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Working at Lewis & Clark College

The campus is located on 137 acres of beautifully landscaped grounds in Portland’s southwest hills. Our strong commitment to sustainability is reinforced through recycling programs, energy conservation, alternative transportation options, and farm to fork initiatives. For benefit-eligible positions, we offer a competitive

benefits package

that includes options for health, dental, vision, tuition, life insurance, retirement and more.

Lewis & Clark College is committed to achieving a diverse workforce. Candidates from diverse backgrounds are encouraged to apply. All qualified applicants will receive consideration for employment without regard to status as a protected veteran or a qualified individual with a disability, or other protected status, such as race, religion, color, national origin, sex, gender identity, sexual orientation, marital status or age.

JOB PURPOSE:

Facilities Services is the operational core of Lewis & Clark’s physical campuses. Facilities Services constructs and maintains Lewis & Clark’s campuses, where advancements across the academic spectrum are made possible.

Our work is founded upon the collective value of dedication, innovation, expertise, teamwork, and continuous improvement. We are committed to serving the College’s academic mission, supporting learning, teaching, and living environments by effectively managing the buildings, grounds, infrastructure, energy and the water systems on Lewis & Clark’s 137 acres. Our team is our strength, and we are proud to contribute to Lewis & Clark’s legacy.

This recruitment will be used to fill one full-time exempt position within the Facilities Services department at Lewis & Clark College.

The purpose of this position is to effectively manage all aspects of built environment maintenance, and physical plant operations.

Working in a fast-paced environment, the director will have a high level of interaction with facilities management team, event planning staff, and contracted services providers. The director will also interact with Lewis & Clark students, faculty, staff, visitors, and supervise Facilities staff represented by Teamster Local Union No. 305.

This facilities manager role is an exempt position, and the employee is expected to work over 37.5 hours per week, participate in rotating on-call weeks, and occasionally work evenings and/or weekends to complete on-site projects or respond to facility emergencies.

The successful candidate will embrace the following:

Facilities Services Core Values:

Leadership, Exploration, Gratitude, Accountability, Community, and You, as well as Diversity, Equity, and Inclusion in your management style and help to build an organization where these qualities serve as the foundation for successful and rewarding careers for all employees.

Facilities Services views a strong culture of diversity, equity, and inclusion as one where everyone can thrive. It is a culture of trust and respect, where staff can be their authentic selves, feel safe and work in a place that they feel they belong. We strive to create a community that draws upon a wide pool of talent to unify excellence while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

Facilities Services recognizes the importance of learning both in and out of the classroom, and supports the concept of education as an individual as well as a community experience. Our primary focus is service to the Lewis & Clark community. We strive to provide our students, faculty, staff, and guests functional facilities year-round that are safe, support wellness, convenient, and comfortable. We work to maintain the highest service standards for our clients.

As an employee of Lewis & Clark, the Director - Maintenance and Facilities Operations employee is perceived as a representative of the College in one’s relationships and contacts, both on and off campus. The Director - Maintenance and Facilities Operations follows all College policies and is expected not to engage in activities that may jeopardize one’s credibility as a staff member or activities that make the College legally vulnerable.

ABOUT THE TEAMS:

Reporting to the Associate Vice President for Facilities, the director is responsible for all aspects of built environment maintenance, and physical plant operations. This is accomplished working within two groups: the Buildings Trades group and the Mechanical, Electrical, and Plumbing (MEP) Trades Group. The Director – Maintenance and Facilities Operations position oversees 6 engineers, 6 technicians, 2 student employees, of which two are trades leads, employed within the Facilities department, and also manages projects with a variety of hired contractors.

The Building Trades Group and the MEP Trades Group are an integral part of maintaining and improving the core systems of the architectural and infrastructures on three campuses. The Buildings Group’s work focuses on paint, locksmith, fixture, tile, window, road/paved surface, and bridge maintenance and general carpentry projects. The MEP Group’s work focuses on mechanical, water, utilities and infrastructure work including the engineering, operation and maintenance of the HVAC systems, boilers, water distribution, storm drainage, and sanitary sewer systems, with an institutional long-term perspective and focus on sustainability. The water systems include domestic (potable), irrigation, as well as sanitary sewer and storm drainage; components include wells, reservoirs, and pump stations, in addition to pipe networks. Campus water features include an indoor swimming pool, an outdoor reflection pool and several water fountains in the historic gardens.

The teams all work very closely on maintaining new and older systems/facilities, improving data management, and digitalization. In addition, extensive field experience and familiarity with construction documents and processes besides just in-office analytical/design experience will be essential.

Preservation of reliability and service capacity adequacy of the buildings and infrastructure systems necessitates continuous assessment and analyses, along with identification and prioritization of renewal, upgrade, and expansion projects. Two major aspects of the Buildings Group’s focus currently are: (1) Building Envelope, and (2) Interior turnover of residences. Two major aspects of the MEP Group’s focus currently are: (1) Controls and building automation, and (2) Piping Systems integrity.

Managing the engineering and operations aspects of the Groups will entail a strategic perspective, collaborative work style and a motivational management style. Collaborations will extend beyond both Groups to other teams and individuals within and beyond Facilities such as those focused on planning, environmental stewardship, parking, traffic enforcement, legal and risk management, project management, venue and event management, and government and community relations.

ABOUT YOU:

You are an independent analytical thinker. This position involves a lot of variations of tasks, which requires following OSHA and driving safety standards, Portland Fire Marshal codes, International and Municipal building codes, and College policies; interpreting information; implementing processes and procedures, and using common sense to solve. You enjoy the challenge of solving issues with the tools and information at hand and making sound defensible decisions.

You have a “How can I help you?” attitude. Whether you are answering questions from students, faculty, and staff, or providing information to external clients and contractors, you warmly welcome the chance to give them the help and support they need. We are looking for a team player with a willingness to contribute expertise and learn from others.

You have a genuine passion for the work of building and infrastructure maintenance, resource stewardship, and customer service.

We are in the business of implementing and advancing a year-round coordinated facility services program consistent with the mission, strategic initiatives, and policies of Lewis & Clark. You will bring this passion to a variety of Facilities projects and regular preventative maintenance tasks.

You are skilled at building and nurturing relationships in a diverse community. Lewis & Clark is committed to fostering a socially-just community with cultural humility. We want to learn how you have effectively enabled positive collaboration with diverse communities and cross-cultural situations, ensuring genuine inclusion in the work environment and decision-making processes.

WHAT YOU'LL DO:

Primary Responsibilities

Lead controls and develop continuous improvement and capital planning for Building Automation Systems; Metasys and Automated Logic
Provide mentoring and leadership to building technicians
Ensure direct reports comply with safety policies, procedures, and best practices
Stay abreast of the latest Controls Applications and latest industry trends
Oversee the maintenance and continuous operation of all building MEP systems including: fire/life safety, mechanical (HVAC, VRF, DOAS, heating and cooling loops, controls, steam boilers), Electrical (lighting, UPS, generators, primary switchgear), Plumbing (supply, waste, storm, fixtures).
Oversee the maintenance and continuous operation of all Buildings systems including: Structural, building envelope (roofs, windows, facades), interiors (paint, casework, appliances, tile, flooring).
Utilize district/zones work with Buildings staff, MEP staff, and contracting with outside vendors as necessary.
Identify the maintenance objectives of the facility and incorporate those objectives into a documented plan that includes emergency, reactive, corrective, preventive, planned,

and capital maintenance procedures.

Identify safety hazards within the building and incorporate the remediation of such hazards to ensure that the building’s staff and occupants work in a safe environment.
Ensure that compliance of all regulatory laws and guidelines are met as they relate to the operation of the building’s infrastructure. Responsible for recognizing and mitigating

building discrepancies.

Partnership in ensuring that major projects performed at the building are properly planned, executed and closed out in accordance with standard industry practices.
Coordinate facilities maintenance team to support all minor and major capital project work and guide integration to operation and maintenance programming.
Maintain employee engagement by fostering a healthy work culture, ongoing professional development through internal and external educational opportunities, employee safety, as well as continuous improvement of performance and productivity. Key role in directing, mentoring, and coaching of facilities personnel to deliver facility operational programs and physical plant improvement projects.
Provide motivational and participatory leadership of the Buildings and MEP Teams and the Facilities operations staff to integrate and leverage their capabilities
Ensure work orders assigned in AkitaBox have been completed by deadlines.
Achieve and maintain KPIs targets.

Operations and Maintenance

Manage and oversee the assessment of building systems' condition, as well as assessing the condition of the facility's structure, interior, and exterior.
Manage and oversee facility operations and maintenance activities: This includes managing and overseeing the acquisition, installation, operation, maintenance, and disposal of building systems and structural, interior, and exterior elements.
Manage and oversee the maintenance contracting process: This includes developing maintenance contract specifications, assuring competent maintenance contractors are selected, negotiating service level agreements, monitoring maintenance contractors' work, and resolving contract disputes.
Develop, recommend, and manage/oversee the Facilities’ operational planning requirements: This includes developing policies and guidelines related to usage and maintenance, determining life cycle costs, monitoring the use and performance of all facility systems, equipment, and monitoring occupant satisfaction.
Manage and execute the engineering and operational aspects of infrastructure systems’ reliability and capacity assurance, capital program development assistance, and capital projects identification, scoping, planning, prioritizing and implementation quality assurance. Note: Most capital projects’ design, permitting and construction management are managed by another Facilities manager.
Conduct/manage systems evaluations and engineering efforts such as field inspections and condition assessments, engineering analyses, data management, field reconnaissance, managing consultants and contractors, and field inspection of construction and installations.
Review analyses and project design documents for clarity, completeness, and constructability; balancing productivity with attention to detail is crucial for this role.
Work collaboratively within a team setting in both Buildings and MEP groups to facilitate comprehensive and efficient engineering and operational efficiency and assure regulatory compliance; and will also directly manage some of the group’s more complex efforts.
Collaborate with other facilities managers to coordinate logistics to minimize campus disruption and facilitate contained project execution.
Work closely with the Buildings lead and MEP lead to thoroughly understand the background, vision, and direction for the groups’ efforts, and the priorities and processes to execute them collaboratively and successfully.

Leadership and Strategy

Apply leadership theories, change management and communication planning to the Facilities manager role.
Apply leadership best practices when managing people.
Manage compliance with organizational policies and procedures through facility management leadership.
Act as designate on behalf of AVP for Facilities when required.
Perform special projects as assigned by the AVP for Facilities.

Project Management

Prepare RFPs, and written reports as required for supporting good project chartering, estimating, and scheduling.
Demonstrate knowledge of inputs, processes and outputs related to:
The Initiate phase of a project.
The Plan phase of a project.
Acquiring a team and resources and executing and controlling a project.
Accepting deliverables, closing contracts and the project and evaluating outcomes.

Real Estate and Property Management

Manage and oversee the real estate portfolio: This includes maintaining property assets that are owned, leased, subleased, co-owned, and contract-managed.

Safety and Security

Remain up-to-date on all government laws, rules, and regulations which affect hazardous chemicals and materials that are used, generated, handled, disposed, or controlled by the department. Implement hazardous materials testing for any suspect substrate in the built environment prior to work.
Learn and follow the Standard Response Protocol (SRP) and offer Facilities team guidance on how to use the SRP in case of an emergency.
Address, report, and document any injuries, or incidents. Report any inappropriate staff behavior to Campus Safety.
Ensure furniture configurations in Facilities meets fire code safety requirements.
Assist with Law enforcement agencies when necessary and within Lewis & Clark emergency response procedures.
Adhere to quiet hours in residential buildings to ensure residents are not disturbed when conducting facilities maintenance tasks.
Maintain the confidentiality of records as stipulated by FERPA (Family Educational Rights and Privacy Act).

Sustainability

Play a central role in energy utility and infrastructural systems of the campuses to seek conservation opportunities through technologies, strategic energy management, and equipment and material selections that reduce carbon footprint.

Finance & Business

Manage the daily financial aspects of assigned budgets. And understand key budgeting elements.
Identify fundamental cost concepts, cost containment opportunities and the use of chargebacks in facility management.
Develop business cases that are supported by relevant documentation and financial data.
Execute procurement and charge back procedures for the facility organization.
Review proposals; manage and oversee contracts.
Collect certificates of insurance (COIs) from contractors and service providers.
Complete required reports and updates.

Facility Info Management and Tech Management

Using AkitaBox, Lewis & Clark’s computerized maintenance management system (CMMS), use work order system modules to build depth in: asset inventory, asset condition scoring, and scheduled maintenance programs.
Maintain and expand facility condition surveys to support benchmarking and recommend departmental organizational structural improvements to achieve better outcomes.
Work collaboratively with the utilities/water planning/stewardship and business systems/data management teams to constantly improve the systems’ operations, reliability and regulatory compliance.

Communications

Demonstrate Facilities Manager core competencies.
Act as liaison between facilities and other institutional departments to ensure department service levels and standard of care meets client’s needs. Work to tailor services to departments to better meet needs within Facilities Services fiscal and staffing constraints.
Present a consistently positive approach and demeanor to internal and external contacts in a manner that is friendly, courteous, helpful.

Clerical

Complete computer data entry tasks in AkitaBox, Google Sheets, Workday and other software applications.
Maintain accurate records, inventory counts, and updated project documentation.

Customer Service

Maintain positive customer service relationships with all clients and Facilities Services colleagues.
Cultivate a culture of excellent customer service within the Facilities Buildings and MEP groups, and model outstanding customer service and communication skills.
Take initiative to solve problems, improve processes, and serve as a resource for Facilities Services staff and clients.

Education

Remain current in new and best practices, products, equipment and management systems that improve delivery of services.

Risk Management

Identify human and physical assets that would be at risk should a threat occur.
Assess and evaluate the level of vulnerability should a threat occur.
Prioritize the severity of each occurrence.
Prepare a plan to mitigate as much risk as possible.
Evaluate the facility risks that could disrupt, compromise, or cause a failure of the demand organization and provide valuable input into risk management strategies to support the continuity of the business.
Support the Lewis & Clark’s need for development, testing, and maintenance of a business continuity plan.
Participate in Risk Management planning for Facilities operations that align with Lewis & Clark’s institutional strategy.
Train Buildings and MEP staff in their roles and responsibilities in the event of a business interruption.
Detail the resources required to support the facilities aspect of business continuity and plan for the provision of those resources in an emergency.

On-Call and After Hours Emergency Response

Participate in a rotating weekly administrator on-call program requiring a nights and weekends response.
Work outside of the traditional business hours as operational and project needs require.

Other Responsibilities

Review design drawings and specification documents
Generate, execute, and review Installation, Operational, and Performance Qualification protocols.
Generate, review, and approve general maintenance program (GMP) Lifecycle Documents (e.g., risk documents, trace matrices, periodic review, etc.)
Initiate, execute, and track progress of project and contract

change records.

Support the start-up and troubleshooting of automation and critical process utility systems.
Adhere to site SOPs for daily and project deliverables and provide improvements to business processes.
Attendance and participation in department and staff meetings.
Ensures the integration of environmental health, safety, and security into the business processes, systems, and programs while reporting safety and environmental incidents including injuries, illnesses, and safety suggestions within one’s functional area. Fosters a positive safety culture.
Analyze existing workflows or procedures and suggest

Improvements

~Performs other duties as assigned.

MUST HAVES:

To be successful in this role, you must bring:

Individual Competencies

Accountability and Integrity
Innovation and Creativity
Problem Solving and Decision Making
Self-Awareness

Interpersonal Competencies

Collaboration and Teamwork
Conflict Management
Interpersonal Savvy

Operational Competencies

Information and Technology
Planning and Prioritization
Process and Project Management
Understanding of College Policies and Systems

Leadership Competencies

Building Effective Teams
Hiring and Staffing
Developing Employees
Managing and Measuring Work

Organizational Competencies

Change and Resilience
Customer Focus
Organizational Acumen
Race, Equity, and Difference
Strategic Ability

Additional Minimum Qualifications

Associate’s degree
Experience in managing union shops and employees to achieve short-term and long-term goals through both individual and team effort.
Minimum ten years (10) years’ experience in all aspects of building maintenance and construction
Ability to work with a diverse community to understand and prioritize needs and wants and bring groups to consensus.
Skilled in programmatic development and design with and without design standard input, coordinating with staff, design professionals and contractors. Ability to outline project development and communicate to stakeholders using written documents and

spreadsheets.

Skills necessary for effective operational management (e.g., documentation, contracts, scheduling, payment, construction knowledge, change orders, building codes,

meeting minutes, and close out procedures).

Extensive knowledge of central utility plant operations and maintenance best practices including testing, commissioning, water chemistry, and preventive maintenance procedures is essential.
Must have the ability to effectively organize and direct personnel during crisis or emergency situations.
Knowledge of contract documents, payment application reviews, change orders, etc.
Knowledge of the Oregon Specialty Building Codes, National Electrical Codes, NFPA, ASHRAE and LEED design standards. Knowledge of the City of Portland’s Facilities Permitting Program, the commercial building permitting, trade permits and special inspections.
Experience in the use of current technology and software related to the maintenance and planning fields.
Strong problem-solving and critical thinking ability with effective oral and written communication skills, and in presentations to groups.
Demonstrated organizational skills, and the ability to keep track of multiple ongoing work/projects in various

stages of development and execution.

Working knowledge and understanding of general grounds maintenance practices, procedures, and requirements.
Familiarity with current federal, state, and local laws, rules, and regulations affecting the handling, use, storage, monitoring, recordkeeping, disposal, cleanup, and presence of hazardous materials including the following: asbestos, PCB's, lead, underground and above ground fuel and oil storage tanks.

Also Required

Ability to work effectively under difficult and arduous circumstances under highly variable conditions (e.g. during an emergency incident), often with little to no supervision.
Ability to work effectively in a team-based environment and independently, with a minimum amount of direction and supervision.
Ability to follow job-related instructions, both written and verbal, provided in English.
Demonstrated strong communication skills (both verbal and written) with a diverse population.
Ability to effectively and safely manipulate the tools and equipment used in assigned tasks.
Must be proficient using computers and software including: email, calendar, Google doc and spreadsheet applications, Microsoft Project. Ability to type at least 35 WPM.
Basic math skills and ability to follow a map or site layout diagram.
Must have a valid U.S. driver’s license with a good driving record, and the ability to pass Lewis & Clark’s driver’s clearance requirements, and meet College driver insurance requirements.

Physical Requirements

Ability to obtain and maintain an Oregon Non-commercial Class C Driver’s License.
Ability to enter and exit work trucks.
Ability to perform manual work in all types of weather conditions, including working on ladders and scaffolding.
Must be able to lift 50 lbs.
Ability to carry objects that weigh up to 25 pounds repetitively and continuously.
Quickly walk and run over grass, asphalt, cobblestones, and uneven surfaces.
Ability to frequently stand, walk, climb and descend stairs, twist and bend.
Ability to frequently work in a stooped, kneeling, crouched, or squatting position.
Frequently read information on a computer screen, speak on a smartphone, send/respond to work text messages.
Frequently sort/file paperwork or parts; kneel/crawl, climb (ladders, scaffolds, or other) and grasp lightly.
Occasionally sit, work/reach above shoulders, use telephone, write by hand, operate hand controls, perform desk-based computer and printing tasks.
Rarely sweep/scrub/mop, locate and operate emergency response/fire equipment.

Preferred (Special) Qualifications

Bachelor’s degree
Experience working in a facilities management department on a college/university campus.
At least seven (7) years leadership experience in construction projects, maintenance supervision, and enforcement of contract provisions.
CPR certified.
CEFP accreditation.

WORKING CONDITIONS:

The Director -Maintenance and Facilities Operations position is routinely an indoor and outdoor role.
Required to use a work-provided smartphone for calls and text communication.
May be required to work evenings, and weekends, including holidays, sometimes in inclement weather conditions.
May require training and certification as a scissor lift operator.
May be exposed to temperature extremes.
May be required to wear Personal Protective Equipment (PPE).

Frequently, the Director - Maintenance and Facilities Operations will:

Attend and contribute to internal meetings with the Facilities management team.
Work in all types of weather.
Carry out job inspection tasks on high-lifts, ladders, and scaffolding.

WORK SCHEDULE:

Full-Time (1.0 FTE)
Benefits Eligible

PAY RATE:

$95, 000-$99,000 (DOE) annually

TO APPLY:

When applying you will be required to attach the following electronic documents:

1. A Resume/Vita

2. A cover letter – Please address how your experiences have prepared you for the responsibilities and duties outlined in the posting.

3. Diversity statement

For additional information please contact: David Ernevad at davidernevad@lclark.edu

Directions for Cover Letter

Please upload your cover letter on the My Experience screen in the resume section.

Lewis & Clark College adheres to a nondiscriminatory policy with respect to educational programs, activities, employment, and admission. We do not discriminate on the basis of actual or perceived race, color, sex, religion, age, marital status, national origin, the presence of any physical or sensory disability, veteran status, sexual orientation, gender identity, gender expression, or any other basis prohibited by applicable federal, state, and local laws. The Associate Vice President of Human Resources has been designated to handle inquiries regarding employment- and disability-related non-discrimination policies. Title IX inquiries may be directed to the Title IX coordinator or deputy Title IX coordinators

().

Reasonable Accommodation

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job or to perform your job. Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

Background Check

Lewis & Clark College will conduct a background check on the finalist, which will include a criminal record check. If a conviction is discovered, a determination will be made whether the conviction is related to the position for which the individual is applying or would present safety or security risks before an employment decision is made. A criminal conviction does not necessarily automatically bar an applicant from employment.

Eligibility to Work

In order to comply with US Homeland Security Department regulations, all employees must complete an I-9 form in Workday prior to or no later than the first day of work and bring originals (no photocopies) of their supporting documentation to Human Resources no later than the 3rd business day of employment. Failure to have a completed I-9 form on file with the College will result in immediate termination of employment.