Assistant Director of Physical Plant - Building Operations Supervisor

Company Description The Loomis Chaffee School is a renowned New England boarding school located on a 300-acre campus in Windsor, Connecticut. Founded in 1874 with a mission to provide an excellent education for young people regardless of beliefs, background, or financial resources, the school maintains a strong tradition of inclusivity. Loomis Chaffee offers an academically challenging environment that encourages active learning and close faculty-student relationships within a respectful and civil community. Students come from 26 states and 20 countries, and all plan to attend four-year colleges and universities. The school is accredited by the New England Association of Schools and Colleges, underscoring its commitment to high educational standards.

Position Purpose

The Assistant Physical Plant Director and Campus Operations Supervisor supports the Director of Physical Plant in the safe, reliable, efficient, environmentally responsible, and cost-effective operation and maintenance of the campus. The position provides campus-wide safety oversight, coordinates environmental compliance and related record keeping, oversees campus maintenance, and assists the Physical Plant Director in overseeing capital improvement and construction projects.

The position directly supervises Mailroom Associates, co-chairs the Safety Committee, and works closely with Human Resources on employee support, performance concerns, corrective action, and hiring throughout the Physical Plant department.

Key Responsibilities

Campus Wide Safety Oversight

Provide proactive safety oversight across campus facilities, work areas, and Physical Plant operations in collaboration with the Director, department supervisors, Campus Safety, and other school partners. Promote safe conditions for students, employees, visitors, and contractors.

Co-chair the Safety Committee; help establish agendas, lead meetings, document recommendations and action items, and track corrective measures through completion.

Conduct and coordinate safety inspections and hazard assessments, identify unsafe conditions or practices, and work with responsible departments to address concerns promptly. Escalate significant hazards and initiate appropriate protective measures when immediate action is needed.

Coordinate safety training and reinforce safe work practices, personal protective equipment use, equipment safety, and applicable OSHA standards. Review safety requirements during work planning and monitor employee and contractor practices in the field.

Coordinate incident and near-miss reviews with Human Resources and appropriate supervisors; document findings, identify corrective actions, and follow up to reduce recurrence.

Environmental Compliance and Record Keeping

Coordinate compliance with applicable environmental requirements and school procedures across Physical Plant operations, including chemical handling and storage, waste management, spill prevention and response, and other regulated activities within the department’s scope.

Maintain organized, accurate, and accessible safety and environmental records, including inspection reports, training records, safety data sheets, permits, required reports, disposal documentation, and corrective-action logs. Track deadlines, renewals, and follow-up requirements.

Support regulatory inspections and compliance reviews; coordinate with qualified vendors, consultants, and school personnel to address findings and maintain required documentation and retention practices.

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Personnel Supervision and Human Resources Partnership

Directly supervise the Mailroom Associates. Set expectations, coordinate schedules and workloads, provide coaching and employee support, and evaluate performance. Work through the Carpenter Shop Supervisor to support effective daily shop operations.

Work closely with Human Resources and the Director on personnel matters throughout Physical Plant, including employee concerns, performance improvement, corrective action, and consistent application of school policies. Maintain confidentiality and appropriate documentation.

Participate in the interview and selection process for all Physical Plant personnel positions in coordination with Human Resources, the Director, and the appropriate supervisor. Support on-boarding, training, and employee development.

Maintain accurate time sheets, performance evaluations, and other supervisory records. Communicate clearly across the department and with campus partners to support cooperation and accountability.

Building Maintenance and Campus Project Management

Review work requests, assess priorities, and coordinate maintenance planning and resource estimates with the appropriate supervisors. Ensure safety requirements are incorporated into work plans and work-order documentation is accurate and complete.

Develop and coordinate weekly maintenance schedules, monitor progress and workmanship, and adjust priorities to support campus needs, minimize disruption, and complete work efficiently.

Provide field oversight of maintenance staff and contractors, with attention to safety, quality, schedules, costs, and protection of occupied campus spaces.

Support the Director of Physical Plant in contractor selection, competitive bidding, bid evaluation, and awarding projects campus wide. Prepare scopes of work, obtain and compare proposals, and assist with contract negotiations and award recommendations.

Manage assigned projects from planning through completion, including contractor coordination, progress reviews, change documentation, budget tracking, punch lists, and closeout records. Coordinate required permits and inspections with appropriate parties.

Budget and Administrative Responsibilities

Manage assigned maintenance budgets and spending, including overtime, materials, equipment, repairs, and outside services. Monitor contracts and expenditures and report anticipated variances to the Director.

Prepare annual budget requests and monthly forecasts, and develop near-term and long-term maintenance and capital project estimates. Maintain purchasing, contract, and project records.

Review and recommend improvements to operating procedures; develop procedures where needed in coordination with the Director and appropriate school partners.

On Call and Operational Support

Participate in the Physical Plant on-call rotation once every eight weeks, responding to after-hours calls and coordinating emergency assistance as needed during the assigned rotation.

Be available for scheduled off-hours work and campus emergencies as required. Assist other Physical Plant operations and perform additional duties assigned by the Director.

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Position Requirements

Knowledge and Skills

Working knowledge of facilities operations, building maintenance, construction and service standards, and applicable building codes. Ability to evaluate operational needs, coordinate technical resources, review estimates, and oversee practical solutions.

Strong knowledge of OSHA standards and workplace safety practices, with the ability to coordinate campus-wide safety activities, identify hazards, and follow through on corrective actions.

Knowledge of environmental compliance practices relevant to facilities operations and the ability to maintain accurate inspection, training, permit, and regulatory records.

Broad understanding of building systems and maintenance operations sufficient to supervise staff, evaluate work quality, and coordinate qualified tradespeople and contractors in large buildings, dormitories, and workshops.

Demonstrated supervisory, coaching, conflict-resolution, and team-building skills. Sound judgment in employee matters and the ability to work effectively with Human Resources while protecting confidential information.

Ability to read and interpret drawings, schematics, specifications, manuals, reports, and contracts; evaluate bids; and coordinate staff, vendors, and contractors.

Strong organizational, administrative, computer, and written and verbal communication skills. Ability to manage competing priorities, assess risk, work independently, and maintain productive relationships across the school community.

Experience and Education

At least five years of experience in a lead role or direct supervisory position.

High school diploma or equivalent and the knowledge, skills, and abilities typically associated with ten years of building maintenance and/or construction operations experience. Bachelor’s degree preferred.

Physical Requirements and Work Environment

Ability to perform the essential duties of the position, with reasonable accommodation as applicable, including walking campus, visiting facilities and work areas, and conducting inspections and project reviews.

Work occurs indoors, outdoors, in workshops, and at construction and field locations in varying weather conditions. The position includes emergency response and scheduled work outside normal hours.

Background check required.