Facilities Assistant Director (Temporary/Temp to Perm)

Day-to-Day Operational Leadership

• Provide direct oversight of daily Facilities maintenance operations, including general maintenance, MEP/skilled trades, grounds, and Work Control functions.
• Serve as the primary operational point of contact for supervisors and frontline teams.
• Monitor workload, staffing coverage, and service responsiveness to ensure consistent performance.
• Address operational issues in real time and escalate risks or resource constraints as needed.

Standards Enforcement & Accountability

• Enforce established policies, protocols, and service expectations consistently across all units.
• Ensure supervisors are actively managing staff performance, attendance, work quality, and productivity.
• Reinforce expectations for documentation, verification, and close-out of completed work.
• Address performance gaps promptly through coaching, corrective action, or escalation.

Supervision & Work Quality Improvement

• Strengthen frontline supervision by:
  • Clarifying supervisory roles and expectations
  • Ensuring supervisors are present, engaged, and accountable for outcomes
  • Developing feedback loops and establishing routine check-ins with direct reports
• Improve quality control by requiring verification of completed work and effectiveness of service delivery.
• Monitor repeat work orders, rework, and unresolved issues to identify systemic problems.

Operational Boundary Definition & Workflow Clarity

• Establish and enforce clear operational boundaries between Facilities units, including:
  • Ownership of preventive maintenance versus reactive work
  • Defined roles for Work Control versus supervisors and field technicians in administering and managing work orders
  • Clear guidelines for when complex work escalates from general maintenance to skilled trades specialists
• Work with the Interim Senior Director to formalize these boundaries into documented operating procedures.

Work Order & Systems Execution

• Oversee daily work order execution and ensure compliance with system requirements (MicroMain).
• Ensure:
  • Work orders are properly triaged, assigned, and updated
  • Labor hours and materials are accurately captured
  • Work orders are not closed without verification
• Collaborate with Work Control leadership to improve routing accuracy and customer follow-up.
• Conduct a demand analysis of work orders, classroom activity, evening events, and campus usage cycles to identify where service gaps occur under the current single-shift model.
• Improve communication loops between internal staff and vendors so that work orders, maintenance activities, and preventive routines are coordinated and visible.

Budget, Contracts & Resource Management

• Build a structured cost-analysis framework that links labor hours, material usage, vendor spend, and work order demand to operational outputs.
• Monitor maintenance and service contracts to ensure scope, performance, and accountability expectations are met.
• Support preventive maintenance planning and efforts to reduce deferred maintenance backlog.
• Conduct a shop-by-shop area assessment to identify gaps in layout, safety, workflow design, and storage capacity.

Rapid Learning & Continuous Improvement

• Engage in deliberate and immediate learning of existing departmental policies, procedures, and institutional practices.
• Identify operational inefficiencies, bottlenecks, and risks during the interim period.
• Provide actionable recommendations to the Interim Senior Director based on observed conditions and performance data.

Education and Experience 

• Bachelor’s degree in Engineering, Facility management or closely related field required.
• Minimum 5 years of facility maintenance, preferably in large, multi-use or institutional setting. 
• Progressive experience with staff supervision
• Knowledge of standard practices and demonstrated experience in higher education operations including facilities maintenance, grounds maintenance, construction, etc.
• Knowledge of pertinent federal, state, and local laws, codes and regulations.
• Experience with budgeting, project estimating, construction oversight.

Skills and Abilities  

• Proven track record of developing and maintaining strong, lasting relationships with relevant stakeholders. 
• Proven ability to develop and achieve financial plans. 
• Ability to motivate and lead employees and hold them accountable.
• Demonstrated ability to lead effectively within collective bargaining frameworks preferred.

Work Environment

• Office based with exposure to elements and work sites
• Non-smoking environment
• Moderate to loud noise
• Maintain flexible hours for events that may occur on weekends and evenings

Physical Demands 

• Must be able to traverse throughout work sites, buildings, and campus. Regularly ascending/descending building levels and occasionally ladders or stools. 
• Must be able to lift, move and set up items weighing as much as 50 lbs. 
• Must be able to discuss, converse with, and exchange accurate information with event patrons, staff, stakeholders, etc.  

Success Indicators by End of Term

• Stabilized daily operations with improved service consistency and responsiveness

• Clear operational boundaries between Facilities units

• Improved supervisory engagement and accountability

• Reduced rework, unresolved work orders, and customer complaints

• Strong alignment between frontline execution and leadership expectations

• Operational readiness to support a permanent Facilities leadership model

Travel

• Local, regional, national travel as required

Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.