Director of Facilities

The Director of Facilities (Director) is a member of the New York Medical College (NYMC) leadership team. NYMC reporting relationships are under review and to-be-communicated prior to hiring decision to finalist candidates. The position will also report on a dotted line basis to SVP Operations, Touro University.  The Director provides innovative and strategic leadership for all aspects of facilities operations, including all facets of facilities management, capital planning and construction management, namely:

• Planning for and operation of physical facilities and services that meet the needs and goals of NYMC and directs the finances, service, staffing and procedures to assure effectiveness
• Oversight of design and construction, maintenance, and grounds for a campus comprised of approximately 25 buildings on 54 acres of property (roughly 1,078,000 GSF)
• Design, construction and maintenance of structures and infrastructure systems
• Responsible for staff of about 30 non-union and union NYMC employees, 26 contracted employees and operating budgets totaling $5 million and annual capital projects ranging $1-$6 million
• This highly visible role interacts with top-level university administrators, as well as state and local officials and the Board of Trustees
• The Director will be a member of the Touro University Senior Facilities Management Team, participating in university-wide meetings and strategy sessions.

Personnel Management: Perform all tasks necessary to manage a large staff of 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. Provide a safe working environment for all employees. Maintain positive working relationships with union representatives and perform all tasks in compliance with union contracts.

Budget and Contract Management: Provide strategic planning and management of all financial resources. Ensure proper budgeting and expenditures within constrained Track and analyze budgetary and financial information. Manage and maximize supply chain, competitive sourcing, and procurement activities. Oversee processes for hiring consultants and contractors including the development of scopes of work.

Operations & Maintenance: Ensure proper maintenance and operation of facilities equipment and systems. Provide oversight of preventive maintenance programs, outage responses, repairs, inspection programs, planned upgrades, and any other aspect of facilities management.

• Custodial Services: Direct custodial activities to ensure proper cleanliness and upkeep of facilities. Manage and organize overstock programs and storage Determine frequency and schedule of activities in consideration of constrained resources.
• Facilities Work Order System: Manage work order flow and execution to ensure a high level of responsiveness and customer service. Develop and maintain data for assessment of program
• Sustainability and Energy Efficiency: Make sustainability and the responsible use of energy a key part of business process and strategic Develop and meet targets for carbon reductions.

Capital Projects: Develop and implement capital projects of all sizes including a large number of small projects at any given time. Provide leadership to the following areas:

• Capital Planning: Synthesize campus needs and work with campus planning efforts to develop a multi-year capital plan. Update regularly and ensure alignment of financial sources and uses. Create a data-based approach for integrating deferred maintenance and infrastructure
• Project Execution: Ensure proper project execution, including robust communication, through all phases of project life cycle. Develop systems for integration of facilities management into project design, construction, and turnover. Develop appropriate procurement approach for each project including design-bid-build, design-build, CM at Risk, or others as appropriate.
• Studies and Surveys: Conduct consulting studies, feasibility analyses, facility condition assessments, and other initiatives as necessary to strategically inform future capital planning
• Sustainability and Energy Efficiency: Play a leadership role in planning and execution related to sustainability efforts on campus. Ensure projects consider sustainability and energy efficiency to the greatest extent within project constraints.
• Program Management: Ensure proper policies, procedures, design guidelines, and standard contracts meet a high degree for project planning and implementation.
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Communications: Develop positive relationships with key colleagues and stakeholders across the campus community. Provide clear, concise, and robust communication at the appropriate level of detail for any constituency including staff, faculty, students, trustees, or others. Deliver materials as directed including presentations, white papers, schedules, data analysis, or Regularly perform public speaking and lead meetings.

Other Duties as Assigned: Perform miscellaneous tasks as necessary for the demonstrated successful implementation of assigned duties. Ensure administrative excellence across the organization including full integration with and reliable support for other departments and academic departments. Resolve regulatory violations and issues as Perform data analysis as necessary or requested. Represent NYMC as necessary. Participate in training activities to maintain professional knowledge of evolving regulatory requirements and practices.

Education requirement:

• Bachelor's degree in planning, architecture, engineering, construction management, facilities management or related field is required, with at least 10 years of progressive experience including management responsibilities.
• Master’s degree preferred but not required.

Prior experience:

• Demonstrated ability to manage large and complex projects successfully, on budget and on time.
• Experience leading unionized staff.
• Experience building and sustaining a high-performance service-oriented organization, preferably in higher education or healthcare environment with a substantial laboratory presence.

 Other skills/requirements:

• Excellent organizational and communication skills, and strong project management skills, with the ability to prioritize and manage multiple tasks concurrently.
• A collaborative leadership style and demonstrated ability to lead, engage, and motivate a diverse team.
• Broad operational knowledge and understanding of best practices in capital planning, facilities management, building maintenance, and construction practices, ideally in a higher education/healthcare setting.
• Familiarity and experience with sustainability in construction and operations including energy management and energy conservation.
• Knowledge of all applicable regulatory codes and standard practice and experience with the development and control of budgets.
• Working knowledge of all applicable regulations/codes/standards’ best practices.
• Broad knowledge and understanding of broad range of EH&S fields and advanced or expert knowledge of laboratory design (including laboratory ventilation).
• Ability to quickly interpret complex issues and provide/explain a recommended course of action in an easily understood manner.
• Ability to shape change by challenging the status-quo.
• Strong written, verbal, interpersonal communications and negotiation skills, including advanced political acumen and ability to effectively communicate with diverse constituencies are essential.

Physical demands: Employee must be physically able to access equipment and systems, including climbing stairs, ladder, entering access hatches, etc. May require long shifts and availability at night, on weekends, early mornings, and during inclement weather.

Environmental demands: Indoor work, some of which is performed in cramped/crowded space as well as in academic and research facilities. Work is sometimes performed on/near operating equipment. Outdoor work performed in all climates, including inclement weather, sometimes below ground level and on roof areas of buildings.

Relations with Others: During the course of your job, what persons in other departments and outside the organization are you required to contact and/or work with:

Internal Contacts: College senior staff, Department Chairpersons and Administrators, faculty, staff, students and Facilities Department team members, students

External Contacts:  Westchester County and Westchester Medical Center administration. Architects, engineers, contractors, vendors, suppliers, regulatory agencies, emergency management agencies, code officials, and other related businesses that provide support for day-to-day issues and needs.