| JOB TITLE: | Associate Director of Facilities Administration |
| DEPARTMENT: | Facilities |
| GRADE: | 5 |
| RANGE: | Commensurate with experience |
| TYPICAL DUTIES: | Reporting to the Associate Vice President of Facilities the Associate Director of Facilities Administration is responsible for the business and financial operations of the facilities organization managing an annual operating budget of $23 million and annual capital expenditures of $30 million.
Team Leadership - Promotes a productive working environment with high morale and a commitment to the quality of the built environment at Wesleyan University. Directs a team of 9 administrative staff responsible for budget management, project cost accounting, customer service and administrative support for the facilities operation and construction services programs. Hires, trains and evaluates the ongoing performance of all assigned staff.
Safety - Works closely with all departments to provide a clean, safe, secure and hazard free campus in compliance with all local, State and Federal codes. Works with the Department of Environmental Health and Safety to assure that in-house and contract staff are receiving all required occupational safety training.
Communication - Communicates with University departments (faculty, students, staff and parents) daily to ensure that the highest quality of service is provided by the entire Physical Plant team. Collaborates with University departments to establish short and long-term goals for the facilities team.
Quality and Productivity - Measures and monitors productivity and performance of the facilities operation vs best practices of peer schools. Monitors annual satisfaction scores for all buildings including but not limited to senior student surveys.
Accountability - Ensures that facilities maintenance, including labor, materials, and contracted work is completed efficiently and at the best value to the University. Conducts internal audits of expenses related to maintenance and construction projects to ensure accurate reporting of time and materials.
Budget Management - Develops, monitors and manages facilities operating and capital budgets to assure the most efficient and effective use of university resources. Prepares and maintains an accurate accounting of sources and uses of funding. Prepares and communicates monthly status reports of expenditures vs budget. Develops and communicates long range projections for the facilities operating and capital budgets.
Campus Stewardship - Ensures that all campus buildings and grounds are maintained to the highest achievable standards by proactively resolving or reporting items requiring maintenance or repair for all shops. Assures that damage claims are assessed to students where necessary.
Project Coordination - Develops, implements and maintains record keeping systems for labor and materials to ensure accurate reporting of costs for maintenance and projects.
Contract Management - Oversees the procurement of goods and services for the facilities operation of the university. Reviews bid specifications and contract requirements for outside services and assures vendor accountability.
Real Estate Asset Management - Develops financial models to analyze various real estate options including but not limited to leasing, purchasing, and building new facilities to support cost effective decision making. Administers the acquisition, sale, and leasing for various real estate transactions. Manages the database of real estate holdings including a graphical interface.
Performs all other duties as assigned. |
| MINIMUM DESIRED QUALIFICATIONS: | MINIMUM QUALIFICATIONS: Bachelor's Degree in finance or business administration. Five years experience with budget management including capital and operating budget responsibilities. Experience writing, interpreting, and enforcing vendor contracts. Must have the ability to analyze complex databases and develop electronic reports and graphs. Effective oral and written communication skills. Customer service competencies and customer follow-up. Desktop computer skills including the proficient use of MS Word, Excel, ACCESS, PowerPoint, internet, and e-mail. Working knowledge of all local, state and national codes and regulations applicable to area of responsibility including but not limited to: NFPA, OSHA, EPA. Valid State of Connecticut drivers license and safe driving skills.
PREFERRED QUALIFICATIONS: Master's Degree in business administration, finance or related field or equivalent certifications and training. Proficiency with maintenance management systems. Ten years of supervisory experience.
COMPETENCIES: Effective and proactive supervisory, work planning and management skills. Effective interpersonal skills, Customer Focus, Timely Decision Making, Listening, Organizing, Planning, Building Effective Teams. |
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