Executive Director, Physical Facilities

Job Summary:

The Executive Director of Physical Facilities provides strategic leadership, administrative oversight, and operational management for the institution’s physical campus and facilities infrastructure. This position is responsible for the maintenance, repair, and overall stewardship of campus buildings, grounds, utilities, and related physical assets.

The Executive Director ensures that facilities are safe, functional, sustainable, accessible, and supportive of the institution’s academic mission, student experience, research activities, and administrative operations. The position oversees facilities personnel, operating and capital budgets, preventative maintenance programs, vendor contracts, regulatory compliance, and long-term facilities planning.

Working collaboratively with executive leadership, academic departments, student services, finance, campus safety, information technology, and external partners, the Executive Director develops and implements facilities strategies that promote operational excellence, fiscal responsibility, sustainability, and the effective use of institutional resources.

• Essential Functions:
• Strategic Facilities Leadership

Develop and implement a comprehensive facilities management strategy aligned with the institution’s strategic plan, campus master plan, and long-term operational priorities.

Lead the development and implementation of facilities policies, procedures, performance standards, and service delivery objectives.

Assess current and future facilities needs and recommend priorities for maintenance, renewal, and modernization.

Advise senior administration on facilities conditions, infrastructure risks, deferred maintenance, and capital investment requirements.

Establish measurable performance indicators to evaluate departmental effectiveness, service quality, operational efficiency, and customer satisfaction.

Facilities Operations and Maintenance

Oversee the daily operation, maintenance, repair, and upkeep campus facilities, as applicable.

Direct preventative, predictive, and corrective maintenance programs for buildings, mechanical systems, electrical systems, plumbing, HVAC, elevators, and other critical infrastructure.

Ensure effective operation and maintenance of campus utilities and building systems.

Establish work order management procedures, maintenance schedules, response standards, and prioritization protocols.

Monitor facility conditions and implement strategies to reduce equipment downtime, emergency repairs, and long-term operating costs.

Coordinate facilities support for academic schedules, special events, commencement, summer operations, and other institutional activities.

Budget and Financial Management

Develop, manage, and monitor annual operating budgets, capital budgets, and long-range facilities expenditure plans.

Identify opportunities for cost savings, energy efficiency, improved procurement practices, and more effective resource allocation.

Monitor expenditures, approve purchases within delegated authority, and provide regular budget reports and financial forecasts.

Develop business cases and funding recommendations for major repairs, equipment replacement, and infrastructure renewal.

Oversee vendor agreements, service contracts, warranties, and procurement activities in accordance with institutional policies.

Balance immediate operational needs with long-term asset preservation and financial sustainability.

Regulatory Compliance, Risk Management, and Safety

Ensure facilities operations comply with applicable building codes, fire and life safety requirements, environmental regulations, accessibility standards, occupational safety requirements, and institutional policies.

Coordinate inspections, testing, certifications, corrective actions, and documentation required by regulatory authorities.

Work with environmental health and safety, campus police, emergency management, and other departments to address facilities-related risks.

Maintain emergency response procedures for utility failures, severe weather, flooding, equipment breakdowns, and other facility emergencies.

Identify infrastructure vulnerabilities and develop risk mitigation, business continuity, and emergency preparedness plans.

Promote a culture of safety, accountability, regulatory compliance, and continuous improvement.

Energy Management and Sustainability

Develop and implement energy conservation, utility management, waste reduction, and sustainability initiatives.

Monitor utility consumption, operating costs, and building performance to identify opportunities for improvement.

Evaluate energy-efficient equipment, building automation systems, renewable energy opportunities, and sustainable maintenance practices.

Support institutional sustainability goals and applicable environmental reporting requirements.

Integrate lifecycle cost analysis and sustainable design principles into facilities planning and capital project decisions.

Personnel Leadership and Development

Recruit, supervise, develop, and evaluate facilities management personnel, including maintenance, trades, grounds, custodial, building operations, and administrative staff, as assigned.

Establish clear performance expectations, service standards, staffing priorities, and professional development objectives.

Develop staffing plans, training programs, succession strategies, and cross-training opportunities.

Promote teamwork, communication, accountability, customer service, and a respectful workplace.

Provide leadership for labor-management matters involving Physical Facilities employees, including participation in labor-management discussions and administration of applicable collective bargaining agreements.

Ensure adequate staffing and on-call coverage for emergencies and critical campus operations.

Campus Grounds, Infrastructure, and Space Management

Oversee campus grounds, landscaping, exterior maintenance, sidewalks, parking areas, roads, signage, and related infrastructure, as assigned.

Coordinate seasonal services, snow and ice removal, storm response, and outdoor event support.

Support campus accessibility, appearance, functionality, and the overall quality of the campus environment.

Stakeholder Engagement and Customer Service

Build productive relationships with faculty, staff, students, administrators, contractors, vendors, and community partners.

Establish effective communication channels for reporting facilities issues, tracking work requests, and communicating service interruptions.

Respond to facilities concerns promptly and professionally, balancing urgency, cost, safety, and institutional priorities.

Participate in campus committees, planning meetings, emergency preparedness activities, and institutional initiatives as assigned.

Provide regular reports, recommendations, and briefings to senior leadership regarding facilities performance, project status, budgets, and emerging risks.

Technology, Data, and Continuous Improvement

Oversee the effective use of computerized maintenance management systems (CMMS), building automation systems, asset management tools, and facilities reporting platforms.

Use data to evaluate maintenance trends, equipment reliability, utility consumption, work order completion, and operational performance.

Maintain accurate records and documentation to support planning, budgeting, audits, regulatory compliance, and institutional reporting.

Evaluate emerging facilities technologies and management practices that improve service delivery, efficiency, and lifecycle asset performance.

Establish a culture of continuous improvement through regular assessment, benchmarking, and process refinement.

Additional Position Information:

Education:

Bachelor’s degree in facilities management, engineering, construction management, or a closely related field.

Licenses/Certifications/Requireme