Assistant Director of Facilities Day Hab

The Assistant Director of Facilities: Day Hab Programs assists HeartShare’s efforts in creating and maintaining safe, compliant, and welcoming day habilitation facilities. The Assistant Director of Facilities: Day Hab Programs plays a pivotal role in overseeing the safety, aesthetics, and functionality of our day habilitation facilities, ensuring they provide a secure and inviting atmosphere for both employees and program participants. This role requires strong organizational and communication skills, trade experience (plumbing, electrical, carpentry, HVAC), regulatory expertise, and proficiency in utilizing an automated facilities management system (WorxHub) to manage work requests, preventative maintenance, assets, and other facility-related matters. The Assistant Director of Facilities: Day Hab Programs will need to be available on-call to address facility-related emergencies, including after hours and on weekends, and must have reliable transportation.

Primary Responsibilities and Essential Functions of Position: 

Supervision of Facilities Coordinator Day Hab Programs:

• Supervise the Facilities Coordinator for Day Hab Programs.
• Verify adherence to safety regulations and company policies.
• Conduct safety briefings and ensure proper use of personal protective equipment (PPE).
• Set performance goals and conduct regular performance evaluations for the Facilities Coordinator Day Hab Programs.
• Conduct interviews with applicants, provide training to new hires, and assess their performance.
• Approve and submit employee timecards, manage employee time off requests, ensuring daily coverage, and manage employee overtime requests through Paycom
• Speak with staff concerning any complaints against them, their performance, absences, lateness, etc, and initiate Progressive Discipline procedures based on incident review.
• Participate in Professional Development Trainings and ensure staff compliance with any mandated trainings.

Facilities Management and Compliance:

• Implement and operationalize all established maintenance procedures. Assist in oversight of all assigned day habilitation facilities to ensure physical safety and compliance with state and city regulations.
• Prioritize, organize, schedule, and assign daily work order assignments to the Facilities Coordinator Day Hab Programs, ensuring timely completion of tasks through oversight, completion notes, and pictures.
• Conduct regular onsite inspections of maintenance work to ensure quality standards are met.
• Execute work orders assigned by the Vice President of Properties, coordinating resources to ensure timely completion, quality workmanship, accurate documentation, and effective follow-up on all assigned tasks.
• Develop, implement, and continuously manage a comprehensive preventive maintenance program for all Day Habilitation locations. Establish scheduled inspections, routine servicing, and lifecycle maintenance for building systems and equipment to minimize downtime, extend asset life, reduce emergency repairs, ensure regulatory compliance, and maintain safe, clean, and operational environments. Monitor program effectiveness through work order tracking and periodic reviews, making adjustments as necessary to improve efficiency and overall facility performance.
• Prepare and distribute a weekly work order report to the Vice President of Properties that summarizes completed work, outstanding work orders, recurring maintenance issues, and any operational challenges encountered. Reports should identify barriers to timely completion of work orders and provide recommendations for corrective actions.
• Execute and oversee all repairs, corrective actions, and maintenance activities resulting from internal and external audit reports, ensuring the timely response and resolution of critical facility-related deficiencies at all Day Habilitation locations. Prioritize life safety, regulatory compliance, and operational risks while coordinating with maintenance staff, contractors, and program leadership to ensure deficiencies are corrected promptly, documented appropriately, and verified for compliance. Monitor the status of all audit-related work through completion to support successful follow-up inspections.
• Conduct regular onsite supervision of work site practices to ensure safety, identifying any potential site hazards or areas needing improvement
• Serve as the on-site liaison for subcontracted vendors, coordinating daily activities, communicating site requirements, and ensuring alignment with the scope of work. Monitor progress and quality of all vendor-performed services, verify completion against contract specifications, and ensure work is executed safely, efficiently, and in accordance with facility standards. Conduct final walkthroughs as needed, address deficiencies in real time, and document completion status for reporting and closeout purposes.

Safety and Emergency Response:

• Provides first-line 24-hour response to emergency repairs at all day habilitation physical plant locations as needed, coordinating facility-related emergencies, working closely with relevant teams and authorities.
• Maintain cell phone contact on evenings and weekends, as needed for emergency response.
• Ensure physical plant safety protocols to safeguard the well-being of program participants, staff, and visitors.
• Follows all Blood-borne Pathogen Control standards (gloves, masks, proper hand washing, etc.) at all times, without exception.
• Ensure staff have and are utilizing proper Personal Protective Equipment (PPE).
• Obtain OSHA 10-hour within 6 months, and OSHA-approved PPE training within 3 months.

Repairs and Maintenance:

• Maintain and repair day habilitation interiors, ensuring hazard prevention and compliance with applicable regulations and codes, including but not limited to: handyman duties, tile installation and repair, floorcare, toilet repair, drain repair and snaking, plumbing repairs, electrical repairs and improvements, carpentry and painting, moving and assembling furniture, garbage removal, HVAC repair, lock repair, plaster repair, sheetrock install and repair, cabinet repair and replacement, and other duties as assigned.
• Maintains and repairs day habilitation exteriors and grounds, ensuring hazard prevention and well-kept appearance as required, including but not limited to: landscaping, snow removal, painting, carpentry, basic masonry, carpentry, and other duties as assigned.
• Perform physical corrections to resolve violations or deficiencies.

HeartShare Vehicle Care:

• Ensure vehicle log completion for the Facilities Day Hab Programs vehicle.
• Make sure to follow all applicable state and city motor vehicle laws.
• Schedule and coordinate vehicle maintenance/service needs with the Facilities Coordinator, Day Hab Programs in accordance with manufacturer/lease recommendations.
• Ensure that parking tickets received on agency vehicles are submitted to the supervisor for prompt payment.
• All HeartShare staff using company owned/leased vehicles must drive in a safe manner at all times and may be required to attend Driver Training.

HeartShare Tool care:

• Maintain and update day habilitation physical inventory of assets and tools. (blowers, emergency AC and heating units, tools, etc.)
• Provide care and upkeep of assigned tools.
• Ensure proper safe storage of tools and equipment daily.

Automated Facilities Management:

• Utilize an automated facilities management system (WorxHub) to manage work requests, track maintenance tasks, and log maintenance work completed on regular and scheduled work orders.
• Ensure that if no approved work order is issued, work does not commence, with the exception of emergency situations.
• Record work order progress in WorxHub system on all-day habilitation work orders, maintenance, and completions as required by submitting detailed descriptions, completion notes, and photos for quality control, including routine maintenance schedules and project progress reports.

Purchasing and Expense Management:

• Match all purchases to related work orders, reviewing for accuracy to prevent waste and ensure efficient use of agency funds.
• Act as primary contact for hardware stores, ensuring prompt submission of invoices for payment.

Collaboration and Communication:

• Maintain clear communication with staff, residents, and external stakeholders regarding facility matters.

• High School diploma or GED; Bachelor's degree from a four-year college or equivalent preferred.
• Minimum of 5 years of progressive facilities management experience, ideally in a nonprofit or healthcare setting.
• Strong computer proficiency, including Microsoft Office Suite (Outlook, Excel, Word, and Teams), HRIS systems (e.g., Paycom), facilities management software, and other cloud-based business applications. Demonstrated ability to leverage technology to improve efficiency, reporting, and communication.
• Demonstrated leadership skills, with a track record of successfully managing teams and fostering a positive work culture.
• Thorough knowledge of building codes, ADA regulations, safety standards, state/city regulations, as well as general knowledge of all construction trade types (carpentry, plumbing, painting, electrical, mechanical, etc.).
• Proficiency in utilizing automated facilities management systems, such as TheWorxHub, for work order tracking, preventive maintenance, and asset management.
• Excellent communication and interpersonal skills, with the ability to collaborate effectively with diverse stakeholders.
• Cost-effective solutions with high-quality outcomes.
• Strong organizational and problem-solving abilities, with meticulous attention to detail
• Compassionate, patient, and empathetic approach when interacting with individuals receiving services, families, and colleagues in a human services environment
• Valid Driver’s license required.

Benefits

What we offer once YOU join our growing family:

At Heartshare we offer a comprehensive benefit package based on full-time/part-time status. You can expect:

• Rewarding Work in a team environment.
• Paid vacation, sick, personal days, and holidays.
• 403(B) retirement plans with employer contribution.
• Health, dental, vision and life insurance.
• Employee Assistance Program (EAP).
• Flexible spending account (Dependent Care, Medical, Parking, and Transit).
• Employee Appreciation Programs and Events.
• Tuition Assistance Program.
• Professional Development opportunities.
• Gympass Discount
• Verizon Wireless Discount.
• BJs Membership discount.
• Discounts on Broadway tickets, movie tickets, theme parks, sporting events, gift certificates & more

Heartshare is an Equal Opportunity Employer (EOE). If you need to request accommodation during the recruiting process, please reach out to Leaves@heartshare.org.

About Heartshare

Who WE ARE:

For over 150 years, Heartshare has been dedicated to championing and empowering New Yorkers society has too often overlooked and

underestimated.

To learn more about Heartshare, please visit our website at www.heartshare.org or follow us on Twitter LinkedIn YouTube Instagram Facebook

Salary : $85,000 - $90,000