Associate Director of Facilities

Location
Washington D.C.
Salary
Salary range of $90,000-$110,000, including full benefits.
Posted
Oct 06, 2021
Closes
Nov 10, 2021
Ref
JR1907
Hours
Full Time

The Folger Shakespeare Library, located on Capitol Hill in Washington, DC, is seeking an experienced Associate Director of Facilities to join its Operations team. This individual, under supervision of the Director of Operations, is responsible for the appearance, condition, and climate control of all Folger properties, including: historic buildings containing a priceless collection of books, art, and other objects; a 4-floor office building; and five residential buildings.  

The Associate Director (AD) directly supervises the Facilities Manager (who oversees the contracted cleaning crew), Lead Engineer (who oversees 2 techs), Supply Chain Specialist (role to be defined), and HVAC Specialist, leading them in the care, cleaning, and maintenance of all properties. The AD also manages construction and repair projects, ensures proper climate control, and is a key participant in the planning and execution of all construction projects.  

The standard schedule for this role is Monday-Friday, 8:45am to 4:45pm. The AD must have the ability to work varying and additional hours as project demands arise, including evenings and weekends as necessary. The AD is also required to respond when contacted regarding emergencies. 

Pandemic Response: As of 9/19/2021 all staff, contractors, and visitors working or visiting onsite are required to be vaccinated with the COVID-19 vaccine and furnish proof of vaccination (unless they have received a medical or religious exemption). Masks are required in all shared or public spaces onsite until further notice. 

This position is considered essential staff and is required to report onsite. The building is currently closed to the public due to construction projects. 

 

Duties 

  • Responsible for the efficient management of engineering and maintenance operations and staff. Works with the Director of Operations in the planning, developing, and monitoring of the physical plant and capital improvement budgets. Acts as the project manager overseeing general contractors and working with architects on all large-scale building projects.   
  • Drafts, reviews, and monitors a multi-million operating budget, under supervision of the Director of Operations. Manages capital improvement plan, makes recommendations on the equipment replacement schedule, and manages the process.   
  • Works with Director of Operations on construction projects. Actively participates in all phases of planning and construction. Aids in the oversight of project budgets, maintains drawings and files for projects, attentive to quality of materials and workmanship on all projects, as requested.   
  • Obtains competitive bids and makes recommendations based on product quality, service, and cost factors. Engages and oversees contracted work as needed.  
  • Assists in space planning and implementation of changes or repairs to workspaces, in collaboration with applicable staff.   
  • Manages a team of staff, several of whom oversee others. Assigns duties and evaluates performance. Develops performance requirements for team and ensures a mutual understanding of the performance standards. Resolves complaints and grievances, or escalates as needed. Demonstrates continuous effort to improve operations, streamline work processes, and work cooperatively to provide quality customer service.  
  • Supervises the Facilities Manager, who manages the environmental services staff in the proper cleaning of the facility and related properties, including:  
    • Setup and tear down of events 
    • Cleaning of Folger properties  
    • Work order system management  
    • Invoice processing  
    • Responding to property related emergencies 
  • Supervises the Lead Engineer, who leads engineering staff in the proper maintenance and smooth operation of the building and property systems. Ensures that proper procedures and controls are in place to safeguard the priceless rare books and arts collections in accordance with current preservation standards.   
  • Supervises the Supply Chain Specialist (role to be defined), who is responsible for:  
    • Tracking inventories  
    • Procuring items for Facilities and other departments  
    • Applying appropriate budgeting codes to transactions  
    • Fulfilling outside orders as needed  
    • Backstopping mailroom duties  
  • Working with the HVAC Specialist, Lead Engineer, and other engineering staff, monitors and adjusts the building temperature and humidity using building management system (BMS), including accessing from a remote location to meet parameters established by the curators, and in line with best practices for rare materials and historic sites.  
  • Primary responder for emergency calls regarding roof leakages, heating or cooling breakdowns/problems, major plumbing or natural gas problems, fire alarms or threats, snow or ice removal, renovations, or any other physical plant problem that affects the building, grounds, or related Folger properties. Troubleshoots and resolves these issues in a safe, efficient, and cost-effective manner.  
  • Maintains building drawings and layouts, including “as-built” drawings and new modifications. Ensures service records on equipment and any required hazardous materials records are maintained. Responsible for regular facility audits and evaluations, including the digital record of the documents.  
  • Works closely with the Head of Security and Safety and other staff to ensure a safe and well-monitored environment. Establishes and enforces proper safety policy and procedures for the Facilities department: 
    • Regularly inspects machinery, electrical rooms, and all other work areas to ensure good environmental services and safe working conditions 
    • Follows all basic and prudent safety procedures and regulations, including those specific to the Folger, in performing job functions 
    • Maintains safety data sheets and follows all OSHA requirements for use and disposal of hazardous materials 
    • Ensures federal and local requirements for all plant operations are met 
    • Serves as primary contact for vendors regarding safety systems for cameras, access controls, fire systems   In collaboration with Head of Security and Safety, addresses physical safety hazards and issues 
    • Ensures all facilities and operations staff complete assigned OSHA and safety training as scheduled  
  • Performs other duties as assigned.  

 

Education and Experience 

  • A college degree in engineering, construction, or architecture discipline, or an equivalent combination of education and experience, is required.  
  • Candidates must have at least 8 years of relevant experience, with a minimum of 5 years’ experience supervising facilities and operations teams.  
  • Familiarity with construction project management and climate control systems is required.  
  • Experience with BIM modeling and design/drafting software, such as Auto-CAD and Revit, is highly desired.  
  • Basic understanding of requirements to support historical buildings is strongly preferred. 

 

Skills and Knowledge 

  • Knowledge of relevant building codes and federal mandates, such as Americans with Disabilities Act (ADA), Emergency Management Systems (EMS), Occupational Safety and Health Administration (OSHA), Life Safety Code (NFPA 101), National Electrical Code (NEC), and Near Field Communications (NFC) required. 
  • Demonstrated knowledge of building systems and components; climate control (HVAC), electrical, plumbing, lighting, emergency power, and structure, required.
  • Must have technical troubleshooting ability and understanding of material selection, preventative maintenance, and equipment testing.  
  • Demonstrated ability in reading blueprints and schematics, including familiarity with grading systems for building components required.  
  • Understanding of Requests for Proposals (RFP'S) and AIA contracts preferred.  
  • Must have a high level of computer literacy and the ability to supervise and evaluate multi-trade disciplines.  
  • Ability to handle multiple priorities within a complex environment and excellent interpersonal, analytical, communication, and organizational proficiency is required.  
  • Must be able to articulate and explain complex issues clearly, manage complex budgets, and participate in institution-wide decision making on life and safety issues.  
  • Proficiency in MS Office products, especially Excel, is required, as well as the ability to operate Zoom, Adobe, BlueBeam, ProCore, FacilityDude, and FX Server.  
  • Proficiency with Spanish language preferred but not required. 

 

Physical Requirements 

This job operates in a professional office environment that is currently under construction. The employee may be exposed to various components of an office environment such as florescent lighting, pollen, dust, recycled air, cooling fans, semi-enclosed areas, central heating, seasonal warmer temperatures and office noise. During the period of construction, employee may be exposed to loud noises, dust, and other construction elements; personal protective devices are provided by the Folger to reduce the impact of construction elements. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

  • This position is highly mobile; candidates are required to have the ability to be on feet for extended periods, regularly use stairs, use hands to finger, handle or feel, reach with hands and arms, and lift items up to 50lbs. 
  • The role requires a willingness and capacity to work in a mixed shop and office environment, including at a computer workstation, and to come and go repeatedly throughout the day as is necessary, to perform various responsibilities. 
  • Must have the capacity to communicate, in person, or using video, phone, or electronic communication methods, in a manner which can be understood by others. 
  • Ability to plan, direct, and evaluate the work of assigned staff. 
  • This position is considered essential staff and is required to report onsite. The building is currently closed to the public due to construction projects. 

 

Travel Requirements 

None 

 

Supervisory Duties 

The AD directly supervises the Facilities Manager (who oversees contracted cleaning crew), Lead Engineer (who oversees 2 techs), Supply Chain Specialist, and HVAC Specialist. 

 

Compensation 

  • This is a grade 9 position with a salary range of $90,000-$110,000.
  • Total compensation includes extensive benefits plan, including fully covered health, dental, and vision insurance and a generous 403b match, outlined at https://www.folger.edu/employee-benefits

 

Interested individuals should submit their cover letter and resume. Incomplete applications, and those submitted via email, cannot be accepted. No phone calls please. 

The Folger is an Equal Opportunity Employer. 

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