Facilities Operations Manager

Position Overview

Position Title
Facilities Operations Manager

Requisition #
S01204P

FLSA Status
Exempt

Location
IIT-Mies Campus

Department
Facilities Maintenance (Union)

GENERAL DESCRIPTION

The mission of the Facilities Department is to ensure a secure and economically efficient environment while conducting operations with professionalism and a focus on customer satisfaction. These essential services are critical to the university's functionality and must be delivered with cost-effectiveness, timeliness, and efficiency. The role involves collaboration with an internal team comprising Project Managers, Architects, Facilities Maintenance & Operations Managers, as well as Energy and Utilities Managers. Engagement with various external consultants, architects, engineers, and construction contractors is also required. Responsibilities include managing and coordinating university-wide preventative maintenance, building upkeep, and repairs for all campus facilities, equipment, and systems. Utilization of computerized preventative maintenance software to monitor the status of various programs is essential. The position also entails supervising a unionized workforce and providing emergency response coordination for facilities on a regular and on-call basis.

COMMUNICATIONS

Effective communication is crucial in this role, involving professional interactions with university administration, faculty, staff, students, external service providers, and community members as directed by the Associate Vice President for Facilities. The ability to manage professional relationships with key stakeholders using tact and diplomacy is essential. The HawkWorks Integrated Workplace Management System will be utilized for work management communication, with frequent interactions with external contractors and vendors conducted verbally, electronically, and in writing.

CUSTOMER SERVICE

This position requires significant interaction with internal customers within the facilities. Performance metrics will focus on cycle time, quality, and customer service. Building strong customer relationships through a problem-solving approach is vital. Regular communication with vendors, contractors, and other internal staff is expected, promoting a culture of diversity, equity, and inclusion.

Special Schedule Requirements

Availability for campus-wide emergency response and on-call duty after hours is required.

EEOC Statement

The Illinois Institute of Technology is an EEO/AA employer dedicated to fostering a community of excellence, equity, inclusion, and diversity. The institution actively seeks applications from individuals of all backgrounds and identities, ensuring equal consideration for employment.

Qualifications

Education & Experience

A Stationary Engineer Certificate or an associate degree in HVAC is preferred. A Bachelor's degree in Mechanical Engineering, Industrial Technology & Management, or a related field is advantageous, or an equivalent combination of education and experience. A minimum of 5 years of experience in infrastructure maintenance, including at least three years in a leadership role developing training programs, writing policies and procedures, and managing service agreements, is preferred. Supervisory or management experience with both union and non-union employees is essential, along with the ability to delegate and foster team development through education, training, and mentoring. Experience in a team environment and project management in a supervisory capacity is required. Demonstrated experience with specialized, complex equipment and building systems is necessary, with prior experience in housing, laboratory, or hospital environments preferred.

Knowledge & Skills

Proficiency in graphic skills, the ability to read and interpret building and infrastructure design plans, and good computer literacy with the capacity to learn new software, including drawing, databases, and word processing programs, are required. Advanced technical knowledge of HVAC, controls, plumbing, electrical, and general building equipment and systems is essential. A strong focus on customer service, communication, quality, cycle time, and metrics is expected. Familiarity with hospital, research, or government settings with stringent technical environmental control requirements is advantageous. Skills in developing detailed documentation of equipment maintenance schedules and comprehensive preventative maintenance programs are required. A demonstrated understanding of problem-solving and solution development in a complex work environment is necessary, along with an appreciation for the importance of documentation and accuracy in impacting financial and research outcomes positively.

SUPERVISION & BUDGET AUTHORITY

This role involves direct supervision of up to 15 union and non-union employees, working collaboratively with a team of managers to oversee and support a workforce of 45 employees. Responsibilities include coordinating, assigning work, overseeing, and inspecting work, as well as providing mentorship and discipline to employees. Support for budget considerations through optimization of staff resources is expected, with budget management conducted at the AVP for Facilities.

Physical Environment and Requirements

Work environments include, but are not limited to:

• Mechanical Spaces
• Outdoor Environments
• Laboratory Environments (which may require special safety equipment and training for entry)
• In Office Activities:
  • Sitting and working at a desk/computer station
  • Walking level, up and down stairs, and climbing ladders
  • Walking on building rooftops and other exterior surfaces

Certifications and Licenses

Required or Preferred Certifications

• City of Chicago Stationary Engineer license; preferred
• Universal Refrigeration Certification; preferred
• Current valid driver's license required
• LEED Accredited Professional or Green Associate; preferred certification

Key Responsibilities

Key Responsibility

Direct supervision of Facilities Department union and non-union employees. Schedule and assign work, establish standards for work production, and oversee and inspect work. Advise, mentor, develop, and discipline employees. Lead efforts to provide a consistent campus-wide approach to work control and labor management, addressing the operational needs of the Facilities Operations & Management department and the university. Develop a campus-wide talent pool to meet the needs of the buildings and systems. Address unsatisfactory behavior consistently and implement progressive discipline. Interpret and apply the provisions of the collective bargaining agreement. Oversee the field portion of the Trainee program and other educational initiatives. Promote a safety culture and ensure adherence to safe work practices in the field. Foster partnerships with Human Resources and the General Counsel offices.

Percentage Of Time
20

Key Responsibility

Proactively identify areas needing service or repair and make decisions regarding required resources based on staff availability, cost, and customer requirements. Streamline the maintenance and repair process using internal resources. Utilize the HawkWorks system as a central information hub. Make data-driven decisions on maintenance, repair, and replacement options.

Percentage Of Time
20

Key Responsibility

Identify customer needs and deliver best-in-class service within budget, utilizing in-house Facilities Operations & Maintenance staff. Build and maintain strong customer relations and provide timely updates and feedback.

Percentage Of Time
20

Key Responsibility

Engage in report writing, documentation of methods, record keeping, and developing policies and procedures. Provide customers with service and maintenance records with the required level of detail. Utilize HawkWorks IWMS to support operations and service compliance. Develop and implement predictive and preventive maintenance procedures.

Percentage Of Time
15

Key Responsibility

Contribute to the development of RFPs. Collaborate with subject matter experts, including facilities staff, customers, consultants, and vendors, to confirm the scope of work for maintenance projects. Oversee projects from initiation to completion. Provide technical contributions for master order service and task order contracts. Evaluate bidders for compliance with RFP provisions and assist in selection decisions to ensure the best value for the university.

Percentage Of Time
15

Key Responsibility

Participate in team building and maintain communication across all areas of the facilities department and other university departments. Engage in customer, contractor, departmental, and university-wide meetings as required to represent the department. Perform additional duties as assigned. Develop the Lead Building Engineer role as a bridge between field operations and office management.

Percentage Of Time
10

Work Hours

Monday - Friday, 8:30 a.m.-5:00 p.m. Availability for campus-wide emergency response and on-call duty after hours is required.

Position Category
Full Time

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