The Assistant Director of Facilities Operations plays a crucial role in overseeing the operational and administrative aspects of the Facilities Operations department for custodial and maintenance services. This position is an Essential position. Working closely with the Director of Facilities Operations the Assistant Director ensure the efficient functioning of all assigned facilities and applicable related services within the university. The responsibilities will include managing personnel, coordinating maintenance activities, implementing safety protocols, and optimizing facility resources to support the university's objectives. The Assistant Director directly supervise the following units: Mailroom Operations, Central Receiving and Loading Docks, Inventory Control, Transportation, Automotive and Custodial Services.  Grounds/Snow Removal, Sustainability, Area Maintenance, Environmental Services; re: trash), Moving Services, Locksmith, Carpentry, Masonry, and Painting are services that are under this position.

Duties include but are not limited to:

Leadership and Management

• Assist the Director of Facilities Operations in developing and implementing strategic plans and policies for facility operations.
• Supervise a team of facility staff, including maintenance assistants/supervisors, custodial workers, trades specialists, and administrative personnel.
• Provide guidance, training, and performance evaluations to ensure the team operates effectively and efficiently. Provides leadership, direction and evaluation for the development and success of assigned personnel.
• Assists the Director in the overall supervision of the Facilities Department. Ability to fill in for the Director of Facilities Operations in his/her absence.
• Fosters a culture of teamwork, professionalism, and accountability within the facilities department to promote effective collaboration and achieve organizational goals.

Operations Oversight

• Monitor and evaluate facility operations to identify areas for improvement and ensure compliance with regulatory standards. Develops and coordinates preventative maintenance program and activities, energy conversation and maintains compliance with applicable codes and regulations; evaluates, modifies and implements work practices for maximum efficiency.
• Coordinate maintenance activities, including repairs, upgrades, and preventive maintenance to minimize downtime and ensure optimal functionality of facilities and equipment.
• As part of the Facilities Operations senior management team, collaborates with other applicable university administrators in developing and implementing procedures for managing facility-related emergencies and incidents, such as power outages, natural disasters, or infrastructure failures.
• Interfaces with Head Janitor and other departments to establish sustainability goals related to recycling waste and overall green initiatives.
• Reviews trends for tracking and improving operations, maintenance, and vehicle fuel usage on campus-wide transportation/vehicles. Manage computerized Vehicle Preventive Maintenance
• Program. Reviews repairs to vehicles and equipment with automotive staff.
• Reviews priorities and work orders with staff to ensure proper and timely repairs and services.
• Collaborates with other campus administrators in supervising project coordination to assure timely completion of facilities internal projects and capital projects forecasting.
• Manages vehicle usage campus-wide.
• Manages a GPS transportation application for surface transit shuttle bus schedule and quality improvements. Works with Student Government and staff on Bus Scheduling and mobile app.
• Makes periodic inspections of building cleanliness and makes recommendations for correction and implementation of housekeeping practices; and to ensure clean, well-maintained facilities that comply with campus/county/state/federal health and safety regulations along with delivering high quality service to a variety of customers.
• Responsible for Facilities Department inventory.
• Takes an active role in supporting campus activities and events, such as Homecoming, Commencement, and rental events, etc.
• Responds to campus-wide emergencies related to Facilities Operations
• Conduct walkthroughs of project sites to assess needs. Obtain quotes from vendors for services and materials. Coordinate with vendors to ensure timely delivery, service and adequate completion and delivery of projects.

Resource Management

• Assists in the management of facility budgets as it pertains to units/areas supervised, including forecasting expenses, tracking expenditures, and identifying cost-saving opportunities.
• Procure necessary supplies, equipment, and services within budgetary constraints for units supervised and in accordance with SUNY Procurement and NY State Contracts for General Services & Procurement policies and procedures.
• Optimize the use of space and resources to accommodate the University's evolving needs and promote sustainability initiatives.

Safety and Compliance

• Assists in developing and enforcing safety protocols and procedures to maintain a secure and hazard-free environment for students, employees, visitors, and occupants.
• Ensures compliance with relevant regulations, codes, and standards governing facility management, including health and safety regulations, including OSHA (Occupational Safety and Health Administration) regulations, building codes, and environmental requirements.
• Works with the Environmental Health and Safety Specialist on environmental concerns (e.g., fuel, oil and gasoline tanks) to ensure that SUNY Old Westbury is within regulatory compliance.
• Participates in developing with the EHS Specialist, campus-wide staff training programs, such as: skill enhancement training/sessions, Safety and Right to Know, etc.

Communication and Collaboration

• Serves as a liaison between the facilities department and other departments or external stakeholders to address concerns, resolve conflicts, and facilitate collaboration on facility-related matters.
• Participates in and is an active collaborator of the Emergency Response Management Team.
• Provides regular reports to the Director of Facilities Operations as to the overall effectiveness of the General Institutional Services Department, and communicates regularly with senior management to provide updates on facility operations, performance metrics, and strategic initiatives.
• Evaluates and manages daily work and projects to enhance the university's environmental sustainability.  Provides advice and input to the university faculty, staff, students and others to help make Old Westbury an environmentally sustainable place to live, work and study.
• Performs other duties related to this job description and as assigned by the Director.

Physical Demands/Working Conditions/Environmental Hazards: May be exposed to Hazardous Material or Chemicals. Work outdoors in a variety of temperatures and environmental conditions, and exposure to heat/cold.  Climb stairs and/or ladders to reach assigned areas or perform duties along with working at high heights.  May be required to work in an area of light to heavy noise levels.

Physical Requirements: Ability to lift or carry usually not more than 150lbs, 10 to 20 feet, most frequently 50 to 100lbs, 50 feet. Ability to push or pull 50 to 100 pounds, 50 feet. Ability to kneel, crawl, climb, crouch, stoop, reach, stand, walk, finger, grasp, feel, talk, hear, see and perform repetitive motions with or without reasonable accommodations. 

Note: This job description is intended to convey information essential to understanding the scope of the position and is not exhaustive. Duties and responsibilities may evolve or be modified as needed to meet the organization's changing needs.

KNOWLEDGE, SKILLS AND ABILITIES:

• Thorough knowledge of facilities management principles, including building systems, facilities and maintenance operations and practices, regulatory requirements, and sustainability.
• Thorough knowledge of grounds maintenance and operations, for large acreage.
• Good knowledge of motor vehicles, machinery and surface transit. 
• Proficiency in budget management, resource allocation, strategic planning, and procurement processes.
• General knowledge of building commissioning and Leadership in Energy and Environmental Design (LEED) certification process relative to building maintenance and operations. 
• Leadership and management expertise to lead diverse teams and drive departmental/division objectives.
• Ability to prioritize tasks, manage multiple projects simultaneously, and adapt to changing priorities.
• Ability to work independently and as a change agent in a fast-paced, highly fluid and high-volume work environment.
• Excellent organizational and leadership skills.
• Exceptional communication and interpersonal skills for effective collaboration with stakeholders and conflict resolution.
• Cultural competence and ability to communicate effectively with diverse constituencies.
• Knowledge of computer programs (Microsoft Office Suite) and facility management software and technology solutions.
• Ability to be available for emergencies.
• Knowledge of OSHA regulations.
• Knowledge of government procurement processes, vendor management, maintenance contracts, regulatory compliance, negotiations, and customer relations and financial management.
• Good knowledge of NY State, Federal and local laws, rules, regulations, codes and/or statutes pertaining to facilities management, light construction and grounds maintenance.
• Operational knowledge of NYS contracts with regards to purchasing.

Requirements:

Minimum Qualifications:

• A Bachelor's degree from an accredited college or university (foreign equivalent or higher) in Business Administration, Facility Management, Construction Management, Engineering, or Architecture, or related field. 
• A minimum of five (5) years of full-time progressively responsible experience, in facilities and grounds management, inclusive of maintenance and custodial projects/program management, logistics/transportation, automotive repairs, building maintenance, custodial and grounds maintenance, and sustainability, with emphasis on quality customer service. Experience is inclusive of two (2) years supervisory experience in managing a diverse team of facilities and grounds personnel, including custodial, maintenance, groundskeeping, and other related staff and must include experience supervising/managing a unionized staff. 
• Experience with formal work orders systems or tracking program for repair needs and aging reporting.
• Must possess and keep a valid driver's license.  Must keep a motor vehicle record which is free from major violations or a pattern of repeat violations.

OR

• An Associate's degree from an accredited college or university (foreign equivalent or higher) in Business Administration, Facility Management, Construction Management, Engineering, or Architecture, or related field; OR graduate from a technical school.
• A minimum of seven (7) years of full-time progressively responsible experience, in facilities and grounds management, inclusive of construction/renovation projects/program management, logistics/transportation, automotive repairs, building maintenance, custodial and grounds maintenance, and sustainability, with emphasis on quality customer service. Experience is inclusive of two (2) years supervisory experience in managing a diverse team of facilities and grounds personnel, including custodial, maintenance, groundskeeping, and other related staff and must include experience supervising/managing a unionized staff.
• Experience with formal work orders systems or tracking program for repair needs and aging reporting.
• Must possess and keep a valid driver's license.  Must keep a motor vehicle record which is free from major violations or a pattern of repeat violations.

OR

• A High School diploma or Graduate Equivalency degree (GED).
• A minimum of nine (9) years of full-time progressively responsible experience, in facilities and grounds management, inclusive of construction/renovation projects/program management, logistics/transportation, automotive repairs, building maintenance, custodial and grounds maintenance, and sustainability, with emphasis on quality customer service. Experience is inclusive of two (2) years supervisory experience in managing a diverse team of facilities and grounds personnel, including custodial, maintenance, groundskeeping, and other related staff and must include experience supervising/managing a unionized staff.
• Experience with formal work orders systems or tracking program for repair needs and aging reporting.
• Must possess and keep a valid driver's license.  Must keep a motor vehicle record which is free from major violations or a pattern of repeat violations.

Preferred Qualifications:

• Master's degree in Facility Management or related degree.
• Preferred certifications in Facilities Management, such as: Certified Director of Facilities (CDF), Certified Facility Manager (CFM), Facility Management Professional Certification (FMP).
• Experience in facilities management of larger scale.
• Experience in grounds maintenance of larger scale.
• Experience supervising/managing a unionized staff in the public sector.
• Higher education facilities experience.
• Higher education grounds experience.
• Knowledge/understanding of emergency planning, response and recovery processes.
• Working knowledge and/or experience in New York State/County, State University of New York systems, policies, procedures, and regulations.
• Knowledge of sustainable practices, LEED items as pertains to facilities improvements and/or repairs.
• Must possess and keep a valid New York State Commercial Driver Licenses (CDL).
• Valid and current New York State DMV Certification as a Motor Vehicle Inspector.

Additional Information:

Salary:  $72,907.00 - $125,961.00 commensurate with education and experience

Comprehensive Benefits  https://www.suny.edu/media/suny/content-assets/documents/benefits/benefit-summaries/FTUUPbenefitsummary-Jan-2024.pdf

Essential Position:          

This position is been designated  as "essential" based upon the duties of the job and the functions performed.  Positions that are designated as such are required to report to work/remain at work until their shift is over or later as directed; report to work at their scheduled time or earlier if directed, where classes are cancelled and or the campus is working on limited operations in an emergency/inclement weather.

Position Type:  Professional

Official Budget Title:  Senior Staff Associate

Campus Title:     Assistant Director of Facilities Operations

Department:  Facilities

FTE:  Full-time

Negotiating Unit:  UUP

Salary Grade:  SL-5

FLSA Status:  Exempt

The successful candidate must be authorized to work in the United States.

The State University of New York at Old Westbury is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, age, color, religion, sex, sexual orientation, national origin, disability status, protected veteran status, or any other characteristic protected by law.

If you require an accommodation for a disability in order to participate in the selection process, please contact the Office of Human Resources/Affirmative Action located in the Campus Center, Room I-211 or by calling (516) 876-3179.

The Annual Security and Fire Report is filed as required by federal law. The purpose of this report is to provide faculty, staff and students with campus safety information, including crime statistics and safety policies and procedures. The report contains information regarding security and personal safety, including topics such as crime prevention, fire safety, crime reporting policies, disciplinary procedures and other matters of importance related to security and safety on campus. The report also contains information about crime statistics for the previous three calendar years. You can obtain a copy of this report by contacting the University Police Department (516) 876-3333 or by downloading a copy.

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor's Office of Employee Relations at (518) 474-6988 or via email at info@goer.ny.gov. 

Requirements

• Start Date: 7/18/2024 - Approximate
• Education: Bachelor's Degree Preferred
• Work Experience: 5 - 7 years
• Part/Full Time: Full-Time

Contact / Additional Information

Application Instructions:

Please submit the following online at https://oldwestbury.interviewexchange.com/jobofferdetails.jsp?JOBID=174955

1. cover letter,
2. resume,
3. contact information (name, email address and telephone number) for three (3) references, and
4. a fully completed Old Westbury employment application (available during the online application process).

Only applications submitted online will be considered.

Internal and external search to occur simultaneously.

CLOSING DATE FOR RECEIPT OF APPLICATIONS:  May 27, 2024

VISA sponsorship is not available for this position.

We encourage protected veterans, individuals with disabilities, women and minorities to apply.

Employment in this position will be contingent on the College's verification of credentials and any other information required by federal or state law, and SUNY Old Westbury polices, including the completion of pre-employment screening.