Assistant Director of Facilities (UWS)

POSITION: ASSISTANT DIRECTOR OF FACILITIES

SUPERVISOR: DIRECTOR OF FACILITIES

SCHEDULE: 40 HOURS/WEEK (in person)

POSITION

The Assistant Director of Facilities manages the day-to-day facility needs for multiple buildings located on the upper west side of Manhattan. The buildings comprise of 148,440 gross sf and have been renovated and updated within the last ten years. The buildings are used for teaching, training, staff offices, meeting spaces, and performances. This position provides leadership and management of the Facilities Maintenance staff, plans, and programs. In collaboration with the Facilities Director, effectively directs the development of the department’s vision, mission, and core competencies to align with the strategic plan of the organization. Ensures proper resourcing to deliver best-in-class service for all maintenance activities.

POSITION DESCRIPTION

• Carry out all maintenance activities in support of the upkeep and integrity of the organization’s physical plant. Complete all corrective, preventive and predictive maintenance activities per internal service standards and industry best practices.
• Manage the operation of the CMMS system ensuring that all corrective work orders are completed within 24 hours of receipt. Plan and execute all corrective, predictive and preventive maintenance activities.
• Maximize the integrity and life cycle of all plant systems and assets through the appropriate application of preventive and predictive maintenance standards.
• Oversee the work of the cleaning staff to assure a consistently clean, attractive facility.
• Assist with after hours and emergency on-call duty in response to facility needs.
• Manage and utilize the building BMMS to achieve environmental comfort levels while incorporating a balanced strategy to conserve energy and control cost.
• Schedule and oversee NYC DOB and FD compliance and inspection activities including periodic testing of fire detection, sprinkler and fire pump systems and maintaining requisite certificates of fitness.
• Oversee and assist with room and furniture setups.
• Maintain a working inventory of common maintenance parts to minimize system downtime and maximize availability.
• Create and qualify an inventory of proficient, trusted facility maintenance and construction vendors committed to delivering specific and specialized services in support of the ongoing care of the organization’s physical plant.
• Deliver a safe, compliant and consistently, great experience for a broad group of internal and external constituents.
• Support the prescribed daily, weekly and monthly tasks developed to maintain industry standards for the care of all equipment, systems and organization’s physical assets.
• Closely manage departments relevant maintenance and personnel budget lines to achieve compliance with planned financial resources.
• Manage direct report’s personnel budget through careful scheduling and effective overtime management. Review, approve and submit staff payroll reports per organizational standards.

SKILLS & EXPERIENCE

• Excellent communication and customer service skills.
• Ability to consistently deliver a high level of service in supporting the mission of the organization and ensuring that the organization’s programs and activities receive maximum support through the delivery of excellent service.
• Capacity to work independently and use sound, professional judgment and think innovatively.
• Develop and apply necessary programs, strategies and activities to meet department goals and objectives.
• Capacity to function effectively under time constraints and when managing multiple, equally critical demands.
• Ability to quickly grasp job responsibilities and expectations, build relationships with direct reports and other staff members and stakeholders.
• A desire to embrace curiosity and seek help and guidance in areas that may lack form and/or clarity.
• A strong desire and capacity to engage, coach and develop direct reports. Ability to manage competing priorities. Maintain a respectful work environment through effective and proactive employee relations.

CERTIFICATIONS AND COMPETENCIES (REQUIRED)

NYC Certificate of Fitness for Fire Alarm Systems Inspection, Testing and Service Technician (S- 98) or ability to acquire it within 60 days of hire.

QUALIFICATIONS

• Other duties as assigned or required; duties and responsibilities may be added, deleted or changed at the discretion of the Director of Facilities.
• Exercise sound judgment and assessment skills.
• Strong oral and written communication skills.
• Software and application knowledge; advanced proficiency in Microsoft 365 (Outlook, Excel, Word, and SharePoint).
• Excellent customer-service skills.
• Strong track record of successfully leading and developing a team.
• 3-8 years’ experience in facilities management directing a comprehensive building management plan.
• At least 3 years of effectively managing a team of up to approximately 20.
• Spanish speaking is a plus, though not required.
• Associate’s degree is a plus, though not required.

PHYSICAL REQUIREMENTS

Ability to climb stairs, lift/move 75lbs., and respond quickly using a walkie-talkie between building locations.

WORK SCHEDULE

This position works a hybrid schedule. All our team members must be flexible and adapt to changing schedules based on business needs. The hours are generally 8:00 - 5:00PM; working Saturdays during the school year and during the peak holiday season in the fall is also required.

VACCINATION POLICY

• All staff must be fully vaccinated, including booster shot. Proof of vaccination required at the start of employment.

EEO POLICY

The organization does not unlawfully discriminate in employment opportunities or practices on the basis of one’s actual or perceived race; color; religion; sex/gender (including gender identity); creed; sexual orientation; marital status; pregnancy; ethnicity; national origin; ancestry; age; disability; alienage/citizenship status; arrest or conviction record (consistent with the provisions of New York State’s Corrections Law); partnership status; familial status; military service; status as a victim of domestic violence, stalking or sex offenses; veteran status; genetic predisposition or carrier status; or any other characteristic protected by applicable law. Employment decisions are made in a non-discriminatory manner and are based on qualifications, abilities, and merit. As may be permitted by law, certain positions will be filled by persons of faith as a bona fide occupational qualification. The organization also prohibits, and will not tolerate, any form of retaliation or reprisal against any employee who reasonably and in good faith complains of discrimination or harassment or provides information in connection with any such complaint.