Details
Posted: 08-Jun-24
Location: New York, New York
Type: Full-time
If you are a current Barnard College employee, please use the internal career site to apply for this position.
Job:
Associate Director of Facilities Finance & Administration
Job Summary:
Reporting to the Associate Vice President of Facilities, Capital Projects, and Sustainability, the Associate Director of Facilities Finance & Administration is responsible for overseeing the financial management and administration operation of the facilities department including developing and managing the facilities department budget, identifying cost-saving measures and implementing them, analyzing costs associated with maintenance and repairs, compliance with regulation, contract oversight for vendor and contractor, negotiating contracts, data analysis, facility planning and building systems maintenance and reporting. Developing long-term facility improvement plans. Identify potential future needs and make recommendations for capital projects. Assist with plans for renovations, additions or new buildings. The position will also be actively involved in meeting the College's sustainability goals and in maximizing the department's use of technology. The position includes partnering with management in a unionized environment. In conjunction with senior leadership, this position will nurture and promote a culture of client service, efficiency, professionalism, and strategic thinking. Extensive collaboration is necessary with all departments within Barnard, as well community partners.
Job Description:
Duties & Responsibilities:
Administrative Support Services Center:
Develop and manage an efficient, service-oriented administrative support center.
Build skill sets and competencies within the staff to deliver excellent service to Facilities' clients and to help the Facilities operation run cost-effectively and efficiently.
Ensure Facilities is following best practices and develop and implement a comprehensive set of policies and procedures and quality control protocols.
Finance, Budgeting, Contract Management and Procurement:
Direct the financial activities of the department so that it can function most cost-effectively and efficiently.
Ensure close collaboration with the Finance and Operations finance team.
Implement clear budgeting and forecasting procedures and develop proactive, user-friendly reports.
Develop guidelines around procurement and contract management.
Manage and deliver services through contracted outsourced vendors, as needed. Develop scopes of work and procure services, request for proposals through competitive processes.
Ensure tracking of invoices, purchase orders, and all contractual documents.
Manage contracted services that include but are not limited to Environmental Health & Safety, pest control, waste removal, trades, and custodial/ground outsource services, etc.
Oversee and approve plan for purchases related to supplies, materials, and equipment.
Monitor inventory of supplies and equipment; make recommendations for upgrades.
Reporting/Analysis:
Prepare and analyze annual budget and quarterly variance reports Monitor and report on all Operating budget activity and process all transactions.
Prepare and review reports to support the development, implementation and monitoring of the dept operating budget.
Assist in other monthly budget monitoring activities, including developing reports for review, assist in the development of financial models representing short-term and long-term trends to assist in guiding policy and programmatic decision making.
Monitor monthly payroll transactions to ensure proper benchmark and staffing reports.
Quarterly meeting with department heads to review each department budget, spending patterns, expense and trend
Information Technology and Data Analysis:
Interface with BCIT, manage all data reports, facilities platforms and systems including EMS, work-order system, BMS, Facilities' website and communications platforms, calendaring systems, etc.
Implement system updates, deliver training as needed and assess technological tools for the operation.
Track and analyze data related to work orders and custodial services to identify patterns and trends related to campus facilities and needed repairs.
Develop reports and assessment tools for the organization.
Compliance:
Assist the facilities-related compliance commitments to track and meet all building and equipment compliance requirements such as Local Law work and annual inspection.
Meeting with contracted partners and their staff responsible for annual inspection reports and filing to the various government agencies.
Conduct regular audits to identify potential noncompliance situations.
Work with all university partners and facilities in addressing, researching, and representing violations for governmental hearings including Building Department, Fire Department, Sanitation, and Environmental Control Board, etc.
Maintain and update as necessary any compliance-related documents, plans, inspection reports, and permits.
Communicate with employees and institutional partners to ensure awareness of compliance requirements.
Provide training around relevant laws and regulations.
Other Duties as Assigned:
Perform miscellaneous tasks as necessary for the demonstrated, successful implementation of assigned duties.
Ensure coordination of all work with the schedules, calendars, and functions of an operational campus.
Communicate often and thoroughly.
Represent Barnard College as necessary and participate in training activities to maintain professional knowledge of evolving regulatory requirements and practices in the field of facilities management.
Skills, Qualifications & Requirements:
Knowledge, Skills, & Abilities:
Strong computer skills, including the ability to learn new software as necessary. Ability to fully utilize email, electronic calendars, Microsoft Word, and Microsoft Excel.
Strong knowledge of facilities work order, financial systems and workflow.
Ability to develop and implement client-service oriented policies and procedures.
Familiarity with compliance and sustainability programs.
Working knowledge of relevant New York City, State, and Federal regulatory requirements.
Strong financial, budgeting, forecasting, and contract management skills.
Ability to negotiate and manage contracts.
Demonstrated experience working effectively with collective bargaining agreements and unionized staff.
Detail-oriented. Excellent time management skills and ability to deliver work on assigned schedules.
Skilled in communicating information to a diverse set of constituencies in a collegial environment.
Must demonstrate integrity and sound judgment, leadership, and communication skills.
Demonstrated excellent oral and written communication skills.
Demonstrated ability to act decisively and independently to resolve complex issues.
Must establish and maintain effective working relationships with members of the campus community, fellow employees, city officials, other government agencies, and the general public.
Qualifications:
Preferred Qualifications:
Additional Information:
This job is primarily an in person position and may require a presence in the office up to five times a week, including for team and full staff meetings, events, and other times as directed by the supervisor.
Salary Range: $105,000 - 110,00 annually
Please include a cover letter with your application.
The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the College's good faith and reasonable estimate of the range of possible compensation at the time of posting.
Company:
Barnard College
Time Type:
Full time
