Facilities Manager

Facilities Manager

The Operations Division at Tufts includes facilities, design and construction, campus and capital renewal planning, real estate, campus safety, dining, auxiliary services, and other related services on multiple campuses across 5.8 million square feet in 250 buildings. Operations services four campuses in Massachusetts: the main campus in Medford/Somerville, the health sciences and SMFA campuses in Boston and the veterinary school campus in Grafton. The Operations Division supports Tufts University's mission in teaching, research, and clinics by providing stewardship, recommendations, services and advice in its primary areas of obligation: optimizing use of space and real estate, strategic and responsible management of the built environment, creating a secure campus environment and infrastructure, promoting best-in-class sustainability practices and policies, and creating exceptional community experiences that enhance Tufts' reputation and brand. The Facilities Management Department employs approximately 150 staff members including a unionized trades, grounds, labor force, with outsourced custodial services. The annual operating budget is $120M, including $60M in capital renewal.

Reporting to the Assistant Director of Facilities, the Facilities Manager is responsible for daily operations, maintenance, and management of the Facilities, infrastructure, and staff team. This role supports the Assistant Director in planning, execution, oversight, and daily operations of maintenance, repairs, and replacements of all mechanical, electrical, and plumbing systems that serve the buildings and its occupants to ensure the safe, efficient, and cost-effective operation of physical assets during the 2nd Shift. The Facilities Manager will coordinate with the transitioning first shift, scheduling/planning, and OCC to supervise staff, coordinate repairs and maintenance, ensure compliance with regulations, and contribute to long-term operation of the infrastructure. The position collaborates with internal and external stakeholders to schedule and complete work and maintain high standards for building functionality, as well as maintaining the aesthetic quality of the campus. The Facilities Manager is expected to build and maintain solid relationships; be the first line of contact for key building customers (faculty, administrators, students, and community) while providing meaningful information. They are expected to be a key liaison with and to collaborate proactively with the operations control center (OCC) for repair and response to ensure the proper execution of all work-order requests, building emergencies, and discretionary maintenance projects during the 2nd Shift.

Facilities Infrastructure, Operations, and Maintenance

• Provide direction and oversight of the daily operations and maintenance of facilities, ensuring they are safe, clean, and functional.
• Manage union workforce to conduct routine, emergency, and preventive maintenance in accordance with industry standards, best practices, and University service levels.
• Manage building systems such as HVAC, electrical, plumbing, and safety systems that meet healthcare and educational standards.
• Execute and manage preventative maintenance schedules to minimize downtime and costs.
• Maintain an inventory of equipment assets.
• Manage daily operations of classrooms, lecture halls, research labs, dental clinics, and medical training facilities. Ensure seamless operation of clinical areas to support patient care and student learning experiences.
• Use MAXIMO work order system to track and report on work in process and the productivity of work completed. Play a lead role utilizing, interpreting, and managing data that tracks worker productivity; assist in reporting, adjusting schedules, analyzing staffing levels, and performance management of staff.
• Oversee maintenance of specialized equipment like research labs, dental chairs, simulation labs, imaging systems, sterilization units, etc.

Staff Management and Development

• Lead, mentor, and manage union staff, direct reports, facilities and maintenance professionals, fostering a culture of collaboration, accountability, and professional growth.
• Manage and supervise union staff according to and in the spirit of the collective bargaining agreement. Under the direction and in support of Assistant Directors and Labor Relations, support efforts to refine and improve workforce satisfaction, productivity, and efficiencies through effective continuous improvements in union agreements and processes
• Interact with building stakeholders, supervise and provide guidance to facilities staff, maintenance workers, custodians, and contractors. Coordinate work schedules to minimize disruption to teaching and clinical activities.
• Respond promptly to feedback from students, faculty, patients, and staff regarding facility issues.
• Evaluate team performance and provide feedback to enhance productivity.
• Serve as a point of contact during facility-related emergencies, such as power outages or natural disasters.

Management and Finance

• Liaise with vendors, contractors, and service providers for maintenance and repair services.
• Monitor service agreements to ensure they are being executed to meet quality and cost-effectiveness.
• Oversee the work of external contractors to ensure it meets organizational standards.
• Support the development of the facilities department's budget and ensure adherence to financial constraints.
• Ensures shift and emergency coverage for evenings, weekends, holidays, or overtime basis is addressed expeditiously and comprehensively.
• Ensure compliance with local, state, and federal regulations, including building codes, environmental standards, and workplace safety laws, and maintain proper documentation.
• Conduct regular safety audits and address any identified hazards.

Additional

• As required, represent Facilities Management at construction planning meetings to ensure long-term goals of the department and future of physical facilities.
• Working with the Campus Energy Manager, implement and promote environmentally sustainable practices within the facility.
• In coordination with the Capital Renewal plan, work to support and execute deferred maintenance projects. Contribute information and details to long-term planning for facility improvements, expansions, and capital investments.
• Assist with small projects, such as minor renovations or equipment upgrades.
• Coordinate with Tufts EH&S team and local state and federal jurisdictions to provide staff training and ensure compliance with safety protocols.
• Ability to respond to emergencies 24-7 and be in an "on-call" rotation as assigned.
• All other work as assigned.
• This position is considered essential.

Basic Requirements:

• Associate's Degree in a related field
• 7+ years of experience or equivalent combination of work experience and training, including trade licenses
• Two years of experience in a supervisory role in facilities, maintenance, or operations, or a related field.
• Experience in facilities management, including comprehensive knowledge of buildings and equipment with the ability to foresee problems, implement solutions, and complete ordinary repairs in a timely manner
• Demonstrated knowledge of building trades including plumbing, electrical, HVAC, and carpentry, and with building automation/energy management systems.
• Knowledge of applicable codes and regulations related to facilities, commercial/residential facilities in a University setting and building system operations.
• Planning, fiscal, and forecasting experience with an understanding of how to manage costs while providing best care for facilities
• Strong interpersonal and communication skills to foster effective working relationships at all levels.
• Demonstrated ability, and commitment to work effectively in, a culturally diverse and inclusive environment and to value and respect different perspectives.
• Ability to communicate ideas clearly, both verbally, graphically, and in writing.
• Microsoft Outlook Office, Maximo or other work order management system (CMMS), CAD and or Revit, Microsoft Project, JCI Metasys.
• Valid driver's license

Preferred Qualifications:

• Bachelor's Degree in facilities, maintenance, or related field
• Managing a Union environment and working with collective bargaining agreements.
• Experience working at a higher educational institution and/or non-profits, or a private firm serving institutional clients.
• Experience managing a research and development facility or health sciences campus, particularly experience with BL-2 & 3 lab environment.
• Relevant trade license
• Professional related licenses and/or certifications

Special Work Schedule Requirements:

• The schedule is second shift in an on-site working environment.
• This position is considered essential.
• Flexibility in work schedule required due to campus-related emergencies, events occurring nights and weekends and special events such as matriculation and commencement.
• Flexible work arrangements can be amended or terminated by a manager with reasonable notice if work requirements or business needs change.

Pay Range

Minimum $89,100.00, Midpoint $111,500.00, Maximum $133,800.00 Salary is based on related experience, expertise, and internal equity;