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Assistant Director – Facilities Services

Montana State University

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Position Details
Position Information

Announcement Number STAFF – VA – 24210
For questions regarding this position, please contact: Kathryn Jahnke
406-994-6774
[email protected]
Classification Title Maintenance Svcs Mgr II
Working Title Assistant Director – Facilities Services
Brief Position Overview Facilities Management is comprised of: Facilities Services, Planning, Design & Construction (PDC), Engineering & Utilities, Safety & Risk Management, and Central Operations. Additionally, University Facilities Management has dedicated technical support in the areas of Human Resources, Budget & Accounting, and Information Technology. The Assistant Director reports to the Director of Facilities Services and assists and supports the Director in the efficient management of human, fiscal and physical resources that provide and maintain facilities and infrastructure supporting the mission of the university.
Position Number 4M0769
Department Facility Services
Division University Services
Appointment Type Classified
Contract Term Fiscal Year
Semester
If other, specify From date
If other, specify End date
FLSA Exempt
Union Affiliation Exempt from Collective Bargaining
FTE 1.0
Benefits Eligible Eligible
Salary $28.955 to $55.29 per hour, commensurate with experience, education, and qualifications
Contract Type Classified Salary
If other, please specify
Recruitment Type Open

Position Details

General Statement Facilities Services is charged with the maintenance and operations of all university buildings, grounds, and infrastructure systems and consists of four major work groups — Work Control/Facilities Management, Mechanic/Equipment shop, the Landscape & Grounds department, and the Custodial Services department. These work groups are responsible for supporting the University Mission through maintaining, repairing, renovating, and improving the grounds, infrastructure, and buildings of the MSU campus. The Assistant Director assists and supports the Director in ensuring consistent and reliable delivery of all services carried out by the Facilities Services department. The position requires strong leadership skills, knowledge of infrastructure and building systems, managerial skills, and excellent communication abilities. In conjunction with the Director of Facilities Services this position will plan, prioritize, schedule, assign, supervise, evaluate, and participate in the work and direction of the Facilities Services team including developing and implementing budget, goals, objectives, policies, and priorities; establishing strategic direction; and developing long range plans for improvements including sustainable operations. This position will interface with a variety of campus partners, customers, and contractors to define and meet University needs and goals.
Duties and Responsibilities
  • In collaboration with the Director of Facilities Services establishes priorities and guides overall coordination of Facilities Services operations including Work Control/Facilities Management, Environmental Services (Landscape & Grounds/Custodial Services), and Mechanic/Equipment shop.
  • Assists in the development, implementation, and control of the Facilities Services budget and consequent activities.
  • Through supervision of the Fleet Manager reviews all University Facilities Management vehicle and equipment needs. Reviews and advises on scheduled vehicle and equipment replacement cycle and budget. Prepares reports on equipment status and develops equipment requests.
  • Evaluates effectiveness of services provided by reviewing work assignments, maintenance schedules, service programs, procedures, and practices, and develops and revises policies, procedures, and processes pertaining to delivery of services as needed, (e.g., priorities, scheduling, nature of services provided, level of service provided, and charges to recipients for services).
  • Through the Facilities Maintenance Manager II guides preventive and scheduled maintenance programs, processes, procedures, and policies to improve service delivery.
  • Monitors, evaluates, and advances Facilities Services training needs by developing training programs and/or securing outside resources to meet training needs. Is responsible for coordinating and managing overall department training and developmental programs.
  • Reviews reports on personnel transactions, (e.g., sick leave, vacations, leaves of absence, etc.); assesses staffing needs and capabilities; writes/revises job descriptions and duty statements; assists with coaching/counseling, hiring, and discipline of personnel. Advises director on new staffing requests and HR related tasks including discipline, CBA negotiations and disciplinary procedures.
  • Through the Facilities Maintenance Manager II manages the performance of the Work Control Center, which includes the processing, approving, estimating, scheduling, and billing of work orders for routine and preventive maintenance, repair, alterations, and in-house construction.
  • Oversees the Computerized Maintenance Management System (CMMS), a sophisticated work control, inventory, and information system. Develops, reviews, and provides reports on division activities, including information such as work accomplished, planned, or backlogged; estimated versus actual expenditures; stock levels and purchases; and maintenance program costs.
  • Through the Environmental Services Manager coordinates custodial maintenance of facilities as necessary.
  • Through the Environmental Services Manager coordinates grounds maintenance and construction, including landscaping, hardscape, irrigation, snow removal, waste management, event support and coordination. etc.
  • Informs decisions by evaluating, formulating, and making suggestions to improve departmental policies, procedures, processes, and goals.
  • As designated by the Director, represents Facilities Services on ongoing Campus committees, such as the University Facilities Planning Board, Campus Sustainability Advisory Committee, Space Management Committee, ADA Committee, and others.
  • In the absence of the Director, is responsible for overall departmental supervision and management including signatory coverage, attending meetings and special events. Acts as the principal representative to the AVP for University Facilities Management regarding all Facilities Services matters, as well as serving as the institutional representative to professional organizations such as APPA (Association of Physical Plant Administrators).
Required Qualifications – Experience, Education, Knowledge & Skills
  • Have a 4-year degree in engineering, architecture, business administration, construction management or five or more years in relevant work experience within public education facilities or similar institutional setting.
  • Demonstrated success in personnel supervision and management.
  • An understanding of an academic environment.
  • Demonstrated strength in budget management, preventative maintenance and associated work order systems, and proven leadership ability.
  • Working knowledge of computerized systems/software appropriate to physical plant operations.
    		•
    Preferred Qualifications – Experience, Education, Knowledge & Skills
  • Master’s or similar degree in public administration, business administration, engineering, architecture, or construction management.
  • Five or more years Facilities Management experience in a public education facility
  • Experience in a Union environment.
  • Familiarity with cost estimating, work order processing, budgeting, and personnel management.
  • Working knowledge of sustainable practices and operations.
    		•
    The Successful Candidate Will
    • Highly skilled in work planning, delegation, and the ability to motivate and communicate with a wide variety of personnel and departments delivering and enhancing the work and learning environment through professional, trade, and technical work.
    • Provide strong personnel management and mentoring skills.
    • Ability to promote and Incorporate institutional Mission and Goals into work plans, operational programs, and events.
    • Ability in program planning and implementation and creating innovative solutions to complex problems.
    • Represent the University and Facilities Management interests to a wide variety of constituents.
    • Excellent verbal and written communications skills, including public speaking, presentation, training, and facilitation skills.
    • Assume responsible charge of departmental and program activities; provide strong leadership; and work productively with a diverse group of on- and off-campus personnel and entities.
    Position Special Requirements/Additional Information The final candidate selected for this position will be required to successfully pass a background check.
    This job description should not be construed as an exhaustive statement of duties, responsibilities, or requirements, but a general description of the job. Nothing contained herein restricts Montana State University’s rights to assign or reassign duties and responsibilities to this job at any time.
    Physical Demands To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodations. The requirements listed above are representative of the knowledge, skill, and/or ability required.
    This position has supervisory duties? Yes

    Posting Detail Information

    Number of Vacancies 1
    Desired Start Date Upon completion of a successful search.
    Position End Date (if temporary)
    Open Date
    Close Date
    Applications will be: Screening of applications will begin on January 26, 2024; however, applications will continue to be accepted until an adequate applicant pool has been established.
    Special Instructions
    Diversity Statement Montana State University values diverse perspectives and is committed to continually supporting, promoting and building an inclusive and culturally diverse campus environment. MSU recognizes the importance of work-life integration and strives to be responsive to the needs of dual career couples.
    In compliance with the Montana Veteran’s Employment Preference Act, MSU provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference please complete the veteran’s preference information located in the Demographics section of your profile.
    MSU’s Non-Discrimination Policy and Discrimination Grievance Procedures can be located on the MSU Website: https://www.montana.edu/hr/recruitment/dualcareer.html

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