Assistant Director of Facilities

Description

Salary: $90,000/year - $110,000/year

Position Summary

At Children's Aid, we believe that all children have limitless potential. Our dedicated staff provide comprehensive supports to children and families across New York City by ensuring safe, well-maintained, and welcoming environments that foster learning, health, and community well-being.

The Assistant Director of Facilities supports the Director of Facilities and Real Estate Operations in overseeing facilities operations and capital projects across Children's Aid's portfolio of more than 40 sites. This role is responsible for planning and managing repair, renovation, construction, emergency response, equipment replacement, and site improvement projects, including new site buildouts, relocations, and facility decommissioning. The Assistant Director partners closely with program leadership, compliance, Information Technology, finance, and external vendors to ensure projects are completed safely, on schedule, within budget, and in compliance with organizational and regulatory requirements. This position also provides on-site project oversight, supports inspections and project close-out activities, and serves as a representative of the Director as needed, maintaining a comprehensive understanding of facilities operations, project status, and organizational priorities.

Children's Aid Mission

To help children in poverty to succeed and thrive. We do this by providing comprehensive support to children and their families in targeted high-needs New York City neighborhoods. Children's Aid annually serves children and their families at over forty sites in New York, as well as through three national program models. Children's Aid is concentrating its efforts on creating cradle-through-college pathways in high-need neighborhoods, with a focus on children's health, family stability, education, and social and emotional development.

Culture and Values

We put children, youth, and families first: We listen to and incorporate the voices of children, youth, and families in all that we do.

We seek equity and transformation in our communities : We courageously work within and outside systems to create opportunities for children, youth, and families.

We strive for excellence : We hold ourselves to the highest standards and are committed to continuous learning and improvement.

We are powered by collaboration : Our work is stronger when we trust, partner, and respect each other and the communities we serve.

We are driven by compassion: We lead with kindness, care, and empathy and believe in the endless potential of the people we serve and our team.

Essential Duties and Responsibilities

Facilities Project Management

• Understand and promote the organization's Mission, Vision, and Core Values to ensure alignment with organizational policies and procedures.
• Manage medium- and large-scale facilities projects across Children's Aid's portfolio, including renovations, capital improvements, repairs, equipment replacements, new site buildouts, relocations, and facility decommissioning.
• Partner with program leadership and site staff to assess operational needs, develop project scopes, establish priorities, and identify facility improvements that support program operations.
• Develop project plans, schedules, budgets, dashboards, and other project management tools to monitor progress, communicate milestones, and proactively address project risks, delays, or budget variances.
• Coordinate and lead project meetings with internal stakeholders, architects, engineers, contractors, consultants, property owners, and other project partners throughout all phases of project delivery.
• Review construction drawings, specifications, scopes of work, bid packages, and contractor proposals; support the bidding process, evaluate submissions, recommend vendor selection, and administer contracts.
• Manage project budgets by reviewing cost estimates, value engineering project scopes, approving invoices, validating contractor claims, and monitoring expenditures to ensure projects remain within approved budgets.
• Oversee construction activities, ensuring work is completed safely, on schedule, within budget, and in compliance with applicable building codes, agency standards, and regulatory requirements.
• Initiate and oversee facility repair and improvement projects, including mechanical, electrical, plumbing (MEP), HVAC, carpentry, painting, security, and other building systems.
• Maintain accurate project documentation, including project tracking systems, as-built drawings, and project close-out records.

Facilities Operations & Building Systems

• Conduct regular site visits to assess facility conditions, evaluate building systems, and develop collaborative relationships with site leadership and facilities staff.
• Monitor the performance and efficiency of building systems, utilities, and infrastructure, identifying opportunities to improve reliability, operational effectiveness, sustainability, and cost efficiency.
• Review applicable Department of Buildings (DOB) Local Laws and other regulatory requirements, recommending facility improvements to maintain compliance.
• Collaborate with the Facilities repair, maintenance, custodial, and compliance teams to coordinate repairs, inspections, preventative maintenance, and operational improvements across all sites.
• Maintain facilities management databases and support the collection and reporting of facilities-related data and project information.

Vendor & Contract Management

• Develop and maintain productive relationships with contractors, consultants, vendors, and service providers to support successful project delivery.
• Assist in developing Requests for Proposals (RFPs), reviewing vendor contracts, and monitoring contractor performance to ensure quality, cost-effectiveness, and compliance with contractual requirements.

Collaboration & Continuous Improvement

• Partner with program leadership, Finance, Information Technology, Compliance, and other departments to ensure facilities projects align with operational priorities, staffing needs, technology requirements, and organizational goals.
• Support the development of operational procedures and provide guidance to on-site facilities staff to strengthen facility management practices and improve service delivery.
• Maintain in-person collaboration as an essential function of the role.
• Perform other duties and special projects as assigned.

Minimum Qualifications

• High school diploma or equivalent required; bachelor's degree in Facilities Management, Construction Management, Engineering, Architecture, Business Administration, or a related field preferred.
• Valid driver's license required.
• OSHA 30 Certification required.
• Minimum of ten (10) years of progressively responsible experience in facilities management, construction management, capital projects, or building operations.
• Minimum of seven (7) years of experience reviewing and interpreting construction drawings, architectural plans, engineering reports, specifications, and contract documents.
• Minimum of five (5) years of experience managing construction projects, contractors, vendors, and service providers, including contract administration and performance oversight.
• Minimum of five (5) years of experience developing, managing, and monitoring capital or operating project budgets of $2 million or more.
• Demonstrated experience managing multiple facilities projects simultaneously, including project planning, scheduling, budgeting, procurement, and project close-out.
• Proficiency with Microsoft 365 applications, including Outlook, Excel, Word, and PowerPoint; experience with facilities management or project management software preferred.
• Demonstrated ability to communicate effectively with executives, contractors, regulatory agencies, and cross-functional stakeholders, including negotiating contracts and managing vendor relationships.
• Demonstrated ability to analyze operational needs, solve complex facilities issues, prioritize competing demands, and lead projects in a collaborative, fast-paced environment.
• Commitment to Children's Aid's mission and dedication to maintaining safe, efficient, and high-quality facilities that support children, families, and staff.

It is the policy of Children's Aid to provide equal employment opportunity to all employees and applicants for employment and is dedicated to maintaining a work environment that is free from harassment and discrimination. Children's Aid will not tolerate discrimination, harassment, or retaliation on any basis, including race, creed, color, national origin, ethnicity, alienage or citizenship status, gender/sex (including pregnancy), disability, religion, source of income, sexual orientation, gender identity or expression, age, familial status, caregiver status, military status, marital or partnership status, status as a victim of domestic violence, sexual violence or stalking, predisposing genetic characteristics, arrest or conviction record, credit history, unemployment status or any other characteristic protected by federal, state or local law. Children's Aid is committed to complying with applicable state and local laws governing non-discrimination in employment. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Children's Aid will conduct a prompt and thorough investigation of all allegations of discrimination, harassment, retaliation, or any violation of the Equal Employment Opportunity Policy in a confidential manner and will take appropriate corrective action, if and where warranted. Children's Aid prohibits retaliation against employees who provide information about, complain about, or assist in the investigation of any complaint of discrimination or violation of the Equal Employment Opportunity Policy.

The incumbent is expected to work a schedule, whether in-person or hybrid, as determined by the department's needs to facilitate effective collaboration with the team. This flexibility is essential for maintaining seamless communication, fostering teamwork, and ensuring the smooth operation of the department's processes. The position's requirements are subject to periodic review and adjustment based on organizational needs and changes in work dynamics.

Qualifications
Behaviors Dedicated - Devoted to a task or purpose with loyalty or integrity
Motivations Goal Completion - Inspired to perform well by the completion of tasks
Education High School (required)
Experience 4 - 5 years: Experience developing, managing, and monitoring capital or operating project budgets of $2 million or more. (required)
4 - 5 years: Experience managing construction projects, contractors, vendors, and service providers, including contract administration and performance oversight. (required)
7 - 8 years: Experience reviewing and interpreting construction drawings, architectural plans, engineering reports, specifications, and contract documents. (required)
10 - 12 years: Progressively responsible experience in facilities management, construction management, capital projects, or building operations. (required)
Licenses & Certifications Driver's License (required)
Skills

• Adaptability / Flexibility (preferred)

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities


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