Career Opportunities with Milton Academy
Career Opportunities with Milton Academy
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| Department: | 01-51110-710 Facilities Exempt |
| Location: | Milton, MA |
Position: 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 school’s grounds comprise 130 acres, with 800,000 square feet distributed across multiple standalone academic, athletic, residential, and administrative buildings.
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 orientation; collaborate with the project manager and the Upper School to update the annual Housing Handbook; working with the CFOO’s Veracross liaison, ensure that the department’s internal “intranet” pages are up to date.
Financial Management
Oversee all facilities operating and major capital budgets (approximately $9M) to ensure maintenance programs and major projects are properly staffed and completed.
Support Associate Directors and Managers in making short and long-term spending tradeoffs, while ensuring that work is high quality, and delivered on time and on budget.
Ensure that all capital and operational projects have approved and well-vetted budgets and that all administrative processes have been followed (e.g., issuing of project codes), prior to approval.
Anticipate, identify and quantify funding gaps, in circumstances where spending needs exceed funding, and make go / no-go decisions accordingly.
Ensure that the School’s independent competitive bid, contract and award processes are followed.
Review and approve all major facilities contracts, ensuring that sufficient funds, contingencies, and other best practices regarding financial management and evaluation have been followed.
Ensure efficient processes and cost-effective supply purchasing for the campus and department (e.g., stationary, cleaning supplies, appliances, equipment, furniture).
Vendor and Relationship Management
Cultivate relationships and provide expertise in working with architects, engineers, and specialized consultants.
Build a vetted stable of contractors who can be called upon to execute both unexpected and planned projects, both large and small, for academic, athletic, performing, and housing purposes.
Ensure supportive relationships with on-campus, day-to-day contractors (e.g., cleaning).
Serve as the main contact for large contract vendor negotiations, or support directors and managers in doing so.
Ensure that general and large contracts are reviewed by legal counsel.
Act as decision maker for go/no go project decisions.
Help facilities managers troubleshoot vendor-related issues such that projects can be started and completed in a timely and professional manner.
Risk Management
Operations
Establish, document, and regularly refine policies, procedures, and processes, to ensure that departmental work is well understood, facilities staff can safely execute their responsibilities, activities are efficient, and regulatory requirements are met.
Ensure that departmental policies, procedures, and processes are followed.
Ensure all required permits, approvals, licenses, inspections, etc. are obtained and signed off on for all facilities, buildings, vehicles and grounds.
Ensure that appropriate certificates of insurance are on file for all outside vendors.
Co-chair the Safety Committee, along with the Chief Legal Officer. Give input to and execute directives from the school’s Emergency Management Committee and Leadership Team.
Ensure a smooth and efficient mail system (including tracking) for all received and outgoing mail/packages and access to institutional vehicles.
Regulatory Oversight
Collaborate with relevant School departments to implement and oversee the School’s Occupational Safety and Health Programs, the Environmental Protection Agency and the Massachusetts Department of Environmental Protection requirements.
Interact with regulatory agencies as needed.
Communicate with Town of Milton departments and attend public meetings as requested.
Other
As a member of a dedicated CFOO team, be ready and willing to contribute to address any School need in a professional, capable, and timely manner.
Other duties as assigned.
Supervision to be received: Chief Financial and Operating Officer
Supervision to be exercised:
1. Associate Director of Building Maintenance Operations and Utility Management
2. Associate Director of Grounds, Events and Fleet Management
3. Project Manager
4. Facilities Operations and Administrative Specialist
5. Finance and Operations Analyst (direct report to the Director of Budgets with dotted line reporting to the Director of Facilities)
6. Consulting Campus Architect (dotted line to CFOO)
In addition, this individual must oversee the entire facilities department and collaborate with many other employees, departments, vendors, consultants, and officials to be effective in the position.
Education/Licensure/Certification
Required: Associate’s Degree in Engineering, Architecture, Facility Management, Construction Management or related field or equivalent
Must possess a valid driver’s license, pass an insurance and driver’s record check annually and be able to drive a vehicle for Milton Academy in accordance with the School’s policies and procedures
Preferred: Bachelor’s Degree
Master’s Degree or other professional certification
Experience
Required: At least 10 years of progressive experience in a facilities and/or construction management role in a complex, multi-building campus settings
Preferred: More than 10 years of progressive experience in a senior facilities and/or construction management role in a complex, multi-building campus settings
Progressive management experience, including successful supervision of a large team and prioritization of manpower and resources
Experience developing materials for and presenting information to senior leaders
Competencies:
Required:
Extensive knowledge of all operational areas identified above
Strong leadership and management, interpersonal and customer service skills that would work effectively with a variety of constituents, including the Board of Trustees, students, employees, parents, alumni, town officials and abutters
An understanding of people management principles, including professional development and training
Demonstrated ability to read and distill long written documents (e.g. blueprints or renovation plans), contracts, and estimates to determine next steps, including identifying and assessing vendors to meet particular institutional needs
Demonstrated interest in professional development and understanding relevant market trends and tools
Proficient math skills with budgeting knowledge
Demonstrated customer service experience, including the ability to work collaboratively with internal and external constituencies as a team member
Ability to be flexible
Ability to problem solve and prioritize multiple projects and tasks in a fast paced work environment
Excellent verbal and written communication skills
Demonstrated computer expertise, including Microsoft office (Word and Excel), Googlesuite and Adobe PDF
Ability to work collaboratively with internal and external constituencies
Must understand issues of confidentiality
Receptive to supervision and professional development
Desire to be part of a dynamic educational community
Physical Abilities:
Required: Must be able to work at a computer for up to 8 hours each day in conjunction with OSHA requirements. Must be able to take and give direction both verbally (in person and over the phone) and in writing. Must be able to move without restriction to and inside all buildings, structures, and grounds areas on the Milton Academy campus. Must occasionally lift and/or move items up to 25 pounds. Must be comfortable with prolonged periods of standing, walking, bending, stooping and reaching. The employee is occasionally required to sit and climb or balance on ladders, staging, and power platforms. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
All interested internal candidates must complete an application for promotion or transfer and inform your supervisor as soon as possible.
The essential functions and basic skills have been included in this job description; it is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This position description is subject to change at any time.
An equal opportunity employer, Milton embraces diversity and the pursuit of excellence. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race (including natural and protective hairstyle), color, sex (including pregnancy and pregnancy related condition), sexual orientation, gender identity, gender expression, religion, religious creed, physical or mental disability, age, genetic information, veteran status, ancestry, citizenship, national or ethnic origin or any other status protected by applicable law.
