Assistant/Associate Director for Facilities Operations & Asset Management

Posted: 3/6/23
Deadline: 4/1/23

About This Organization

Alma College

Job Duties

SUMMARY:

This position supports the Operations and Asset Management activities of the Facilities Unit in coordination with Facilities Division Staff and college stakeholders to produce, organize, and prioritize infrastructure and build asset data to facilitate the management and capital renewal of those assets and sustainability efforts. Inclusive in this work is oversight of the operations support team, including environmental health and safety, custodial services, contract management and budgeting, fleet management, and materials management.

In support of the above, this position works with Facilities leadership to build and maintain the process for physical asset condition assessments, and coordinates with Facilities asset category leaders and teams to plan and sequence condition and capital renewal assessments, and metrics. This position oversees the design and implementation of infrastructure assessments, critically evaluates those assessments and the assessment data and coordinates the input and maintenance of assessment and cost data in the asset database. They have key involvement supporting and strategic initiatives, such as the college physical master plan, the Facilities Integrated Priority List, Repair and Renovation and 6 year and other periodic Capital Planning initiatives.

EDUCATION AND EXPERIENCE:

Bachelor’s degree or equivalent experience as it pertains to the requirements of this position
Minimum three years of experience in a facilities management leadership position
Certifications related to trades or national associations such as APPA or PGM preferred
Minimum 3 years of experience in asset management preferred
ESSENTIAL JOB FUNCTIONS:

Partner with the trades managers and department leaders to foster an environment that promotes best practices in facilities management.
– Focus on continuing education and professional growth to understand and implement current best practices.
– Build relationships with higher education facilities professionals and stay current on industry trends to provide cutting edge recommendations to the team.
– Work with the Director of Facilities, Chief Financial Officer, and Chief Operating Officer along with the facilities management team to focus on continual process improvement.
– Identify ways to build an even more accountable maintenance team which focuses on customer service and a proactive maintenance culture.
– Works with the administrative support team to implement and leverage the maintenance management system for improved customer service, consistent historical information and reliable reporting information.
– Provide excellent customer service to the campus community through proactive building inspections and communication with customers.
– Perform duties as System Administrator for the computerized maintenance management software system (CMMS).
– Support the Repair and Maintenance and contract budget lines for campus buildings.
– Assist the Direct of Facilities in the preparation and submission of annual operating and capital budgets.
– Develop a tag identification system for tracking and maintaining the equipment.
– Assist Residential Life in improving the room inspection process, standardizing and tracking student room and lounge furniture.
– Oversee the College transportation fleet and work to identify ways to develop a more sustainable, cost effective and efficient vehicles.
– Oversee the procurement of goods and services for the facilities operations team and partner with the business office and administrative team to support the purchasing needs.
– Support the environmental health and safety efforts to provide a safe working environment for the facility operations team and assist faculty, staff and students at the College on safety matters as required.
– Partner with EH&S consultants to provide training, complete inspections and meet the requirements of multiple government agencies.
– Oversee the operations of the Post Office and receivables and identify opportunities for improved and value-added services.
– Manage the custodial services contractor by working closely with the custodial contractor management team and regional leadership to improve the cleanliness of facilities and meet the needs of the campus community.
– Perform other duties as assigned by the Director of Facilities.

SUPERVISION:

This position provides direct supervision including hiring, discipline, training/development, and termination of the following positions:

Director of National Management Team (1) Portfolio related to the Custodial team
Maintenance Trades Team (9)

The physical demands described herein are representative of those that must be met by an employee to successfully perform essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Note: The statements herein are intended to describe the general nature and level of work performed by employees, but are not a complete list of responsibilities, duties, and skills required of personnel so classified. Furthermore, they do not establish a contract for employment and are subject to changes at the discretion of the employer.

Alma College is a selective, baccalaureate and graduate liberal arts college committed to academic excellence and development of responsible leaders. Alma’s undergraduate and graduate students thrive on challenging academic programs in a supportive, small-college environment emphasizing active, collaborative learning and close student-faculty interaction. Alma is a private Phi Beta Kappa institution located in the center of Michigan’s Lower Peninsula.

Alma College is an Equal Opportunity Employer and is committed to recruiting and retaining a diverse faculty, staff and student body.

Alma College recognizes that we are all transformed when we celebrate and value the varied identities backgrounds, experiences, and perspectives in our campus community. We are committed to recognizing and removing barriers to success and providing equitable access to opportunities through education and advocacy. In our increasingly diverse campus and world, we pledge to create a climate where everyone is safe and free to grow intellectually, spiritually, and emotionally.

Required Qualifications

Knowledge, Skills, and Abilities:

Knowledge of College mission, services, policies and procedures
Knowledge of capital project management, budgeting, and planning
Knowledge of architectural, mechanical, and electrical operation of physical facilities
Knowledge of safety standards/precautions, including compliance with local, state and federal regulations (MiOSHA)
Proficiency with PC-based applications, including accurate typing and data entry
Oral, written, interpersonal communication skills
Problem solving skills, reflecting good judgment, tact, and discretion
Leadership and supervisory skills
Project management skills
Time management and workspace organization skills; must be detail-oriented with demonstrated accuracy and aptitude with numbers as well as demonstrated analytical skills
Ability to communicate and relate effectively to the various constituencies of the College
Ability to manage and lead a fiscally challenged and rapidly changing environment
Ability and willingness to be flexible and to successfully coordinate multiple priority projects simultaneously, often with changing deadlines and priorities and follow through on their execution
Ability to work effectively with individuals and groups from a variety of identities, cultures, and backgrounds.
WORKING CONDITIONS:

General office duties conducted within a professional office setting in the Facilities Operations building. Extensive computer use required. Frequent campus errands required including access to all public and non-public areas of the campus. Routine visitation to job sites. Work is performed under moderately safe and comfortable conditions where exposure to environmental factors such as temperature variations and extremes, odor, toxic agents, noise, vibrations, machinery, wetness, electrical current, weld flash, vehicle traffic and/or dust, may cause some discomfort and where there is risk of injury. While performing the duties of this job, the employee is required to stand or sit for up to eight hours per day; walk to all points of campus; frequently bend, climb, crawl, reach, twist the torso, and work with repetitive arm motions below, at, and overhead. The employee is required to wear protective gear such as goggles, gloves, chaps, toe protection face shield, and/or mask and may be exposed to noise from power equipment. The employee must be able to lift 10-25 lbs. numerous times each day and up to 100 lbs. a few times weekly. The position is expected to be available for on-call emergencies during evenings, weekends, and holidays. Must have a valid, or be eligible to obtain, a Michigan driver’s license, clearing initial and periodic driving record checks, and become an approved driver at the College.

Other Info

Interested candidates shall submit an Alma College application and a cover letter, current resume, and the names of three professional references via email to careers@alma.edu. For an Alma College application, please go to: https://www.alma.edu/live/files/3085-application-for-employment.