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Associate Director of Facilities Management

2 months ago

Waukesha, Wisconsin, United States Carroll University Full time

About the Role:

We are seeking a highly skilled and experienced Associate Director of Facilities Management to join our team at Carroll University. 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:

  • 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.

Qualifications:

  • 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.
  • 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.

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.