Associate Director, Facilities

Associate Director, Facilities

Position Description
The Associate Director for Facilities (AD) is responsible for providing leadership, strategic direction and oversight of facilities operations within nine residence halls, three apartment complexes, two family student housing cooperatives, one faculty/staff housing complex, and five student housing townhomes. This position is responsible for overseeing the Facilities Management Service Level Agreement for all University housing facilities; developing and implementing the Housing & Residential Life (HRL) 10-Year Capital Improvement Plan; developing, managing and monitoring the annual facilities budget (approximately $45M); initiating, coordinating and overseeing housing maintenance and capital projects; and developing and implementing the strategic plan and annual facilities work plan for the facilities area. The AD is expected to maintain productive and consultative relationships with Facilities Management staff, Capital Project Management staff, Central HRL staff, residence hall personnel, dining services, vendors and other University and non-University staff and departments. The AD reports to the Director of HRL and is responsible for providing direction and leadership to employees in the facilities area. This position contributes to a respectful, inclusive, and collaborative work environment that honors and acknowledges people's multiple identities.

Responsibilities for this position include the following:

Leadership and Facilities Program Management (30%)
* Provide strategic and tactical direction for maintaining, optimizing, and enhancing HRL facilities and promotes operational efficiency, sustainability, and service performance.
* Provide leadership, direction and the support necessary to ensure day-to-day facilities operations are performed consistently and effectively to achieve the highest quality outcomes.
* Provide visionary leadership and tactical implementation of HRL and University sustainability goals outlined in the campus Climate Action Plan and Campus Resilience Plan.
* Lead all aspects of the Facilities Management Service Level Agreement (SLA) on behalf of HRL.
o Negotiates the SLA with Facilities Management.
o Ensures Facilities Management remains compliant with the agreed-upon SLA.
o Ensures colleagues understand the SLA guidelines and that facility-connected procedures and protocols are clearly communicated and implemented.
o Monitors key performance indicators of the SLA, such as response time, issue resolution time, financial resources, and client satisfaction.
o Acts as the main point of contact for SLA issues and ensures facility-related concerns are addressed promptly and efficiently.
* Meet regularly with University partners to address facility-related needs.
* Authorize projects involving the physical infrastructure.
* Inspect the condition of HRL facilities on a regular basis to identify potential hazards, safety concerns, cleaning concerns, and maintenance needs.
* Maintain technical and operations manuals for the facilities area.
* Implements strategies to help understand customer satisfaction, preferences and requests for improvement.
* Initiate customer service improvements based on customer feedback.
* Administer and manage contracted services.
* Manage the creation, development and submission of Requests for Proposals for facility-related services and for furniture, fixtures and equipment.
* Monitor the space usage of housing facilities and ensure modifications are updated in the space management program.
* Participate as a member of the HRL Senior Leadership Team.

Strategic Planning (20%)
* Develop and implement the 5-year strategic plan and annual work plan for the facilities area. Ensure strategic initiatives and projects align with HRL, University Services, and the University.
* Develop and implement the HRL 10-Year Capital Improvement Plan.
* Oversee maintenance and capital project development.
* Develop an inclusive environment with services, programs, and facilities for all clientele.
* Work with Capital Project Management to develop specifications for construction projects and installation, and oversee the preparation of project bid documents.
* Develop the facilities aspects of the HRL strategic business plan.
* Lead long-range planning for new facilities projects and services.
* Monitor progress related to the facilities strategic plan, annual work plan and goals on a regular basis to ensure appropriate progress is being made to achieve desired results.
* Integrate industry standards/best practices into short and long-term work plans/goals for the facilities area.
* Ensure projects are developed and managed to meet HRL's budget, schedule and quality standards.

Financial Management/Stewardship (20%)
* Develop and effectively manage/monitor the annual facilities operations and capital project budget.
* Ensure budget estimates are on target or explanations for variances are available and defendable.
* Review monthly financial statements/reports with appropriate staff and make adjustments as necessary.
* Ensure financial decisions are consistent with departmental priorities/strategic goals.
* Analyze and address the impact of key financial decisions within the facilities area.
* Identify and implement operational efficiencies and cost savings.
* Research vendors, materials, and other higher education institutions for relevant best practices information and consideration for future projects.
* Enhance business opportunities with targeted businesses and diverse suppliers.
* Authorize and oversee maintenance and equipment purchases.
* Comply with all University and departmental fiscal policies/procedures.

Supervision (10%)
* Supervise the Facilities Support Manager and the Housing Properties Coordinator.
* Oversee and direct all personnel related actions, including hiring, training, discipline, and the annual performance management program.
* Lead and manage a work environment that maximizes the talents of each person, ensures all direct reports understand performance expectations, and holds self and others accountable for results.
* Identify and provide training/development opportunities for staff within the facilities area to ensure staff has the necessary skills to meet/exceed performance expectations.
* Foster an organizational culture of respect, integration and innovation; and ensure all employees are treated fairly, respectfully, and professionally.
* Handle all personnel matters in a professional, sensitive, thorough, and timely manner.
* Comply with, and enforce, all departmental and University Human Resources policies and procedures.
* Provide guidance and indirect supervision to managers within other HRL units.

Safety and Security (10%)
* Administer the HRL safety and security program.
* Prepare and maintain the department's emergency preparedness plan, building emergency plans, evacuation plans, and continuity of operations plan.
* Ensure safety and emergency protocols for natural disasters, health crises and facility-related emergencies are in place and effectively communicated.
* Oversee the procurement, maintenance, and distribution of emergency supplies and shelter provisions.
* Work closely with security personnel to maintain security equipment and address operational issues.
* Lead the departmental review and practice of the emergency preparedness plan
* Recommend security upgrades or replacements when necessary.
* Develop and oversee access control for all HRL facilities.

Collaboration (10%)
* Maintain and foster positive and collaborative partnerships within HRL and with key University departments including Capital Project Management, Facilities Management, University Health and Safety, and Contract Administration.
* Collaborate with FM to ensure all required facility testing, certification and operational licensure is managed and maintained to ensure safe and compliant operations of the facilities with internal and external regulatory entities (e.g. life safety system testing, elevator systems, etc.).
* Actively serve on University-wide and department committees to represent HRL interests, objectives, and concerns effectively within the broader scope of discussions and decision-making processes.
* Collaborate with colleagues in multiple University departments to ensure alignment on project objectives, deadlines, and expectations, contributing to the seamless execution of initiatives.
* Work with University leadership to align University goals with HRL objectives.
* Establish and maintain strong working relationships with external partners to achieve optimal customer satisfaction.
* Foster an integrative and equitable environment where all are empowered to contribute.

Work Environment: Work is performed mainly in an office setting.

Minimum Qualifications
* Bachelor's degree with at least ten years experience managing a complex multi-unit facilities operation.
* Demonstrated knowledge of custodial/maintenance operations and best practices.
* Experience planning, leading, and implementing capital construction projects, including major repairs and renovations.
* Demonstrated strategic planning/budget development/management skills.
* Demonstrated interpersonal, oral and written communication skills and demonstrated ability to work successfully in a diverse work environment.
* Demonstrated commitment to an environment that is welcoming and fosters belonging.

Preferred Qualifications
* Experience working in housing/residential environments within higher education.
* Proactive leadership skills including strategic planning, emergency preparedness and operational continuity planning.
* Experience working with labor-represented employees and labor contracts.
* Understanding of student development concepts/theory and the impact of facilities on a residential community.

Pay Range: $125,000-$133,000 annually; depending on education/qualifications/experience

Time Appointment: 75%-100% Appointment

Position Type: Faculty and P&A Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

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