Director of Facilities and Special Projects

Director of Facilities and Special Projects

New Haven Museum

New Haven, CT

The New Haven Museum seeks an innovative, enthusiastic professional with demonstrated experience in facility operations and project management. This professional will have the skills and capacity to lead facility enhancements driven by a comprehensive planning process. This individual reports to the Executive Director and is a member of the Museum's senior management team.

Organizational Summary

The New Haven Museum is a vibrant center for exploring the people, places, events, and ideas that shape and define the Elm City. Founded in 1862 as the New Haven Colony Historical Society to preserve the history and traditions of the Greater New Haven region, the New Haven Museum stimulates inquiry and fosters appreciation of our region's history and heritage. The Museum's collections date to the early years of the New Haven Colony and include more than 10,000 decorative and fine art objects and artifacts, an extensive photographic archive (150,000+ prints, negatives, film), and the holdings of the Whitney Library, which exceed 30,000 volumes and 350 manuscript collections, as well as architectural drawings, maps, broadsides, newspapers, and other items. Exhibitions, lectures, events, and publications bring more than 375 years of New Haven history to life. With an operating budget of $1.8M and 8 full-time and 6 part-time/seasonal staff, the museum serves over 10,000 visitors annually. The Museum is the steward of two historic buildings: its 1930 Colonial Revival-style headquarters in downtown New Haven and the historic c.1780 Pardee-Morris House, which is open seasonally.

The New Haven Museum is embarking on a multi-site comprehensive planning process to assess and address significant facility issues. This includes infrastructure upgrades to expand program and exhibit offerings, rehousing collections, and expanding staff to meet current and emerging community needs. The Director of Facilities and Special Projects will play a major role in this process.

Job Summary

As a member of the New Haven Museum's senior management team, the Director of Facilities and Special Projects leads two critical areas of the museum's management:

• operating, maintaining, and preserving the museum's two facilities
• serving as special projects manager

As the lead for the museum's operations, the position is responsible for developing and implementing plans, coordinating historic preservation and maintenance projects, and ensuring all work aligns with museum goals and historic preservation standards of the museum's two buildings: the main museum at 114 Whitney Avenue in downtown New Haven and the circa 1780 Pardee-Morris House, located at 325 Lighthouse Road in the city's Morris Cove neighborhood. This includes maintaining standards for collections and visitors; acquiring and maintaining equipment and systems; managing and evaluating all external facility service providers; ensuring compliance with applicable regulations and laws; and maintaining all facility records. The Museum also rents office space in an adjacent building and is responsible for cleaning, maintenance, and utilities.

As the lead for the museum's special projects, the position ensures the successful planning, development, and execution of the museum's comprehensive special initiatives. The New Haven Museum will launch a major comprehensive planning project in 2026. A planning and design firm will be engaged to perform concept development and design. The Director of Facilities and Special Projects will manage the process with the design firm and the museum's stakeholders.

Ideal candidates will have experience in facility and special project management in historic buildings or public institutions, knowledge of the trades, prior responsibility for state and government contracts, and the ability to communicate and coordinate effectively with diverse teams and community members.

Essential Duties and Responsibilities

Prioritize and oversee all indoor and outdoor seasonal maintenance and facility capital improvements of the main museum at 114 Whitney Avenue and the c.1780 Pardee-Morris House, including maintaining standards for collections and visitors, acquiring and maintaining equipment and systems, managing and evaluating all outside facility service providers, ensuring compliance with regulations and laws, and keeping all facility records.

Oversee special projects by coordinating all aspects of the planning process, ensuring all work aligns with the museum's vision and goals through concept development, design, budgeting, bidding, scheduling, implementation, and final assessment. This includes ensuring compliance with all contractual requirements, such as submitting reports, managing scope changes, and processing reimbursements.

: Assess the condition of structures and assets to determine immediate and long-term preservation and maintenance needs. Lead vendor oversight to implement restoration and maintenance of historic structures and building systems.

: Serve as the primary point of contact for museum stakeholders on special projects, including the Executive Director, the Museum's Board of Directors' Building Committee, museum staff, and community members, to maintain clear and consistent communication throughout the project lifecycle.

Manage the selection process. Advise on the selection of architects, engineers, construction managers, and other consultants, and coordinate their activities. Ensure all work aligns with the museum's vision and goals.

Upon request, engage with the local community, external stakeholders, and facilitators to ensure project work meets community needs and expectations.

Develop and manage operating, capital improvement, and project budgets. Monitor expenditures and ensure that projects stay within financial constraints. Manage diverse funding sources, including trust and endowment-restricted funds, capital and operating grants, and operating funds.

Create and maintain capital improvement and planning project schedules. Ensure all project phases are completed on time and within the established deadlines and financial constraints.

Ensure all contracted work meets the highest quality standards and complies with relevant codes, regulations, and museum standards. Work collaboratively with curatorial and collections teams and be committed to safeguarding the Museum and its artifacts.

Identify potential risks and develop mitigation strategies. Promptly and effectively address any issues that arise during a project's planning and implementation phases. Responsible for facility regulations, including all building, fire, security, and other relevant rules and codes. Interact with local officials regarding facilities issues, including, but not limited to, the Building Department, Historical Commissions, Fire Department, Police Department, and Health Department. Update emergency preparedness plans.

Oversee and direct the Museum's security operations to ensure proper staffing, procedures, and training are in place. Monitor and maintain security equipment and systems. Provide ongoing security protocol training and enforcement to ensure policies and procedures are complete and aligned with best practices for museums. Respond to alarm and weather events when they arise.

Assess insurance, lease, and vendor contract requirements and ensure the Museum meets all related policies and procedures, including facility and Board insurance, business equipment leases, and vendor contracts.

Responsible for overseeing the integration and maintenance of information technology systems that support security, environmental controls, and operational efficiency. This includes coordinating with the IT vendor to ensure reliable network infrastructure, telecommunications, data management, and digital exhibit support throughout the Museum's two facilities and rental property.

Provide regular updates to the museum's leadership and stakeholders on project status, including progress reports, budget updates, and any changes to the project scope. Serve as the staff liaison for the Board of Directors Buildings Committee and prepare materials and updates according to meeting agendas and committee goals.

Collaborate with all departments in the planning, preparation, and execution of exhibitions, programs, special events, meetings, and private rentals, and with the collections staff to safeguard museum assets.

Support securing financial resources to fund planning and facility updates and improvements by investigating potential funding sources, providing historical and financial information, researching trust, estate, and other specific legal questions, and preparing grant applications.

Additional duties as assigned by the Executive Director.

Qualifications

• Education: A Bachelor's degree in Architecture, Engineering, Construction Management, or a related field is preferred, as is a Master's degree.
• Experience: Experience in project management (PMP certification preferred), including cultural or institutional projects and museum planning and construction.
• Management Skills: Demonstrated skills include: strong project management skills with the ability to coordinate several projects simultaneously, ability to understand museum visitor needs and the workings of a museum, excellent communication and interpersonal skills, proficiency in project management software and tools, knowledge of construction processes, building codes, and regulatory requirements, strong problem-solving skills and the ability to handle complex situations, demonstrated ability to manage budgets and schedules effectively, ability to work collaboratively with diverse stakeholders, including community groups and members.
• Must have a driver's license, be able to climb stairs, ladders, and scaffolds, and lift heavy objects weighing up to 50 pounds.
• Knowledge of trade methods and techniques, as well as experience in security management, is desired.
• Strong computer and technology skills desired (Microsoft Office, specialty software applications).
• As an institution with deep roots in the New Haven community, the Museum highly values applicants with strong connections to the region. The New Haven Museum is committed to diversity among its employees and encourages qualified candidates from all backgrounds to apply.

Compensation

Salary Range is $75,000 to $95,000, depending on experience. Position is full-time, exempt. The Museum offers a generous benefits package.

To Apply

Please send a cover letter, resume, and three references to with DIRECTOR OF FACILITIES AND SPECIAL PROJECTS in the subject line. Applications will be reviewed immediately and will continue until the position is filled. No phone calls, please. The New Haven Museum is an Equal Opportunity Employer.

Job Type: Full-time

Pay: $75, $95,000.00 per year

Benefits:

• 401(k)
• Health insurance
• Paid time off

Work Location: In person