ADMINISTRATIVE POSITION DESCRIPTION
Position: Associate Director of Facilities
Reports To: Director of Facilities
Evaluation: Annual
Work Schedule: 261 days
SUMMARY: Assist the Director of Facilities with the comprehensive planning, scheduling, and monitoring of all facility use, operation, maintenance, repair, and care requirements of the school corporation’s facilities and grounds.
Essential Duties and Responsibilities:
- Project Management & Oversight:
- Lead and manage assigned facility projects from conception to completion, including new construction, renovations, and major maintenance initiatives.
- Develop and maintain project schedules, budgets, and progress reports to ensure timely, cost-effective project delivery.
- Oversee contractors and ensure the timely completion of punch lists, project closeouts, as-built documentation, and warranty follow-ups.
- Design Development & Collaboration:
- Collaborate with architects, engineers, and consultants to develop and review facility designs that align with the district’s educational, operational, and aesthetic goals.
- Facilitate communication between contractors, district leadership, and end-users to resolve issues and achieve project success.
- Compliance & Technical Expertise:
- Ensure compliance with building codes, ADA regulations, OSHA standards, fire safety codes, and sustainability standards.
- Administer OSHA and IDEM regulations to ensure the corporation meets all compliance requirements.
- Maintain the corporation's MSDS manuals and provide safety and chemical use training for maintenance employees.
- Demonstrate proficiency in reading blueprints, schematics, and mechanical drawings.
- Facilities Maintenance & Energy Management:
- Assist the Director of Facilities in scheduling, maintaining, and electronically monitoring energy management systems for all buildings.
- Assist in the Administration and monitoring of maintenance contracts for HVAC systems and water treatment services.
- Coordinate and monitor the district's key procedures and policies.
- Budget Development & Planning:
- Assist in developing and monitoring the facilities budget to ensure alignment with district goals.
- Conduct research and provide recommendations for short- and long-range facility improvements.
- Emergency & Seasonal Operations:
- Respond promptly to emergency calls and oversee resolution efforts.
- Monitor weather conditions and assist with the coordination of snow removal operations, including directing maintenance personnel for plowing.
- Leadership & Professional Development:
- Participate in professional organizations and attend relevant professional development opportunities.
- Serve as a resource for district staff by sharing expertise and providing guidance on facilities operations.
- Other Responsibilities:
- Follow directives from the Director of Facilities, Chief Operating Officer, and Superintendent to enhance services for students and patrons of the Penn-Harris-Madison School Corporation.
- Undertake other duties as assigned to support the efficient operation of district facilities.
- Proven ability to manage multiple, complex projects simultaneously with attention to detail and efficiency.
- Strong knowledge of design and construction principles, building codes, sustainability standards, and ADA regulations.
- Excellent problem-solving, analytical, and decision-making skills.
- Exceptional communication and interpersonal skills, enabling effective collaboration with diverse stakeholders.
Qualification Requirements:
Educational Background:
- A post-secondary degree is required, preferably in Construction Management, Architecture, Engineering, Electrical Technology, Industrial Mechanical Systems, or a related field.
Certifications:
- Certifications in project management (e.g., PMP, LEED AP) or facility management (e.g., FMP, CFM) are highly desirable.
- Water operator certification or a willingness to complete training and testing to obtain the corporation’s certified water operator credential.
Experience and Skills:
- A minimum of 5 years of progressive experience in project management, design development, or construction oversight, preferably within or including the public sector.
- Experience and/or training in construction trades and management, with an emphasis on physical plant facilities, mechanical/electrical systems, and equipment.
- Proven ability to manage multiple complex projects simultaneously with exceptional attention to detail and efficiency.
- Proficiency with digital tools, including direct digital energy management systems, CAD programs, and the Microsoft Office Suite.
Technical and Regulatory Knowledge:
- Working knowledge of state and local construction rules, regulations, and procedures.
- Ability to understand and apply building codes, HVAC systems, hazardous materials handling, fire safety codes, and system operations, maintenance, and repair.
Personal Attributes and Professionalism:
- Excellent problem-solving, analytical, and decision-making skills.
- Strong communication and interpersonal skills, with the ability to collaborate effectively with diverse stakeholders.
- Demonstrates well-developed verbal and written communication skills, projecting a professional and positive image consistent with P-H-M’s philosophy.
- Good time management skills with the ability to prioritize tasks and ensure exceptional attention to detail.
- Willingness to improve and/or develop job-related skills.
- Commitment to maintaining confidentiality.
- Strong work habits, including a solid attendance record and professionalism.
Additional Requirements:
- Must successfully complete and pass all criminal history and child abuse clearances.
- Shall remain free from any alcohol or non-prescribed controlled substance abuse in the workplace throughout employment.
- Availability to work occasional evenings or weekends to meet project deadlines or address emergencies.
Physical Ability ~ Physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job:
- While performing the duties of this job, the employee is occasionally required to stand, walk, sit, use hands to finger, handle, or feel objects, tools, or controls, reach with hands and arms, stoop, kneel, crouch or crawl, talk and hear. The employee must occasionally lift and/or move up to 25 pounds.
Sensory Requirements ~ Most tasks require visual perception and discrimination. All tasks require oral communication ability.
Environmental Factors ~ The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job:
- Tasks are regularly performed without potential exposure to adverse environmental conditions, such as temperature and noise extremes, odors, humidity, vibrations, traffic hazards, violence, disease, or pathogenic substances.
- The noise level in the work environment is usually moderate, however, the noise level can vary depending upon the daily activity, but will still remain within the acceptable noise level range
Mental Effort ~ Normal Concentration/intensity, which includes prolonged mental effort with limited opportunity for breaks.
~ When duties and responsibilities change and develop, the job description will be reviewed and subject to changes of business necessity ~
The Penn-Harris-Madison School Corporation will provide reasonable accommodations to qualified individuals with disabilities to allow them to perform the essential functions of the job when such individuals
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