative and operational general and preventative maintenance program including maintenance of building structures, plumbing, electrical, HVAC, controls, carpentry, grounds and other facilities components. Provides direction and oversight to facilities managers, grounds managers and staff to ensure the optimal deployment of resources. Establishes standards, priorities and service levels and manages department success accordingly. -

Leads the residential facilities function and team ensuring that student residences and summer conference facilities are proactively maintained and that repairs, minor renovations and occupant turnover activities are planned, managed and addressed in a professional, well written, and comprehensive manner.

Leverages Maintenance Management Systems (MAXIMO) and collaborates with business support team to gather management data. Review and assess data to provide leadership, peer departments, and staff with monthly reports on various performance metrics. Reports should reflect the strategy, planning, implementation, executing and monitoring of trends, anomalies, and opportunities for continuous improvement, enhanced workflows, and optimized processes. 10%

Ensures department is operating in conjunction with Operations Division mission. This includes active participation in long-range campus plans, facility condition goals and the development of MEP and sustainability standards. Represent Facilities Services at construction planning meetings to ensure long-term goals of department and future of physical facilities. Represent Facilities Services Department at schools sanctioned and ad hoc committee meetings15%

Directs facility managers and supervisors developing and articulating strategic departmental goals into group and individual performance plans. Manages, guides and coaches personnel in accordance with these plans.

Manages trade union staff according to the collective bargaining agreement. Guides campus interpretation of Union agreement and leads efforts to refine and improve workforce satisfaction, productivity and efficiencies through effective continuous improvements in union agreements and processes.

Insures that the budgeted resources are expended within University guidelines and budgets are prioritized appropriately based upon the balance between the condition of facilities, the standard of care, mission dependency, and other University or department driven objectives.10%

Minimum Required Experience, Education, Background, and Certifications/Licenses (Consider the education, experience, licenses, and technical or specialized skills required to perform this job.)

10 -15 years' experience in facilities management including comprehensive knowledge of buildings and equipment with ability to foresee problems, implement solutions and complete ordinary repairs in a timely manner
Demonstrated knowledge of building trades including plumbing, electrical, HVAC, and carpentry
Knowledge of applicable codes and regulations related to facilities, residential facilities in a University setting and building system operations
Planning, fiscal, and forecasting experience with an understanding of how to keep costs to a minimum while providing best care for facilities
Bachelor's Degree in a facilities and/or engineering discipline
Driver's License
Strong interpersonal and communication skills to foster effective working relationships at all levels
Microsoft Outlook Office, Maximo or other work order management system, CAD and or Revit, Microsoft Project, JCI Metasys

Additional Preferred Experience, Education, etc. (Consider preferred qualifications including additional education, experience, or other job related skills.)

Master's degree in an appropriate, related discipline.
Experience in a unionized environment.
Experience interpreting personnel bargaining agreements.
Experience managing a research and development facility or health sciences campus
Continued Education Classes in operating and programming JCI Metasys system

An employee in this position must complete all appropriate background checks at the time of hire, promotion, or transfer.

Working conditions (Consider exceptional working conditions, travel requirements, non-standard work schedule, occupational exposures, etc.) Flexibility in work schedule required due to campus related emergencies, events occurring nights and weekends and special events such as matriculation and commencement.

University Mission: Tufts is a student-centered research university dedicated to the creation and application of knowledge. We are committed to providing transformational experiences for students and faculty in an inclusive and collaborative environment where creative scholars generate bold ideas, innovate in the face of complex challenges and distinguish themselves as active citizens of the world.

Tufts Competencies: Tufts competencies describe the knowledge, skills and behaviors required to effectively perform a job in the university:

Expertise: Requisite skills for the position; sharing of expertise; support of others in learning and skill building; pride in work; commitment to professional development.

Interaction with Others: Demonstrated communication skills; openness to different viewpoints; respect shown for others; collaboration on joint projects and decisions; ability to give and receive candid and helpful feedback.

Continuous Improvement: Measurable improvement made in systems or processes; system efficiency; innovation and creativity; commitment to generating new solutions and ideas.

Customer Focus: Attention to and focus on customer satisfaction; effective and appropriate relationships with customers; successfully anticipate and meet the needs of both internal and external customers.

Resourcefulness and Results: The ability to work effectively in a variety of situations; demonstrating good work habits, flexibility and initiative; using multiple resources to achieve desired results; seeking input and assessing risks when decision making; committing to getting things done.

Leadership: Model desired behavior for position; act as catalyst for change through positive energy. (For management positions refer to the Leadership Competency Model.)

#ZR We are committed to providing equal employment opportunities to all employees and applicants without regard to race, religion, color sex, national origin, citizenship status, age, sexual orientation, gender identity, marital status, uniform service member status, genetic information, disability, or any other protected status, in accordance with all applicable federal, state, and local laws. This practice extends to all aspects of our employment practices, including but not limited to, recruiting, hiring, firing, promoting, transferring, compensation, benefits, training, leaves of absence, and other terms and conditions of employment.
Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States. Our organization participates in E-Verify.

EEOC and E-Verify

Keywords: Iconma LLC, Somerville , Director of Facilities Operations, Professions , Somerville, Massachusetts

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