Director of Support Services - New York City, NY, United States - Barnard College

Description

Title: Director of Support Services

Location: New York City, NY

Full/Part Time: Full time

Req ID: JR

Description:

If you are a current Barnard College employee, please use the internal career site to apply for this position.

Job:

Director of Support Services

Job Summary:

Reporting to the Associate Vice President of Facilities, Capital Projects, and Sustainability, the Director of Support Services will provide leadership and management to the administrative support services unit of Barnard's Facilities department. The position will also be actively involved in meeting the College's sustainability goals and in maximizing the department's use of technology. Supervision includes staff responsible for administrative functions such as finance, procurement, data analysis, compliance, sustainability, and technology, etc. The position includes management of staff 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. Provide management and leadership to ensure best practices and develop and implement a comprehensive set of policies and procedures and quality control protocols. Ensure the delivery of the following functions with:

• Client Service- Deliver a high-quality interactive experience for all of Facilities' customers. Ensure that the experience maximizes technological resources, streamlined operational procedures, and customer-service oriented staff. Develop assessment tools such as surveys and data analytics for continuous improvement. Proactively coordinate with the Facilities Operations unit to ensure seamless process flows, efficient response times, and productive work order completion. Ensure the highest level of professional communication and follow-up.
• Compliance- Take responsibility for the facilities-related compliance commitments. Enable the organization to track and meet all building and equipment compliance requirements. Direct and supervise staff responsible for compliance. 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.
• Sustainability- Help to deliver high-priority, mission-driven sustainability goals for the College. Compile and implement industry standards in sustainability and green initiatives, where feasible. Collaborate with campus-wide, sustainability-focused staff internal and external to Facilities to advise, design, implement, and maintain programs and building and equipment projects. Provide leadership, education, and awareness for the campus around sustainability and environmental initiatives.
• 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 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, and outsourced custodial/ground services, etc. Oversee planning and purchases related to supplies, materials, and equipment. Monitor inventory of supplies and equipment; make recommendations for upgrades.
• 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.
• Environmental Health & Safety- Assist with the implementation of environmental health and safety protocols. Communicate with all departments that generate hazardous waste and coordinate removal of such waste with outsourced contractors. Assist departments with obtaining and renewing required permits and certificates of fitness. Serve as a committee member on related safety committees.

Emergency Management: Manage and direct crisis situations related to facilities in the context of Barnard's emergency management plans. Maintain and update emergency management plans and documents as necessary. Be available 24/7 for contact in emergency situations. Manage response of subordinate departments to snow events.

Personnel Management: Perform all tasks necessary to manage direct reports. Recruit and fill vacant positions in collaboration with Human Resources. Create clear performance expectations and provide frequent performance feedback. Ensure staff coverage based on vacation schedules and time out of the office. Provide personnel development and mentoring for successful performance outcomes. Maintain positive working relationships with union representatives and perform all tasks in compliance with union contracts.

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 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:

• Bachelor's degree or equivalent combination of experience and expertise.
• Minimum 10 years of relevant experience in facilities management with at least 5 years' supervisory/management experience.

Preferred Qualifications:

• Prior experience in educational facilities
• Experience managing union-represented staff

Salary Range: $135,000 – 145,000 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

About Us: Barnard is an intellectually stimulating, diverse college community of approximately 800 full- and part-time faculty and staff dedicated to providing an extraordinary educational environment for our 2,600 students.
Whether you are a current or potential Barnard employee, the Office of Human Resources is here to provide you with clear and accurate information and the best possible service. We hope that you find the site useful and will feel free to email any of the HR staff directly with questions or suggestions. We look forward to working with you.

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