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Harvard University Asst Dir Facilities in Cambridge, Massachusetts

53819BRAuto req ID:53819BRJob Code:329057 Facilities & Oper Manager Location:USA - MA - Allston Business Title:Assistant Director of FacilitiesSub-Unit:------------ Salary Grade ( :057Time Status:Full-time Union:00 - Non Union, Exempt or Temporary Basic Qualifications:

  • Bachelor's Degree is required. Engineering, Facility Management, Construction Management or related discipline is preferred.

  • Over 5 years of experience including 3 years in facilities management is required.

Additional Qualifications and Skills:

  • Strong leadership is required to develop and maintain relationships and partnerships with customers, stakeholders, peers, business partners.

  • Strong customer focus. Proven facilities experience providing high quality customer service; and experience with Industry Best Practice Standards. Leadership experience building and sustaining high performance technical operations, including O&M, construction, and renovation projects is highly desirable. Experience planning and executing capital projects and integrating project schedules is also highly desirable.

  • Strong computer skills (MS Excel, Word, MS Internet Explorer, Email (Outlook), MS Project) required. Ability to work with Project Management Software (i.e. PMWeb and budgeting software).

  • Strong knowledge of building systems required.

  • Experience with Building Management Systems (BMS) desired, preferably Siemens and Schneider StruxureWare

  • Experience working in a University setting desired.

  • Strong interpersonal skills. Ability to work well and build relationships with other Harvard department employees and vendors.

  • Must be creative at problem solving and possess analytical skills. Strong organizational skills is required. Ability to communicate well in verbal and written form is essential. Self-motivated who can take initiative to resolve problem. Attention to detail is a must.

  • Ability to work effectively with user groups, internal staff, and outside consultants. Work under tight deadlines on multiple projects simultaneously. Must be flexible, adaptable, and work well as part of a team.

Additional Information:We continue to monitor the evolving COVID-19 guidelines and restrictions, we appreciate your understanding and flexibility with our interview process. Please note that we will be conducting interviews virtually (phone and or Zoom) for selected candidates until further notice

Harvard will require COVID vaccination for all Harvard community members who will have any on-campus presence. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement and exceptions may be found at the University’s “COVID-19 Vaccine Information” webpage:

A cover letter is required to be considered for this opportunity.

Many HBS employees are eligible for Flexible Work Arrangements, which may be explored during the interview process.

Harvard Business School will not offer visa sponsorship for this opportunity.

Culture of Inclusion: The work and well-being of HBS are strengthened profoundly by the diversity of our network and our differences in background, culture, experience, national origin, religion, sexual orientation, and much more. Explore more about HBS work culture here. ( Department:OperationsPre-Employment Screening:Credit, Criminal, Education, IdentityJob Function:Facilities Job-Specific Responsibilities:

  • Assists with the proper operation of campus facilities. Manages contractors, vendors and consultants as assigned. Works closely with trades staff.

  • Assists with the management of annual operating and capital budgets.

  • Works closely with Associate Director of Energy and Sustainability to identify and evaluate energy reduction opportunities.

  • Develops campus standards for all MEP and Life Safety equipment, including all major utilities and infrastructure.

  • Develops emergency procedures for all campus buildings and infrastructure.

  • Collaborates with and provides input to Assistant Director of Facilities, Buildings and Grounds with planning and completion of projects for building envelope, interior finishes, landscaping and special projects/events.

  • Manages repair and preventative maintenance of all kitchen equipment and infrastructure in close collaboration with vendor and dining team.

  • Prepares annual environmental compliance reporting.

  • Reviews evacuation plans and assists in keeping them current and acts as Facilities Emergency Coordinator.

  • Collaborates with the Manager of Physical Plant and the Facilities Coordinator to monitor daily activity of CMMS (ServiceNow) for proper completion of work orders and preventative maintenance, and overall performance trends. Tasked with expanding functionality of the system.

  • Acts as part of team that manages the Building Facility Condition Assessment Program.

  • Acts as Facilities representative for projects managed by HBS Capital Programs. Attends project meetings and reviews/conducts walkthroughs of the progress of the project. Oversight and coordination of MEP/FP commissioning on projects.

  • Reviews all architectural and engineering drawings to ensure systems, equipment and layout meet campus standards. Reviews MEP/ LS/FP submittals and participates in design assist process.

  • Serves as project manager, managing all aspects from development, implementation to close out. Tasks include: defining user needs, scope development, schedule, budget tracking, contract management, risk analysis and reporting.

  • Oversight and coordination of outside vendors, including but not limited to electrical, mechanical, plumbing, building automation/controls, kitchen equipment, carpentry, etc. including scope of work, specifications, SLA, purchase orders, RFP, quality assessments, project walk-throughs and meetings.

  • Maintains capital project management system, files, budgets, contracts, purchase orders, and invoices.

  • Communicates, schedules and coordinates project work. Promotes, builds, and maintains good relations with the campus community. Keeps supervisor informed of campus needs, systems status, and actual or potential occupant problems.

  • Maintains standards to ensure a high level of customer service. Addresses and resolves issues, collaborating with other staff, contractors, and vendors as needed. Demonstrates leadership and sound judgment, making decisions independently and knowing when to seek direction from supervisor.

  • Assists with facilities IT applications through project management, vendor relations, testing, upgrades, reporting and feedback to defined IT representatives.

  • Conducts analyses/metrics and creates reports on key performance indicators by tracking overall service levels across various functional areas

  • Participates on all high-profile campus events. Maintains tracking of daily events on campus schedule.

  • Responds to emergency situations on a 24/7 basis.

  • Performs other duties and responsibilities as assigned.

School/Unit:Harvard Business School EEO Statement:We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.Working Conditions:WORKING CONDITIONS/ PHYSICAL DEMANDS/PERSONAL CONTACTS:

  • Some exposure to extreme degrees of heat, noise, dust and dirt, areas requiring infection control.

  • Ability to meet deadlines and make sound decisions sometimes under stress.

  • Work whatever hours are necessary to maintain facility in a safe manner and to support project demands. This may include weekends and nights as needed.

  • Sits; stands; bends; kneels; climbs stairs, ladders, and equipment; has good sense of balance to work on heights. Some lifting of medium and/or heavy equipment and tools.

  • Administrative, faculty, staff, and supervisory staff, employees, representatives of contractors, vendors, etc. Interpersonal skills necessary to deal effectively and courteously with the above contacts.

Job Summary:Reporting directly to Director of Facilities, the Assistant Director is responsible for facilities capital projects and operational duties. Works directly with trades and supervises vendors as assigned. Provides expertise with MEP and Life Safety Systems, building condition assessments, information technology solutions, customer service and compliance matters.