What are the responsibilities and job description for the Assistant Director of Facilities Management position at Kentucky State University?
TITLE: Assistant Director of Facilities Management
DEPARTMENT: Facilities
REPORTS TO: Associate VP Capital Planning and Facilities Management
CLASSIFICATION: Staff-12 months
EFFECTIVE DATE: TBD
STANDARD WORK HOURS: 40 hours per week
LOCATION: On-Site-Main Campus
EMPLOYMENT STATUS: Full-Time
EMPLOYMENT CLASSIFICATION: Exempt
JOB SUMMARY:
Under the general direction of the Director of Facilities Management, the Assistant Director of Facilities Management assists in the leadership, administration, and daily operation of the University's facilities maintenance program. The position provides operational oversight of building maintenance, preventive maintenance, utilities, fleet operations, contracted services, facility inspections, and maintenance personnel while assisting with budget administration, project planning, regulatory compliance, and strategic facilities initiatives. The Assistant Director exercises independent judgment in coordinating maintenance operations, establishing work priorities, allocating resources, and resolving operational issues to ensure safe, efficient, and reliable campus facilities. This position requires a regular, reliable, and consistent on-campus presence to effectively perform management, supervisory, and operational responsibilities and is not suitable for remote work except as approved in accordance with University policy..
ESSENTIAL JOB FUNCTIONS:
- Assists the Director of Facilities Management in planning, organizing, directing, and evaluating the daily operations of the Facilities Management Department.
- Assesses the condition of campus facilities and infrastructure and recommends maintenance, repair, renovation, replacement, and capital improvement priorities.
- Assists in developing short-term and long-term maintenance plans for mechanical, electrical, plumbing, fire protection, roofing, structural systems, utility infrastructure, and building interiors and exteriors.
- Coordinates and monitors preventive maintenance programs to maximize equipment reliability and extend the useful life of University facilities.
- Supervises and coordinates the daily activities of maintenance personnel and assists with employee scheduling, work assignments, training, performance management, and operational oversight.
- Assists with recruitment, onboarding, training, coaching, and performance evaluations of Facilities Management employees.
- Ensures maintenance work is completed safely, efficiently, and in accordance with applicable codes, regulations, University policies, and industry standards.
- Assists with preparation, administration, and monitoring of departmental operating and facilities-related budgets while ensuring responsible stewardship of University resources.
- Coordinates and monitors contracted maintenance services to ensure work is completed according to contract specifications and University expectations.
- Oversees the operation, maintenance, and repair scheduling of Facilities Management vehicles and equipment.
- Conducts facility inspections and identifies deficiencies requiring corrective action.
- Coordinates responses to emergency maintenance situations and assists in developing operational contingency plans.
- Maintains effective working relationships with faculty, staff, students, contractors, vendors, and external agencies while resolving operational issues in a professional and timely manner.
- Assists in maintaining records, preparing reports, monitoring work order systems, and supporting departmental planning and regulatory reporting.
- Supports compliance with applicable federal, state, local, environmental, safety, and University regulations governing facilities operations.
- Maintains a regular, reliable, and consistent on-campus presence to effectively perform the essential functions of the position.
- Performs other duties as assigned.
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:
- Comprehensive knowledge of facilities maintenance operations, building systems, preventive maintenance, and construction practices.
- Knowledge of mechanical, electrical, plumbing, HVAC, fire protection, and building infrastructure systems.
- Knowledge of applicable building codes, OSHA regulations, environmental regulations, and safety practices.
- Knowledge of facilities management principles, maintenance planning, budgeting, and project coordination.
- Ability to supervise, train, coach, and evaluate employees.
- Ability to establish work priorities, manage multiple projects, and coordinate operational activities.
- Strong leadership, organizational, analytical, and problem-solving skills.
- Ability to interpret technical information, construction documents, and maintenance specifications.
- Strong interpersonal and communication skills.
- Ability to establish and maintain effective working relationships with faculty, staff, students, contractors, vendors, and external agencies.
- Ability to exercise sound judgment, make effective administrative decisions, and respond appropriately to emergency situations.
- Proficiency with computerized maintenance management systems (CMMS), Microsoft Office applications, and other facilities management software.
SUPERVISORY RESPONSIBILITY:
- This position provides direct supervision of maintenance personnel and assists the Director of Facilities Management with employee selection, training, scheduling, performance management, and operational oversight.
OTHER DUTIES:
- Other related duties as assigned.
QUALIFICATIONS:
- High school diploma or equivalent is required.
- Bachelor's degree from an accredited college or university in Facilities Management, Engineering Technology, Construction Management, Business Administration, Project Management, or a related field is preferred.
- Minimum of five (5) years of progressively responsible experience in facilities maintenance, facilities operations, construction management, or a closely related field.
- Previous supervisory or lead experience is preferred.
- Experience managing maintenance operations, facilities projects, budgets, or contracted services is preferred.
Licensing and Certifications:
- Valid driver's license.
- Must maintain an acceptable driving record in accordance with University requirements.
- Additional facilities-related certifications are preferred but not required.
WORKING CONDITIONS:
- Work is performed in both office and field environments and requires frequent interaction with employees, contractors, vendors, and the campus community.
- Frequent walking, standing, climbing stairs and ladders, bending, kneeling, reaching, and inspection of campus facilities are required.
- Occasional lifting and moving of materials or equipment weighing up to 50 pounds may be required.
- Work may involve exposure to varying weather conditions, mechanical equipment, construction activities, confined spaces, elevated work areas, and other conditions associated with facilities maintenance operations.
- Occasional evening, weekend, holiday, or emergency call-back work may be required to respond to operational needs.
Applicants must be authorized to work for any employer in the United States. At this time, Kentucky State University is unable to sponsor or take over sponsorship of an employment visa
Internal candidates are encouraged to apply.
KENTUCKY STATE UNIVERSITY is an Equal Opportunity Employer
The functions, qualifications, knowledge/skills, and physical requirements listed in this job description represent the essential duties of the job, which the incumbent must be able to perform either with or without reasonable accommodation. The Job Functions listed do not necessarily include all activities that the individual may perform.