Deputy Director of Facilities Management

Description: Official Title: Deputy Director of Facilities Management & Capital Planning

Pay Grade: Senior Management 2

Salary Range: SM2 Entry Level Pay $121,809.74/yr. to Pay Range Maximum $180,053.90/yr.

Salary Notes: This position is designated as Management. Starting Salary will be based on a review of qualifications and experience. Departmental Mission Statement: The Facilities Management and Capital Planning department manages and maintains 57 state-owned courthouses. Our Capital Planning division supports capital updates to both state-owned and leased facilities throughout the Commonwealth. The Department is committed to effective property management, facility operations, facility capital improvements, and delivering quality customer service in support of the administration of justice throughout the Commonwealth.

ORGANIZATIONAL PROFILE: https://www.mass.gov/info-details/trial-court-facilities-management

Notes: This position will have occasional travelling. This position will be posted for one month. The primary location for this position is below: 3 Pemberton Square Boston, MA 02108 This position may be considered essential personnel in certain emergencies and may be required to work outside of regularly scheduled hours, including staying late or coming in early.

Position Summary: Working within the Office of Court Management, the Deputy Director of Facilities Management (FMCP) assists and supports the Director of Facilities Management and Capital Planning in the Trial Court’s administration and management of Commonwealth owned courthouses, including but not limited to all maintenance, custodial services, snow removal operations, the purchase and distribution of utilities, renovations and repairs, deployment of staff, delivery of supplies, materials and equipment, and the administration of contracts related to the FMCP Department. The Deputy Director of Facilities Management provides ongoing progress reports on a variety of departmental programs and projects, with a particular focus on Environmental Health and Safety, Deferred Maintenance Programs, Accelerated Energy Initiatives, Sustainability programs, and matters pertaining to small and Capital Projects. The Deputy Director also provides oversight of the Facilities’ support staff to ensure processes and procedures are implemented and adhered to through periodic reviews. The Deputy Director may represent the Director of FMCP in their absence, and in any meetings and conferences as required. Supervision Received: Receives general direction from the Director of Facilities Management and Capital Planning of the Office of Court Management in performing duties in accordance with established guidelines. Essential Functions and Responsibilities: Manages and trains the five Regional Managers including all mechanical, electrical, plumbing (MEP) maintenance, snow removal, custodial services, the purchase and distribution of utilities, preventative maintenance, renovations, deferred maintenance operations, deployment of staff, delivery of supplies, materials and equipment, and the administration of contracts related to the department of Facilities Management and Capital Planning; Assists and supports the Director of Facilities Management and Capital Planning in the administration and management of Commonwealth owned and leased courthouses. Meets regularly with court leadership to discuss maintenance related issues and needs and develops plans to respond to those issues and needs; Proactively works to identify and implement new efficiencies and innovative approaches to improve courthouses MEP preventive maintenance programs, cleanliness, and staff performance; Working with the Director and the Deputy Director of Administration sets goals and objectives, evaluates staff, and disciplines as appropriate Facilities Management department employees when necessary with Regional Managers in accordance with Trial Court policies and in consultation with the Director of Facilities Management and Capital Planning; Periodically tests the performance of each facility by conducting Facilities Satisfaction Surveys; Assists the Director of Facilities Management and Capital Planning with the regular development and implementation of improved Facilities Management administrative processes and procedures to ensure consistent management practices throughout all regions; Compiles reports on a monthly basis to ensure compliance with established Facilities Management administrative processes and procedures; Recommends to the Director of Facilities Management and Capital Planning a corrective action plan if established Facilities Management Administrative Process & Procedures are not adhered to; Oversees the development and implementation of Environmental Health and Safety programs, processes, and procedures; Oversees the development, implementation and reporting of Sustainability programs within the Facilities Management department; Working with the engineering and environmental management staff, the Deputy Director of Facilities Management ensures that Accelerated Energy Initiatives programs are meeting all goals and objectives; Oversees the creation and development of annual operating budgets for the Facilities Management Department and the five regions; Ensures and manages the fiscal performance on a monthly basis of each of the five regions within the Facility Management Department; Provides guidance and direction to the engineering and environmental staff on Deferred Maintenance Program priorities and small projects; Acts as a contact for Facilities Management on major construction projects in collaboration with the Department of Capital Asset Management & Maintenance (DCAMM); Develops and implements standard Fiscal Management Procedures for fiscal unit staff to include Purchasing, Accounting, Support Services and Contract Management in consultation with the Legal and Fiscal Affairs Departments of the Office of Court Management; Performs other related duties typical of a Deputy Director of a large Facility Management organization as requested and required.

Job Competencies: Ethics and Values: Communicates and demonstrates the ethics and values of the Trial Court. Mission: Understands, upholds, and communicates the Trial Court and Facilities Management Department missions. Applied Knowledge: Understands the various facility management methods, codes, and operational best practices. Problem Solving: Accurately assesses operational and staffing problems within the department and initiates corrective action. Continuous Learning: Demonstrates a commitment to continuously improve himself or herself through professional development.

Commitment to Diversity: Promotes an environment of diversity through understanding, respect, and positive communication with persons of varied racial, ethnic, economic, and cultural backgrounds. Customer Service: Fosters a departmental environment emphasizing conduct that is courteous and professional toward both Trial Court employees and the public. Collaboration: Works with others cooperatively, and promotes teamwork, contributing to a work environment that focuses on shared departmental goals.

Minimum Requirements: Bachelor’s degree, preferably in facility management, engineering, business administration, or similar field of study and seven (7) professional experience managing a large portfolio of facilities; Equivalent combinations of education and experience will be considered for meeting the minimum requirements of this position. Demonstrated experience managing management personnel. Proven ability to train, supervise, and coordinate the activities of a large staff involved in maintenance, repair, and customer service; Demonstrated ability to plan, execute, and creation of a 5 year preventative maintenance plan for large portfolio of facilities; Proven project management ability to determine difficulties likely to be encountered in large scale projects and to develop effective strategies of overcoming those problems; Ability to use data to diagnose problems and drive enhancements and efficiencies in departmental operations; Proven ability to use software to manage building systems and financial operations; Considerable knowledge of the operation and function of older and state of the art complex buildings MEP systems; Proven ability to motivate and successfully lead a large diverse skilled organization; Knowledge of the Massachusetts State Building Code, Plumbing and Gas Code; Considerable knowledge and experience in OSHA, ANSII, and general industry health and safety programs; Proven skills in the planning, development, and implementation of sustainability programs; Working knowledge of and ability to use personal computers and related software to develop databases and systems to record and track projects; Proven ability to maintain accurate records and to prepare all necessary reports; Proven ability to communicate clearly and effectively in oral and written form; Strong interpersonal skills and the ability to work professionally with persons at all levels, including judges, and to maintain effective working relationships. Completion of any of the following trade designations are strongly preferred: CFM, RPA, PMP Employment with the Trial Court is contingent upon passage of a criminal record check. Please upload a current resume during the application process.