Massachusetts Jobs

Assistant Vice President of Facilities

Staff Exempt Boston, Massachusetts

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Description

The Assistant Vice President of Facilities provides leadership and oversight of the planning and operations of University facilities, including both owned and leased facilities. As a steward of University assets, the person in this position oversees the outsourced integrated facilities management services provider, including maintenance, repair, cleaning, grounds management, moving services and event support. The AVP ensures that the contractor adheres to specifications and maintains facilities standards and policies. The AVP leads projects to a successful completion by engaging with staff and contractors to resolve problems and achieve goals. He/she manages the inventory of University space use and works with University academic, administrative, residential life, and co-curricular departments to optimize use. He/she serves as a resource to the campus community on facilities-related issues. The AVP manages the Manager of Facilities and Senior Project Manager. The person in this position provides supervision and direction to consultants and student staff as needed.

The AVP provides leadership in planning, prioritizing, and carrying out capital projects at Suffolk University. The AVP is responsible for monitoring the state of the University’s facility assets and for compiling, reviewing, and prioritizing campus construction, renovation, and infrastructure investment projects. The incumbent develops and manages the annual capital budget and multi-year capital plan. The AVP is responsible for managing construction, renovation, and infrastructure investment projects so they are carried out on schedule and within budget while assuring that University management and affected stakeholders remain informed about project status.

The AVP serves as Chair of the Suffolk University Advisory Committee on Campus Planning and Space Administration. In this role, he/she provides options to implement strategic plan initiatives, works with stakeholders from across the campus community, develops and carries out University space utilization guidelines, oversees the Committee’s review of space usage proposals to facilitate decision-making, and ensures that space planning decisions are coordinated with construction and renovation activities. The AVP works closely with the University’s External Affairs Office and the Office of Conferences and Events on an ongoing basis.

The AVP develops, implements and monitors all facilities budgets related to operations, capital, and utilities. The AVP m anages the purchase of utilities in conjunction with the Department of Campus Services and develops and implements energy conservation and sustainability programs. The AVP manages the University’s parking program. He/she manages surplus furniture inventory and coordinates moves in existing University spaces. He/she proactively m onitors, tracks and provides regular reports on all operations activities and issues.

The AVP leads campus sustainability efforts, including serving as chair of the University Sustainability Committee. He/she also serves as a member of the Incident Support Team.

The AVP provides strong leadership and management, promotes a culture of teamwork, transparency and openness, and supports continuous improvement. He/she will also foster a culture of superior performance, customer service, accountability and integrity.

Primary Responsibilities:

O perations and Maintenance

Oversee and direct the contractor responsible for integrated facilities management services, including preventative maintenance, repairs, cleaning, grounds, snow removal, event set up, moving and minor improvement projects. Ensure all terms and conditions of the service agreement are met and the campus is maintained to the prescribed level. Monitor cost and expenses. Inspect buildings at regular intervals and solicit views and opinions from the community. Maintain relationship with facilities management of neighborhood buildings, lessees, and lessors. Lead the development of facility standards. Serve as primary on-call campus representative for facilities operational issues. Manage the Manager of Facilities.

Capital Investment Management

Continuously monitor the state of the University’s owned and leased facilities by means of ongoing inspections in conjunction with the University’s outsourced integrated facilities services provider, conducting periodic facility condition assessments, and working closely with academic, administrative, residential housing, and co-curricular leadership to understand their needs for use of physical assets. Lead the development of long-term plans for construction and renovation of University facilities and help to establish priorities for spending on capital projects. Develop and manage the multi-year capital plan components for construction, renovation, and infrastructure investments

Design and Construction

Work with administration and affected constituencies to develop specific programs/projects, develop specifications and RFPs for construction, engineering and design services from major building projects to minor renovations. Maintain knowledge of applicable regulatory codes and provide guidance and information during the development of departmental business plans that involve construction or renovation efforts.

Plan, coordinate, and carry out construction, renovation, and infrastructure investment projects involving University facilities, including directing and overseeing planning and construction efforts and the work of planning/design/architectural, construction management and other external firms that the University engages to assist with capital projects. Acquire city and state approvals required for all new construction and renovation of existing facilities.

Monitor progress of individual projects according to plan, identifying and coordinating resolution of issues, reporting progress and escalating problems when necessary. Communicate project status updates to stakeholders. Ensure projects are completed on time, within budget, and in a manner that meets the needs of customers’ and the University. Manage Senior Project Manager of Design and Construction.

Campus Planning and Space Administration

Serve as Chair of the Suffolk University Advisory Committee on Campus Planning and Space Administration. Oversee the intake of proposals and requests and manage the Committee’s review to generate solutions and resolve issues. Ensure campus floorplans, facility usage charts and CAD system are always functional and up to date. Provide reports and guidance relating to current and projected space usage. Administer the Guidelines for Space Allocation, ensuring that all space changes throughout the University adhere to the policy.

Budget and Finance

Develop annual operations, capital, and utilities budgets. Monitor and report on monthly expenses. Review and approve invoices, construction change orders and budget transfers. Recommend changes to the budget required to sustain campus facilities at desired level. Develop and manage the Campus Services/Facilities component of the multi-year capital plan. Work closely and collaboratively with the Budget Office.

Sustainability

Develop, implement and manage the University Sustainability program including; energy conservation/renewable sources, waste reduction/diversion, and engagement on campus. Develop and communicate the University Sustainability Plan.

Utilities

With the Director of Campus Services, lead the relationship between the Purchasing and Facilities Departments to procure and contract at the best possible price the electricity, steam, and natural gas supply for all campus facilities. Interface with other service providers, steam, and water/sewer, to ensure adequate reliable resources to the campus. Work with the Business Office to ensure all utility invoices are paid in a timely manner. Track usage and cost monthly by building. Determine intervention strategies for facilities showing extraordinary high usage of any utility.

Administration

Manage University parking program and surplus furniture inventory. Coordinate moves in existing University spaces. Serve as a member of the Incident Support Team. Formulate operating policies and procedures to provide for organizational efficiency and consistency throughout the department. Ensure department webpage is current and accurate. Monitor production of signage and wayfinding systems. Ensure record management system purposes is maintained. Ensure administrative practices conform to University standards . Other duties as required.

Requirements/Qualifications:

● Bachelor’s degree in engineering, architecture or related field required

● Master’s degree preferred

● Ten years of relevant experience required

● Experience working in higher education facilities operations highly desirable

● Demonstrated experience in financial management, technical operations, facility operations and construction management

● Must be committed to providing the highest level of customer service and responsiveness

● Demonstrated experience working in a high volume, deadline oriented customer focused environment with attention to anticipating problems, setting and adjusting priorities

● Proven ability to work independently and as part of a team

● Strong computer skills including: MS Office (Word and Excel), Outlook

● Must be creative and proactive. Must have ability to manage multiple projects simultaneously and handle difficult situations with experience in conflict management.

Suffolk University does not discriminate against any person on the basis of race, color, national origin, ancestry, religious creed, sex, gender identity, sexual orientation, marital status, disability, age, genetic information, or status as a veteran in admission to, access to, treatment in, or employment in its programs, activities, or employment. As an affirmative action, equal opportunity employer, the University is dedicated to the goal of building a diverse and inclusive faculty and staff that reflect the broad range of human experience who contribute to the robust exchange of ideas on campus, and who are committed to teaching and working in a diverse environment. We strongly encourage applications from groups historically marginalized or underrepresented because of race/color, gender, religious creed, disability, national origin, veteran status or LGBTQ status. Suffolk University is especially interested in candidates who, through their training, service and experience, will contribute to the diversity and excellence of the University community.