Director of Facilities Services

Job Description:\n\nPosition: Director of Facilities Services Department: Facilities Services Location: Facilities Services Building and across Milton Academy campus Hours: M-F, 8:30 a.m.

- 5:00 p.m., generally, flexibility required Emergency on-call responsibilities (rotating) FLSA: Exempt Milton Academy is an independent college preparatory K–12 school, boarding and day in grades 9–12, located eight miles south of Boston.

Milton Academy cultivates in its students a passion for learning and a respect for others.

Milton students grow by developing their own identities, learning from and listening to the lived experiences of others, and living and working among peers whose differences they accept with respect and care.

In our ongoing work to create an environment that confronts bias, injustice, and bigotry, we encourage each other to be open to learning, explore our histories and identities, and seek to understand the world around us with a critical lens.

At Milton, we prepare students to partner with their future communities to create a more just world, and to have the courage to speak up and live by our motto, “Dare to be true.” Summary of Position: Reporting to the Chief Financial and Operating Officer (CFOO), the Director serves as the key advisor to the CFOO and other senior administrators on all campus-related strategic and facilities operational matters, in support of the School’s mission.

The Director supports the CFOO in engaging with and preparing for the Trustee Buildings & Grounds Committee, ensuring that key information, analysis, and perspectives are brought forward.

Additionally, the Director partners with other members of the CFOO’s management team to set the direction of the division and collaborate on key, cross-departmental projects.

On a day-to-day basis, the Director oversees and directs all of the School’s facilities-related functions (maintenance, construction, grounds, event set up, fleet, mail and central services and utility management) and collaborates on a daily basis with other CFOO departments, particularly Campus Safety and Campus Services & Events, as well as Technology Services, on short- and long-term campus needs and projects.

With four direct reports (Associate Director for Building Maintenance, Operations, and Utilities; Associate Director for Grounds, Events and Fleet Management; Project Manager; Facilities Operations and Administrative Specialist) and two dotted line reports (Financial Analyst and Consulting Campus Architect), the Director oversees a total of 24 full time and 4 part time staff, as well as contracted custodial staff, in a busy and fast-paced department.

The Director of Facilities Services must demonstrate: Strong leadership, management and people skills with the ability support and delegate to staff to effectively problem-solve in a fast-paced environment.

The ability to engage and manage upwards and downwards in a proactive, thoughtful, and timely manner.

An understanding of when to make decisions independently vs consult with others, including the CFOO.

An understanding of how to train, mentor, motivate and provide timely informal and formal feedback to ensure a positive department working environment and day-to-day effectiveness.

A problem-solving, customer service orientation and be effective in communications, both verbal and written, with other employees, students, and/or parents as well as on-campus residents.

A planning orientation, that facilitates consideration of short and long-term campus needs an incorporates an understanding and appreciation of a historical campus.

The ability to quickly analyze and assess issues that are critical to the successful operation of a 24/7 campus.

The financial skills to read financial reports, support the facilities management team in prioritizing spending, identify funding gaps, and balance a $9M operating and capital budget.

An understanding of what it means to be a part of a tight-knit community, including taking into account the needs of all key constituencies and managing faculty, staff, students and parent expectations, including those adults and students who are part of the residential program.

As the school’s campus operates 24/7, this position is required to be reachable as needed outside of general working hours and serves as part of the Facilities Services weekly on-call services rotation (approximately every four weeks). Note: there is no target start date for this position.

Resumes, cover letters and applications will be screened on a rolling basis until the position is filled.

Essential Functions and Responsibilities: Executive Leadership Serve as the CFOO’s key advisor and partner to identify and prioritize institutional needs related to facilities management, campus planning, and construction management; provides input and guidance with respect to strategic campus decisions, including those related to the school’s campus footprint.

Ensure that the CFOO is aware of and consulted as appropriate on key departmental decisions, including but not limited to personnel management, project management, vendor relationships, finances, and other day-to-day activities critical to the success of the school in the short and long term.

Work with the CFOO to prepare for three annual meetings of the Board of Trustees Building and Grounds Committee, identifying priorities and presenting executive level synthesis of key issues worthy of fiduciary discussion.

Engage in developing topics and agendas for discussion, including prioritization discussions.

Produce, assemble, and write materials (e.g., presentations and memos) for board meetings, under the CFOO’s direction.

Attend committee meetings and assist the CFOO in the presentation of information and answering questions.

Collaborates in partnership with other members of the CFOO’s management team to set the direction of the division and collaborate on key, cross-departmental projects.

Facilities Oversight In collaboration with direct reports and other team members, the Director of Facilities Services is responsible for ensuring the following: The planning and execution of preventative and routine maintenance on a regular schedule; ensure that all campus buildings and outside facilities remain in good working condition.

A neat and clean appearance of the School’s property and within all campus buildings.

Emergency repairs and other activities needed to keep all campus spaces operational are addressed, while continuing to operate the campus.

The development, implementation and review of information systems and files that facilitate effective and efficient operation of the campus (e.g., floor plans, project documents and management, utilities management, online work requests). Analysis and interpretation of campus wide facilities information to improve the quality and timeliness of service in all areas.

Ensure the smooth operation of the school’s mail and package service for the community, including best practices for receipt, notification and delivery of items to the community and coordination of outgoing mail and packages.

Regularly tour and discuss ad-hoc needs of various buildings and grounds areas with direct reports and other team members.

Identify critical capital construction projects, including campus infrastructure needs, in alignment with the academic and strategic goals of the School.

Respond to emergency situations: During business day: carries a Milton Academy issued phone and occasionally also a shop radio for rapid response.

On evenings/weekends: member of on-call services team.

On-call dates scheduled in advance, approximately every four weeks (Monday-Sunday). Must be reachable 24/7 by phone; on-site presence may be required for major emergencies only.

Personnel Management Directly supervise and mentor facilities Associate Directors and Managers who are responsible for the following operational activities as follows: Associate Director of Building Operations and Utilities Management: oversight of facilities/building maintenance and repair; trades; custodial; utilities distribution (including a central steam plant); engineering; building management systems; development of a sustainability strategy with goal of reducing energy consumption and expenditures; hiring and managing the work of independent contractors.

Associate Director of Grounds, Fleet and Event Management: oversight of the maintenance and upkeep of campus grounds, 12 fields, ice hockey rink, pool, indoor and outdoor tennis courts; fleet management of the School’s 30 vehicles, management of special events as they relate to facilities (e.g., graduation, alumni weekend, opening of school); hiring and managing the work of independent contractors.

Project Manager: management of faculty housing and small construction projects; regularly interact with architects, contractors and consultants involved with construction projects; work with Director and Associate Director of Building Operations to ensure that renovations and upgrades in faculty housing are completed in a timely way (and on budget) during the summer months; hiring and managing the work of independent contractors; and serving as the direct liaison for employees who move onto, off, and within campus housing (in-dorm and out-of-dorm) totaling 90+ housing units.

Facilities Operations and Administrative Specialist: provide oversight of and execute the central services functions and operations of the department, including answering the phone, greeting and badging vendors and serving as the first line of communication for campus facilities’ needs; manages central services, including the department’s mailroom, the sign out of vans, and office supply ordering; purchase items in support of the trades, grounds, and facility housing teams; ensure insurance and other vendor-related paperwork is up-to-date; take on ad-hoc projects in support of the department’s goals.

(Note: also provides basic administrative support to the CFOO.) Finance and Operations Analyst: provide all analysis needed to ensure that the Facilities Department follows best practices and meets its financial and operational goals; support managers in achieving operating and capital budget objectives, tracking future projects and physical plant needs, and providing data and recommendations to drive facilities-related decision making; and ensure that all vendor invoices are paid and paperwork tracked.

(Note: reports to the Director of Budgets, with a dotted line to the Director of Facilities Services.) Consulting Campus Architect: review plans for in-progress major construction projects, including approving and submitting invoices for payment; draw preliminary plans and review plans at various stages of development from outside architects and vendors as needed; explore code and engineering related issues with consultants; provide input into master planning or other land related projects; liaise with the Town of Milton on matters related to the School’s campus and projects, as well as other related issues.

(Note: reports to the CFOO, with a dotted line report to the Director of Facilities Services.) Schedule regular meetings to facilitate information flow and decision making, and ensure that such meetings have clear agendas, productive dialogue, and clear outcomes: Facilities management meetings (weekly) to ensure collaboration and coordination among team members to achieve departmental goals.

1:1 meetings (weekly or biweekly) with direct reports to review ongoing work and identify any needs.

Full facilities department meetings (monthly) to keep team members informed and provide an opportunity for discussion.

Lead and contribute to agendas for project planning meetings (weekly), which include other departments (e.g., Campus Safety, Special Projects, Technology Services), to facilitate progress and resolve issues related to multi-faceted maintenance, construction, and planning activities.

Manage and work closely with facilities team members in a collaborative manner that reflects the team’s expertise and experience: Engage, develop and delegate effectively to an experienced and motivated management team, ensuring a fair and equitable distribution of work.

Facilitate a positive and productive working environment for facilities staff at all levels and ensure that each team member regularly meets with their supervisor and has an up-to-date job description.

Communicate policy and process changes clearly and in a timely manner, clarifying expectations and implications for the department’s work.

Ensure that all facilities staff have the tools, equipment, and supplies to complete their assigned activities.

Ensure all facilities employees are offered and complete all institutional, departmental and job-specific training.

Confirm that all personnel are properly certified in their area of expertise and maintain these certifications.

Provide informal and formal performance feedback, including coordinating with Human Resources and the management team to ensure that the department’s annual employee self-reviews, performance reviews, and goals are completed accurately and in a timely manner.

Ensure that the facilities department is appropriately structured and staffed, including the appropriate use of overtime and contracted services.

Hire new personnel (in coordination with direct reports), document employee performance issues, and dismiss any employee as warranted, in line with school and human resources department policies, procedures, and expectations.

Ensure that payroll and time-off matters are resolved and clarified.

Provide an effective 24/7/365 on-call service provided by identified team members on a rotating basis related to all facilities issues.

Ensure that the rotating schedule is up to date and shared with Campus Safety each week.

Collaboration and Communication Maintain a customer service orientation that manages expectations of key constituencies, including effective, constant communication with key stakeholders, both inside and outside the department; this includes timely distribution of notices related to the functioning of the campus, disruption due to various projects, housing-related notices, and responsiveness to written and verbal inquiries.

Ensure strong coordination across the institution, working particularly closely with other service-oriented, operational departments (e.g., Campus Safety, Campus Services, Special Projects, Technology Services). Partner with other departments to execute campus-wide events (e.g., opening of school, family weekend, admissions open houses, new student revisit days, graduation, reunion weekend). Support and work closely with the School’s Technology Services department to ensure seamless alignment between technology services and capital improvements, including campus infrastructure needs.

Main and update facilities-related manuals and other documents shared with all employees, as well as facilities-related information shared at new employee orienta

Part-time