Assistant Vice President & Director of Facilities Management

Job Description :

Department : Facilities Management

BASIC FUNCTION :

Serves as chief facilities / physical plant administrator. Supervises all functions relating to facilities management for the Fairfield University campus and related properties.

Develops comprehensive annual and capital maintenance plans. Oversees development, implementation, and maintenance of campus master plans.

Oversees all major construction and renovations. Oversees and manages all facilities-related budgets. Serves as the public representative for Facilities.

UNUSUAL WORK CONDITIONS :

Unusual work hours may result from campus projects and / or other campus emergencies. Available to address campus emergencies on a 24 / 7 basis.

KNOWLEDGE AND SKILL NEEDED :

Excellent verbal and written communication skills are required, as well as strong organizational skills and the ability to lead and manage a variety of functional areas and work teams.

EDUCATION :

A Bachelor’s degree in architecture, engineering, planning, or similar discipline is required. Masters degree preferred.

EXPERIENCE :

A minimum of ten years of experience in facilities management is required. Previous experience in commercial construction in academic settings is preferred.

SUPERVISION OF PERSONNEL : DIRECT

Director of Campus Planning and Design

Director Facilities Management

Project Manager Facilities

Design Associate

Office support staff

REPORTS TO : Vice President for Facilities, Campus and Auxiliary Services

ESSENTIAL FUNCTIONS :

Serve as the chief facilities / physical plant administrator in creating a campus environment appropriate for a nationally ranked, modern catholic Jesuit institution, supporting mission, admissions and other related uses of the campus.

The responsibilities extend to other University locations such as Austin Texas, Bridgeport Bellarmine Campus and downtown Fairfield.

Supervises all facilities management functions at the University. This includes both regular and capital maintenance, as well as capital construction and renovations.

Facilities management functions include :

Buildings and grounds, and associated trades (e.g. carpenters, grounds crew, plumbers, and painters)

Custodial services (e.g. outsourced custodial contract and in-house custodial-related services)

Energy management, and associated trades (e.g. Central Utility Facility, including Combined Heat and Power facility; electricians, HVAC design and controls, heating and cooling)

Planning and design (e.g. in-house design and project management, outsourced design and project management, campus master plans)

For major projects, manage the architectural selection process (RFP) with the Vice President for Facilities. With the Manager of Campus Planning and Design, manage new construction and renovation projects ranging from $3 million to $60 million.

Manage pre-construction process with out-sourced construction management companies to ensure projects are in line with scope and budget with the established program.

Manage the invoice approvals, change process and monthly cost updates. Incorporate lessons learned for future improvement.

Manages the department with data driven decision making. Develop KPI’s and performance metrics based on college and university best practices.

Tracks and promotes the success of the department based on the metrics, particularly as compared to peer institutions.

Serve as a member of the Crisis Management Team as responsible party for facility related issues.

Oversees campus safety and indirectly supervises the Fire Marshall and Environmental Health and Safety Officer. Provides oversight of environmental safety including waste removal and hazardous waste removal.

Ensure chemical inventories and global harmonics (MSDS sheets) are maintained in compliance with OSHA. Ensures safety policies are followed and safety trainings are completed and documented.

Meet with faculty to address their safety concerns and meet accreditation requirements.

Provides oversight for facilities related regulatory requirements such as EPA reports for cogeneration facility. Supports the Vice President for Facilities, Campus and Auxiliary Services in the development of long-term energy strategies.

Proactively monitors regulatory and other facilities related compliance issues to ensure all University campuses are up to date and compliant.

Manage Town approvals for major projects including Code Enforcement, Conservation, Planning & Zoning, WPCA and ZBA. Meet with neighbors to provide information on the project in advance of hearings.

Manage neighbor relations with respect to the physical plant and maintenance agreements with abutting properties. Works with legal and marketing to prepare responses to neighbor concerns.

Works with Human Resources team on contract negotiations with trades unionized with the Operating Engineers. Serves as final step in resolving union grievances prior to their being escalated to arbitration.

Meets with union representatives for regularly scheduled safety meetings and respond to their requests.

Develops short and long-term facilities maintenance schedules and plans and seek cost-saving strategies and opportunities where possible.

In collaboration with the Vice President for Facilities, Campus and Auxiliary Services prioritizes facilities needs and develops funding models to address needs.

Prepares and monitors annual operating and capital budgets, and special appropriations (e.g. bond funds, University reserves, etc.)

Acts as a liaison with department heads, faculty, and deans to determine facilities needs and monitor satisfaction and opportunities for improvement in overall facilities management services.

Field requests for capital improvements from internal University clients including academic and athletics divisions. Working with designers (both external and internal), develop scopes, budgets and manage requests through the capital approval process.

Implement projects within approved budgets.

Serves on the negotiating committee with Operating Engineers Local 30 for University trade employees. Manages labor relations for the department including the grievance process.

Serves as Chair of the Campus Sustainability Committee (CSC) and oversees campus sustainability and green initiatives. Respond to sustainability initiatives brought forward by faculty and students, participate in student LEAF meetings and Earth Day events.

Promote sustainability with the marketing department.

With Director of Campus Planning and Vice President for Facilities, Campus and Auxiliary Services, monitors space allocation and utilization and maintains inventory of all space assignment and usage on campus.

Participates in the professional development of the department. This involves :

Promoting an image of efficiency and courtesy throughout the University community

Participating in divisional, departmental and staff meetings as requested.

Building a team atmosphere within the department

Manage University properties in Austin Texas, Bellarmine Bridgeport Campus, downtown Fairfield University Bookstore and offices at 1720 Post Road, Fairfield.

Performs other duties as related or directed by responsibilities.

Duties may be changed and / or be added at any time.

Disclaimer :

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification.

It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job.

Category : Facilities - Admin

Facilities - Admin

Performs such other duties, responsibilities, and activities as required by supervisor and as departmental / University needs indicate.

Disclaimer

The above information indicates the general nature and level of work performed by employees within this classification. It is not designed to contain and should not be interpreted as a comprehensive inventory of all duties, responsibilities, activities, and / or qualifications required or expected of employees assigned to this job.

Duties, responsibilities, and activities may change and new ones may be assigned at any time, with or without notice.

Fairfield University provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

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