Position Description
Position Title: Director of Facilities Management
Status: (To be completed by HR)
FT
Institution: Foundation Services
X
OT Eligible:
Yes
Department: Facilities (Operations)
No X
Introductory Period:
90 Days
Written By: Arthur Hall; L Cahill June 2014
PT
6 Months
X
Review Form: (To be completed by HR)
Director
ORGANIZATIONAL SUMMARY:
Reports to:
Management Committee
Works Closely with:
Operations Committee and Institutional Facilities Managers/Directors
Supervises:
Facilities Department Heads and Support Teams
JOB SUMMARY:
The Director of Facilities Management leads facilities operations and services for all common area and shared facilities on
the Cathedral Close including roadways; water, gas, storm drainage, underground communications lines and other
utilities; operation of the central power, heat and chilled water plant; elevators; life safety systems, preventive
maintenance, testing, permitting, inspections and regulatory compliance; general maintenance and workplace safety. The
Director develops and updates operating and capital budgets and long term repair, replacement, renovation and
construction plans in coordination with other departments and the Operations Committee.
Direct, manage and provide engineering and maintenance services to four internal institutions (clients). In delivering these
services, the Director oversees the automated work order system and preventative maintenance schedule common to all
internal institutions.
DUTIES AND RESPONSIBILITIES:
Closewide Leadership & Coordination:
1. Supports the Foundation and institutions in understanding and managing areas of collective risk.
2. Supports the Operations Committee and Management Committee in coordinating an effective allocation of
facilities responsibility and accountability to the individual institutions.
3. Provides ongoing consultation and guidance to the institutions in managing their facilities and systems.
4. Assists all institutions in coordinating with the shared facilities operations and facilitates cooperation between
institutions.
5. Reviews and approves construction documents when shared or coordinated systems are impacted.
6. Directs management of all operating systems during emergency conditions, in coordination with the
institutions, the PECF Police and District authorities.
Facilities Operations & Planning:
1. Lead and manage team of the mechanical, EMS, electrical, carpentry and general maintenance, and
horticulture departments in order to efficiently accomplish the department’s goals and objectives; implement
hiring, terminations, supervision, performance appraisal, goal-setting, performance improvement, training,
and workforce planning.
2. Promote ongoing communication with institutions, convening institutional facility manager meetings. Ensure
regular delivery of transparent and user friendly reports; develop feedback mechanism to assess service and
response.
3. Coordinate with vendors, outside consultants and facility managers across the Close in order to best serve
institution needs. Maintain productive internal and vendor management relationships, establishing clear
expectations with open communication.
4. Assess the condition of the Close shared facilities buildings and utility systems, and make recommendations
necessary to maintain an effective infrastructure program. Oversee the planning and delivery of a Closewide
preventative maintenance system on electrical and mechanical systems; develop schedule and communicate
to institutions’ facility managers.
5. Plan and coordinate construction schedules and methods to meet milestones and budgetary limits.
Communicate progress, problems, needs and successes to institutions.
6. Participate in development and execution of the Foundation’s Capital Improvement Plan. Provide annual
updates and coordinate/manage execution of approved projects for the Foundation and institutions.
7. Monitor the effective and efficient operation of 1) the mechanical and electrical, domestic water, emergency
power, fire protection, air conditioning, heating and refrigeration systems, and 2) the utility distribution
systems for steam, chilled water, gas and electrical power.
8. Monitor and analyze energy consumption and costs; procure energy contracts when advantageous to do so.
9. Administer contracts for construction, maintenance and repair on Foundation shared facilities projects. Act as
a designated contact for engineering and architectural consultants for these projects. Analyze impacts to
personnel and operations and make accommodations as needed.
i. Interact with architects, engineers and contractors to ensure that all work is compatible with, and
supportable by the Foundation’s utilities infrastructure and building and grounds construction criteria.
ii. Monitor projects to ensure costs, timing and contract requirements are met.
10. Develop annual departmental goals and objectives that enable the institutions to achieve their goals; assist
with development of departmental budgets and monitor.
11. Coordinate the Facilities Services review of all engineering and construction design drawings; maintain and
update engineering records, drawings and technical information for all shared facilities and building systems.
12. Confer with utility companies, energy providers, city/state inspectors/officials, other consultants, and
insurance companies regarding infrastructure systems.
13. Keep abreast of current safety procedures, national and local code requirements, and other pertinent rules
and regulations.
14. Be a/the primary contact for facility infrastructure emergencies.
15. Other duties as assigned.
MINIMUM QUALIFICATIONS
1. Bachelor’s degree in Engineering. Master’s degree preferred. Licensed operating license or equivalent
registration preferred.
2. Ten years progressively responsible experience in facilities operations; five years supervisory/management
experience.
3. Relevant experience in operating and maintaining central chilled water, electrical and steam production and
distribution systems.
4. Working knowledge of energy markets and utility management.
KNOWLEDGE, SKILLS, ABILITIES
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1. Significant technical knowledge of mechanical and electrical engineering concepts, principles, and practices
applicable to the full range of engineering duties concerned with the design and layout of plumbing, heating,
ventilating, air conditioning, electrical power, controls, energy management, energy procurement, and other
systems; ability to apply such knowledge to theoretical and practical engineering problems.
2. Ability to read, analyze, and interpret construction drawings and documents, technical procedures and
regulations. Experience in budget preparation, execution and management.
3. Knowledge of building and infrastructure systems; safety procedures, national and local code requirements,
and other pertinent rules and regulations. Ability to apply such knowledge to perform analysis, estimates,
modeling, etc. that enable the most effective solution.
4. Outstanding interpersonal and community relations skills with the ability to communicate and work
effectively within a diverse community; ability to prepare and present briefings, and interact comfortably at
the executive and trustee level.
5. Excellent organization and planning skills, with the ability to prepare complex reports, project summaries,
correspondence, and maintain accurate records.
6. Ability to foster a cooperative work environment that supports interaction of staff, volunteers, contractors
and executives; ability to resolve conflict with subordinates, superiors and peers in a professional and
participative manner.
7. Proven background of leadership, initiative and management.
8. Ability to assess and prioritize work based on critical systems and equipment requirements, commitments,
resource availability, and customer satisfaction.
9. Strong computer skills; proficient in Microsoft Office, especially Word and Excel; ability to write
correspondence, track expenses, estimate projects, create schedules, and create presentations.
WORKING CONDITIONS:
1. Light work lifting up to 50 pounds on an infrequent basis and/or carrying up to ten pounds.
2. Walking and standing to a significant degree. Occasionally required to climb ladders, stoop, or navigate
confined spaces.
3. Occasional extended hours, need to be “on call,” ability to respond promptly in the event of off-hours
emergencies.
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