Director of Facilities Operations

7 days ago

Waukesha, Wisconsin, United States Carroll University Full time

About the Role:

Carroll University is seeking a highly skilled and experienced Associate Director of Facilities Management to join our team. As a key member of our facilities management team, you will be responsible for overseeing the day-to-day operations of our facilities, including housekeeping, grounds, and project management.

Key Responsibilities:

  • Administration:
    • Manage and coordinate functions to analyze and plan complex housekeeping, grounds, and project management programs and schedules.
    • Manage Custodial Manager and Grounds Supervisor to provide backup support when direct reports are out of the office.
    • Reconcile and process PNC credit card statements with receipts and substantiation forms.
    • Ensure proper distribution of assignments, staffing, supplies, and equipment for optimal performance.
    • Aid the Director in capital project management.
    • Aid in vendor selection, supervision, and day-to-day operation of service providers.
    • Ensure compliance with University policies for product purchases, vendor selections, and acquisition.
    • Prepare periodic reports, analyze trends, and benchmark operations to identify recommendations and suggestions.
    • Initiate a positive environment conducive to motivating a team of supervisors in effective daily personnel management.
    • Assume responsibility of the Director of Facilities in their absence.
    • Conduct periodic comprehensive inspections to maintain a living, learning environment for faculty, staff, and students.
    • Assist department heads in providing continued education and training for staff.
    • Model and lead an organizational culture that emulates a customer service focus.
    • Conduct regular performance evaluations of supervisors as well as ensure successful completion of their corresponding teams' evaluations.
    • In partnership with the Director of Facilities, develop the department's measurable and attainable goals and objectives, to ensure continued progression towards the University Strategic Plan.
    • Ensure that employees comply with applicable University policies and procedures outlined in the Staff Manual as well as adherence to the University Ethos.
    • Coordinate with the Office Manager, the accurate information input in the University's time-keeping and project management software.
  • Project Management:
    • Consult with architects, engineers, and university departments in the planning, development, and refurbishment of existing facilities.
    • Prepare operational budget for fund requirements.
    • Continually monitor expenditures to assure that funds allocated are effectively utilized and expenditures limited to the allocation.
    • Collaborate with engineers, architects, and construction personnel.
    • Coordinate City permit approvals to maintain safety and building codes as well as legal requirements.
    • In partnership with the Director, select contractors and work delegation.
    • Prepare budgets, cost estimates, cost forecasting, schedules, and risk analysis for construction projects.
    • Manage contracted projects to assure construction is in accordance with specifications and budget.
    • Prepare and maintain operational plans.
    • Measure and report performance of operational plans.
    • Process weekly invoices and accounts payable.
    • Oversee contractors and vendors to ensure quality standards are met.
    • Coordinate the addition of the project systems into the University Asset Management Software.
    • Perform other duties as assigned.

Qualifications:

  • Education and/or Experience:
    • Bachelor's degree preferred.
    • A minimum of five years Supervisory experience.
    • Three plus years of progressive facilities management accomplishment in an academic or similarly complex organization preferred.
    • Five years of progressive facilities management capital project implementation in an academic or similar organization preferred.
    • Management and administrative skills, particularly the ability to analyze, organize, and delegate.
  • Technology Skills:
    • Familiarity with Building Management Systems (BMS) and facilities work order management software is preferred.
    • Familiarity with Microsoft Office Suite.
    • Experience with continuous improvement initiatives and practices of a complex facilities operation.
  • Human Relations Skills:
    • Strong organizational skills and ability to supervise people.
    • Ability to communicate effectively with all levels of management and employees.
    • Service and results-oriented.
  • Other Requirements:
    • Ability to work in all types of weather including indoors (temperature variation in campus buildings) and outdoors (precipitation and various temperatures).
    • Must have valid Wisconsin motor vehicle license and be insurable under the University's insurance plan.
    • Must be willing and able to support and advance the University mission.

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