Assistant Director of Facilities Administration
Starting Salary Range: Commensurate with experience
Employee group: Full Time
Schedule: M-F, 8:30 AM - 5:00 PM
Exempt Status: Exempt
Location: 05-MD:School of Public Health
Department name: 10001050-Facilities Management
Personnel area: School of Public Health
The Assistant Director Facilities Administration supports the Facilities Management department at the School of Public Health (SOPH) on the East Baltimore Campus through development, implementation and supervision of internal business policies and procedures. This position serves as business manager for a Facilities organization consisting of over 110 personnel, an annual operating budget of $16 million, and an annual capital budget of over $7 million.
The Assistant Director is responsible for strategic development and implementation of the most efficient and cost effective means for providing facility services to the campus community, producing and analyzing data/metrics related to internal operations and external support and advising on allocation of available resources.
This position reports to the Director of Facilities Management.
Specific duties & responsibilities:
- Manages all aspects of Facilities business management processes, including;
- Supervision and management of the Facilities front offices and administrative staff.
- Oversees office processes, including, but not limited to, customer service, work center control, timekeeping, filing systems, internal mail distribution, etc.
- Facilities’ internal process oversight, assuring all University required procedures, including those related to timekeeping and control of financial resources, records and accountability, are disseminated appropriately and followed.
- Internal administrative/HR programs, such as personnel administration (including performance management), employee relations, safety and training.
- Inter/intra department communications, including; standardized internal forms, letters, memos and response systems for inquires, request for service and emergency communications.
- Develops implements and manages Facilities business functions and processes, including, but not limited to, long-range strategic initiatives, change management, metrics, and procurement and budgeting processes. Develops and routinely updates, using internal and external resources, benchmarks/metrics to guide/inform decision-making.
- Facilities financial and information management procedures including; developing, implementing, overseeing technical direction and guidance for all Facilities financial management functions, purchasing/procurement processes and inventory control for supplies and services. Consults with JHU’s Finance Office, including discussing business concepts and philosophies, procurement guidelines, contractual procedures, audit procedures, etc. Tracks, monitors, analyzes and fosters relationships with locally based and minority business owners across the Facilities spectrum. Operating budgets total approximately $16M and Capital approximately $7M.
- Oversees and manages the coordination of Facilities annual operating and capital budget preparation. Provides guidance, information and technical assistance in preparation of budgets and requests. Collects and reviews budget data to maintain consistency. Oversees preparation of the overall Facilities operating budget for review, approval and submission to Finance. Develops ongoing budget performance/cost control reports, monitors, analyzes internal progress (including use of KPI’s), and provides financial guidance and recommendations to the Director.
- Evaluate and select outside vendors, contractors and consultants that best meet the needs of the university. Procure supplies and equipment necessary to maintain effective and efficient administrative operations.
- Oversees all aspects of the hiring through termination process. Responsible for communicating, conducting and offering support to staff for University surveys (Gallup) and ensuring that plans are being developed and implemented. All University HR communications, policies & procedures are being followed communicated on a routine basis and that training is available for all staff through an organized process. Development, implementation and renewal for all training, safety, onboarding, etc., manuals along with staff engagement and recognition programs and events.
- Facilities software and hardware investigation, procurement, administration and maintenance, renewal processes, updates, internal training, etc.
- Oversees the adherence to OSHA standards and utilization of safe practices and procedures. Represents Facilities on University wide initiatives and Chairs the Facilities Safety Committee. Develops, provides training, and implements programs for both our Quality Assurance and Safety programs. Provides reporting materials to all areas of Facilities to ensure our delivery of the highest quality service while maintaining a safe environment.
- Supports the academic mission and the School’s commitment to sustainability by providing an attractive, safe and sustainable environment. Leads, oversees and manages all Facilities sustainability programs. Communicates and markets our Facilities and School wide sustainability efforts to internal and external communities.
- Oversees the administration of the Service Center and CMMS. Provide integrated facilities services that represent industry best practices and surpass customer expectations. Develops ongoing performance reports, monitors, analyzes internal processes and provide recommendations for improvement in the delivery of our services.
- Communicate with all levels of the community, including students, bargaining unit employees and staff members, department heads and directors and Deans. Communicate with entities outside the university including government agencies and groups doing business with the university.
- Act as liaison between Facilities Management and the other department representatives for resolving administrative related issues and promoting ideas.
- Assist the Director of Facilities Management with special projects as requested.
Minimum qualifications (mandatory):
- Bachelors in Business/Management and at least 5 years of related business operations/management experience in a Facilities (or similar) organization.
- Experience directly supervising a service oriented office staff operating in a team-oriented environment.
- Knowledge of business management and operations, performance analysis methods, information gathering, accounting procedures, and good business acumen and technology expertise.
- Advanced skills in Word, Excel (formulas and pivot tables required), Access and Power Point are required.
- Demonstrates commitment to social (diversity and inclusiveness), economic and environmental sustainability.
- Excellent organizational abilities, including experience in use of computer information systems and financial programs.
- Excellent written and verbal communication skills, demonstrating the ability to communicate to personnel in all areas of the community.
- Master’s degree in business/management.
- Prior experience leading or implementing strategic planning or major organizational change.
- Prior experience gathering and analyzing disparate data sources that lead to strategic or operational improvements.
- Prior experience with Computerized Maintenance Management Systems.
- Prior experience with SAP.
- Prior experience with Information Technology management.
- Current involvement with trade associations; APPA, IFMA, ISSA along with achieved certifications from the respective associations is preferred.
Special knowledge, skills, and abilities:
- Must be computer literate.
- Must be able to establish and maintain effective working relationships with diverse constituencies and must possess strong communication skills.
- Ability to foster a collaborative, inclusive, collegial, and consensus-building relationship with colleagues based on competence, trust, and respect.
- Superior written and oral communication skills, including the ability to present complex material in a useful and understandable fashion to diverse audiences.
- Strategic thinker with proven analytical and organizational skills.
- Committed to the mission of the school, customer service, and best practices in facilities management administration.
- Ability to build comprehensive reports for data within spreadsheet and database systems.
- Ability to produce accurate, timely delivery of complex materials.
- Flexibility to work with last minute changes
- Ability to prioritize tasks
Any specific physical requirements for the job:
- Must be able to remain stationary for extended periods of time.
- Ability to operate a computer and other equipment on a frequent basis.
- Ability to frequently communicate with coworkers.
- Ability to move about the office and campus.
- Ability to lift or move objects up to 50 lbs.
Supervisory responsibility (indicate the number and type of persons supervised by incumbent):
This requires direct oversight of seven staff members; two administrative coordinators, financial analyst, budget analyst, human resources coordinator, service center coordinator, quality/safety assurance coordinator.
Budget authority (indicate dollar amount of budget managed and type/level of authority):
Oversees the preparation of twenty operational budgets totaling approximately $16 million dollars and a capital budget of approximately $7 million dollars. This includes oversight of expenditures and reconciliation of expenses.
The successful candidate(s) for this position will be subject to a pre-employment background check.
If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at firstname.lastname@example.org. For TTY users, call via Maryland Relay or dial 711.
The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.
During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.
The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.
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