What are the responsibilities and job description for the Executive Director, Facilities and Operations position at Prairie State College?
Posting Details
Posting Details
Posting Number
S0280P
Classification
Staff
DBM Rating
Position Number
053
Position Title
Executive Director, Facilities and Operations
Position Type
Administration
Status of Position
Staff - Full Time
Union
Non-Union
FLSA
Exempt
Position Summary
The Executive Director is responsible for the leadership, administration, planning, and budget management for all College facilities. Responsibilities include directing, managing, analyzing performance and reporting of all physical plant, facilities and grounds programs, operations, and services. This includes building maintenance (and preventative maintenance), utility operations, capital planning, construction and remodeling, custodial services, refuse and hazardous waste disposal, alarm systems, groundskeeping, and shipping and receiving. The Executive Director effectively manages human, physical, and financial resources to accomplish department goals designed to provide safe, clean, and well maintained facilities in a timely, cost efficient, and service-oriented manner.
Reporting and Supervisory Relationships
1. Direct reporting relationship to the Vice President, Finance and Administration.
2. Direct supervisory relationship with the Manager, Facilities and Operations, Manager of Grounds and Sustainability, Director of Building Utilization and Scheduling, staff, and management responsibility for (contractual) custodial services.
Essential Responsibilities
1. Provides leadership, direction and technical guidance to facilities and operations staff to ensure safe, well-maintained buildings and grounds for students, staff, and community members.
2. Administers the Facilities and Operations budget and expenditures. Prepares and recommends the annual budget and recommends a three year capital improvement plan.
3. Develops and implements annual preventative maintenance schedules and manages a long-term deferred maintenance program for the preservation of all physical facilities.
4. Oversees the staffing, recruitment, training, supervision, and evaluation of facilities and operations staff. Provides opportunities for career growth and training and development, including an ongoing safety training program. Maintains effective employee union relations and handles all personnel-related matters in an expeditious manner.
5. Develops and communicates plans for and progress on capital projects. Provides direction for the College’s capital planning and budgeting, construction and remodeling program. Performs on-site inspections of contract construction work to ensure it conforms to plans and specifications. Works with architects, engineers, the Illinois Community College Board, and the Capital Development Board on capital construction projects and planning for future projects. Coordinates the submission of applications, documents and reports as required to regional, state, federal, and other external agencies.
6. Maintains the official College records including all drawings, specifications, layout, and design standards of the facilities and systems including the Facilities Master Plan and the Resource Allocation management Plan.
7. Prepares and coordinates the preparation of bid specifications and in bid openings and the awarding of bids; and works closely with and coordinates and monitors architects and contractors during all stages of contracted construction.
8. Arranges and coordinates personnel relocations, including space occupancy planning.
9. Consults with administrators on major projects; examines feasibility and cost. Maintains a work order system and monitors it to ensure timely and satisfactory completion of projects and assignments.
10. Oversees the effective operations and maintenance of critical building systems such as fire alarms, energy controls, heating and cooling systems, electrical distribution, water, and sewer systems.
11. Conducts detailed research and analysis of facility, equipment, and manpower utilization; investigates methods and procedures for improving efficiency and effectiveness.
12. Manages utility contracts with the goal of achieving best possible pricing and services.
13. Participates in campus sustainability efforts aimed at improving energy efficiency and incorporating green technologies and practices where feasible.
14. Evaluates building conditions, weather, and potential emergencies, and works to maintain normal operations and a safe environment, notifying the responsible administrators as needed.
15. Oversees the management of hazardous materials and waste; maintains all records required by state or federal law or regulations pertaining to disposal of hazardous waste materials.
16. Provides a high level of customer service and ensures that the facilities and operations staff is responsive and courteous. Investigates complaints and responds expeditiously; effects corrective measures as soon as possible; and communicates relevant information to the appropriate personnel.
17. Communicates Facilities and Operations initiatives and directives to the campus community.
18. Works closely with the Campus and Public Safety department; serves as a section leader for the Campus Emergency Operations Plan and an integral member of the Incident Command Team.
19. Represents the department on College committees and consortiums and partnerships.
20. Performs other duties as assigned by the Vice President of Finance and Administration.
Other Duties and Responsibilities
Working Conditions/Physical Requirements
Must be able to receive, process, and provide visual and verbal information. Must be able to work effectively in stressful situations and provide timely response to external or internal conditions and deadlines. Occasional requires irregular hours and travel. Able to climb ladders and reach College complexes and exert up to 40 pounds of force occasionally to lift, carry, push, pull or otherwise move objects.
Minimum Qualifications
1. Bachelor’s degree in engineering or related field.
2. Five years of progressively responsible experience in the management of physical plant operations and maintenance in a multi-building environment.
3. Thorough knowledge of the operation and mechanics of building systems, including automated and computer controlled systems; the ability to read and interpret blueprints and troubleshoot complex system problems.
4. Demonstrated knowledge of federal, state, and local laws and regulations pertaining to building maintenance, safety compliance, and construction.
5. Knowledge of the materials, tools, techniques, and procedures used in construction, general building maintenance and repair.
6. Experience developing, maintaining and motivating an organization of skilled and semi-skilled facilities and maintenance personnel. Ability to work effectively with diverse populations.
Preferred Qualifications
1. Master’s degree in engineering or related fields.
2. Prior experience in a college or educational institution.
3. Knowledge of State of Illinois Capital Development Board policies and procedures applicable to contracts and construction.
4. Operational experience in green building practices.
5. Working knowledge of custodial procedures and techniques, as well as modern equipment, methods, and procedures used in groundskeeping.
Anticipated Work Hours and Days
Salary
minimum starting $89,410
Posting Date
07/07/2022
Closing Date
08/19/2022
Open Until Filled
Yes
Special Instructions to Applicants
All applications must be submitted electronically. Illinois Governor Pritzker’s executive order to mandate COVID-19 vaccination and/or weekly testing on college campuses became effective Monday, Sept. 20, 2021. This mandate includes higher education personnel and students of Prairie State College. Applications received after the closing date of 8/19/2022, will not receive full consideration.
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