Associate Director Facilities Management

Job Description

35% Facility Leadership:

• Provides leadership within the department for facilities associated with departmental units (Operations, Membership, Maintenance, Custodial, Technology, and Risk Management), associated campus wide units and department for budget/payroll, supervisory, scheduling; continued improvements of existing facilities and future facility planning and implementation.

• Establishes and implements short- and long-range organizational goals, objectives, operating policies and procedures to responsible units and department

• Works with the Director by contributing to development and changes in strategic planning, facility planning, and budget development of the department.

• Budget/Payroll oversight and development/implementation for facilities, operations, custodial, maintenance, membership risk management, outdoor pursuits, and technology units

• Responsible for $450,000+ budget and $100,000+ revenue

• Coordinate financial audits for responsible units

• Works with units to review and make recommendations to evolve their services to meet current trends and requests which includes cost analysis of existing and new services for each unit to ensure compliance with budget goals.

• Provide strategic oversight to all responsible units to understand implications of decision making on operations of the department.

• Understand that scope of decisions impacts internal operations of the department and requires compliance that guidelines are maintained.

• Conceptualizes, develops, and implements policies and procedures that effect the department's mission and vision.

• Research current national trends and develops a plan for implementation of appropriate products, equipment and services

• Responsible for approving and purchasing associated equipment with units as well as state contracts

• Ensures all responsible units are within compliance at department, university and state levels, as well as maintains established accreditations.

• Communicates strategic goals to responsible units & develops action plans to ensure success in meeting strategic goals.

• Analyzes, conceptualizes, develops and has input on departmental decisions and direction.

• Develops, reports, and identifies metrics to evaluate efficiencies to suggest operational changes when warranted

• Responsible for preventative maintenance of all facilities

• Coordinate replacement of all equipment for all facilities

• Coordinate diversity, equity, inclusion, and belonging initiatives

• May be given authority to act on the Director's behalf for the department

• Manage national standards for ADA compliance and OSHAA for department

• Serve as backup for financial deposits

15% Facility Planning:

• Coordinate and facilitate with staff, current facility projects; assist with future capital planning and project feasibility studies, renovations, repair and improvements, and construction

• Represents department with Facilities Planning and Design on assigned projects

• Research appropriate equipment needs for facilities

• Leads special projects as required

10% Supervisory/Searches and Evaluations:

• Direct reports: 2 Full-time Unclassified Professional Staff- Assistant Director of Facility Management, and Assistant Director of Facility Operations

• Indirect reports: 5 University Support Custodial Staff; 2 University Maintenance Support Staff; and, approximately 80 student staff employees

• Directs the human resource functions for responsible units including recruitment, selection, training, supervision, payroll, risk management and evaluation of staff.

• Develop protocols for operation of the ASRFC where student staff operate the facility 65% of the time without full time staff present

• Responsible for overall staff development of reporting units

10% Projects and workflow with Facility Services and private contractors:

• Responsible for the daily operation of facilities to include but not limited to:

• HVAC, minor repairs, preventative maintenance, etc.

• Responsible for monitoring and updating Johnson Controls, Watt Stopper, Mecho Shade and any other systems specific to facilities

10% Risk Management:

• Responsible for comprehensive departmental Risk Management Action Plan to include:

• Security systems, video cameras, and two-way radios

• Emergency processes for evacuation and shelter in place

• Campus Safety Authority and BEL (Building Emergency Liaison) Training through KU Public Safety

• Responsible for department CPR/AED compliance and instruction

• CPR/AED instructor through a nationally recognized association

• Purchase and maintain equipment

• Serves in the absence of the Director in emergency situations

• Ensure proper management of custodial, maintenance and staffing of facilities to provide participants, guests and spectators of programs a safe, appropriate healthy experience.

10% Projects and workflow for department and University with Information Technology/Computer Center:

• Desk top services including development of replacement and upgrade plan

• Analysis of effectiveness of Innosoft Fusion software system (point of sale, scheduling, registration that is unique to the University).

• Manage all software upgrades

• Manage and coordinate semester student and faculty/staff download with Information Management

• Seek new and innovative technology and software to insure department maintains a best practices environment for the benefit of the student body

• Other technology to include: keyless security locks, two-way radio communication systems and general technology equipment that includes stereo systems, WiFi, and audio/visual components.

5% Scheduling:

• Coordinate departmental Scheduling Team

• Build yearly master schedule for programmatic and special usage

5% Other duties as assigned:

Required Qualifications

• Master's Degree in Recreation Administration, Sport Management, Higher Education or related field and five years of full-time professional experience OR Bachelor's and 8 years of progressive facility management experience (Graduate Assistantships do not count as full-time experience)

• Experience with budget planning and management that involves multiple cost centers and allocations

• Three years of supervisory experience of full time staff

• Working knowledge and experience with risk management, emergency and safety planning for indoor and outdoor venues as evidenced by application materials

• Written communication skills as evidenced by application materials

Preferred Qualifications

• Five years of progressive experience in the university/college campus recreation environment reflecting experience in facilities and operations.

• Experience with a comprehensive collegiate recreation facility management system for access, scheduling, financials

• Demonstrated professional involvement such as presenting or committee work, particularly involvement with organizations such as NIRSA, NRPA, NASPA or ACPA.

• Demonstrated team oriented approach to leadership and experience independently working on multiple tasks

• Demonstrated student/participant centered decision-making skills

• Demonstrated organizational and leadership skills specifically detail oriented, visionary, self-initiating, problem solving, critical thinking, result producing, and conflict resolution

Position Requirements

This position requires CPR/AED certification within 90 days of hire and will be provided free of charge if not currently certified.