The Department of Facilities Services is responsible for the efficient and cost effective operations, maintenance and management of all Tufts University facilities consisting of approximately 5 million square feet of space on three campuses (Somerville/Medford, Grafton, and Boston).
A broad range of services are provided to support the University campuses including: facility maintenance by all trades, capital maintenance, information technology systems for operations (work control, time capture, preventative maintenance), energy and utilities systems, recycling and waste management, event services, residential facilities coordination, grounds maintenance and facility condition assessment and tracking. Facilities Services plays a critical role in planning for the $30M/year deferred maintenance investment.
Related functions, which require close coordination with this department, are public and environmental safety and security, planning, design and construction of capital and deferred maintenance projects including major repairs, renovation and new construction
What You'll Do
Reporting to the Senior Director of Facilities Services and overseeing a diverse team of facilities and grounds management and staff, the Director of Facilities Operations & Maintenance - Grafton is responsible for providing a physical environment that enables the University to conduct its teaching, research and educational mission. The director oversees campus facilities services including the planning, execution, and implementation of operations, grounds, maintenance and customer service best practices for all aspects of campus academic, research and clinic/hospital facilities, and campus mail services. She/he will work on a daily basis as part of a cohesive and influential team in collaboration with the Directors overseeing, campus planning, capital programs and campus engineering functions. She/He also interacts with campus leaders, communicating timely and accurate data regarding campus conditions and work status.
Develop, execute, communicate and maintain staffing and an organizational structure to effectively accomplish the departmental function; recruit, employ, supervise and evaluate departmental staff; direct the implementation of management development, skills training, safety and labor relations programs; coordinate with other university entities initiatives/programs regarding affirmative action, union negotiation, and equal opportunity.
Establish and implement short- and long-range departmental goals, objectives, strategic plans, policies, and operating procedures; Monitor and evaluate programmatic and operational effectiveness, and effect changes required for improvement.
Advise the University administration on funding needs to adequately maintain the physical facilities of the institution, and assist the administration in the allocation of fiscal resources for various capital improvement and maintenance projects on campus.
Work with University administrators, faculty and staff to analyze and assess maintenance, growth, and facilities needs pertaining to programmatic changes. Develop and implement written programs, strategies and plans to meet those needs, preparing conceptual plans for new facilities services as appropriate. Provide input into, and recommendations for, the space utilization plan for the campus.
Develop, administer, and publish the annual departmental budget. Plan, develop, present and implement strategies for generating resources and/or revenues for the department, if appropriate. Conduct periodic reviews of budgetary practices and financial issues aimed at ensuring accountability and adherence to fiscally sound best business practices. Recommend allocation of funded depreciation account to specific projects.
Work with energy conservation and sustainability teams to develop and implement effective energy conservation and sustainability programs. Make recommendations and participate in the planning and establishment of new/enhanced utilities services. Provide resources as needed to support energy, sustainability, and resiliency projects.
Assess Facilities Management information technology needs to assure most effective systems to support program functions, like Asset Based Management (ABM); recommend upgrades and improvements to organizational structure, process and program work flow, planning and scheduling of maintenance activities, and business analytics tools.
Work collaboratively with Tufts University Facilities Operations department and the Facilities directors and managers from other Tufts campuses to develop new or enhance existing system wide protocols and procedures and ensure compliance with end user service level agreements, standard operating procedures, organizational policies, and service requirement between departments.
Ensure compliance with University, state, federal and local regulatory requirements, as well as environmental impact issues. Monitor, assess, and make adjustments to safety compliance needs pertaining to the campus’s physical assets. Participate in University wide safety committee, emergency response planning, and employee training.
Maintain records and periodically report on progression of incorporating best practices. Report on findings from audit of existing standard operating procedures and service level agreements related to all aspects of Facilities Management responsibilities including, but not limited to, regulatory compliance, quality control, construction administration, asset management, construction turnover, warranty management, service contract management, personnel, safety, energy initiatives, and financial management. Re-write, create and maintain manuals addressing Best Practices and SOP’s.
Stay current on industry trends, and attend related training and conferences to create progressive systems and implement contemporary strategies in facilities management leadership. The successful candidate will bring broad-based facilities management experience and a proven record of assessing organizational structures, leading change, managing and re- allocating resources, creating business rules, and streamlining processes and systems. He/She will be a person of the highest integrity, with a collegial style that engenders trust and enables collaboration, along with an enthusiasm for the day-to-day management of efficient, responsive operations.
What We're Looking For
10 -15 years experience in facilities management including comprehensive knowledge of buildings and equipment with ability to foresee problems, implement solutions and complete ordinary repairs in a timely manner
Demonstrated knowledge of building trades including plumbing, electrical, HVAC, and carpentry
Knowledge of applicable codes and regulations related to facilities, residential facilities in a University setting and building system operations
Planning, fiscal, and forecasting experience with an understanding of how to keep costs to a minimum while providing best care for facilities
Bachelor’s Degree in a facilities and/or engineering discipline
Strong interpersonal and communication skills to foster effective working relationships at all levels
Microsoft Outlook Office, Maximo or other work order management system, CAD and or Revit,
Microsoft Project, JCI Metasys
Master’s degree in an appropriate, related discipline.
Experience managing a research and development facility or health sciences campus
Continued Education Classes in operating and programming JCI Metasys system
Special Work Schedule Requirements: Flexibility in work schedule required due to campus related emergencies, events occurring nights and weekends and special events such as matriculation and commencement.
An employee in this position must complete all appropriate background checks at the time of hire, promotion, or transfer.
Tufts is a leader in American higher education, distinctive for its success as a moderately sized university that excels at research and providing students with a personal experience. Our unique combination of research and liberal arts attracts students, faculty and staff who thrive in our environment of curiosity, creativity and engagement.