Special Projects Manager - Facilities Management
This position will report to the Director of Facilities Management (FM). The incumbent will be responsible for managing a broad and diverse portfolio of assignments that do not naturally fall into existing responsibilities, developing and coordinating projects and initiatives that involve departments and individuals within FM and from across the University. Under the general direction of the Director, this position is responsible for identifying and making recommendations for various facilities management related improvement projects and strategic initiatives. The incumbent provides a continuous focus on organizational improvement, efficiency, and effectiveness.
This is a project-employment position, ending September 2020.
• Supports large-scale department, division, and occasionally University-wide projects that incorporate a proactive and innovative solution to addressing business challenges and achieving organizational goals and objectives. Integrates how the big picture of the initiatives comes together from definition through implementation on implications across the business.
• Supports development of clear case for change, desired outcomes, accurate scope, clear roles and decision-making
• Gives advice and counsels leaders without owning the projects themselves in order ensure the steps, tracking and expectations are consistent.
• Supports initiative teams with skills in process excellence, project management, facilitation, problem solving, accelerating transformation and value creation to drive toward required outcomes. Surfaces capacity, resourcing issues and any other red flag issues needing leadership attention. Ensure effective stakeholder engagement and communications. Ensures timelines are adhered to for initiatives by keeping executives aware of any red flags concerning the timing or integration process
• Supports departmental effectiveness through the systematic collection, analysis, organization, and dissemination of quantitative and qualitative information concerning the characteristics and performance of Facilities Management.
• Gathers and organizes data related to strategic initiatives.
• Analyzes and presents recommendations to management based on metrics.
• Internal metrics tracking for Facilities Management performance objectives
• Creates and reviews reports and records of activities to ensure progress is made toward specified objectives.
• Creates and recommends policies, standards, and standard operating procedures for consideration.
Core Duties Include
Strategic Business Planning/Project Management (65%)
- Provide project support to the Director, including managing select strategic initiatives that advance institutional goals and coordinating select processes and procedures in the FM department, within Business & Financial Affairs, and across university divisions.
- Develop strategies for effective policy and practice implementation within FM and across the University, make program and policy recommendations based on research and data, represent FM at partnership meetings, and recommend programmatic shifts to improve outcomes.
- Develop alternatives, make recommendations, and assist in implementation of selected alternatives
- Construct and analyze data for strategic decision-making; collaborate with other organizations to gather data. Develop conclusions and present high level summary of recommendations.
- Research and evaluate emerging industry trends as it pertains to the assigned project(s). Prepare analysis, recommend, and assist in implementing best practices.
- Communicate, convey, and visualize informed conclusions and recommendations based on quantitative analysis of data and qualitative analysis of conditions.
- Make recommendations to the Director in regards to establishing priorities and identifying and resolving problems that are administrative in nature. May interact with and influence senior leaders with written summaries and/or presentations on assigned research.
Business Analysis (35%)
- Participate in critical analysis of existing systems and processes and identify opportunities for process improvement.
- Provide support with the interpretation and implementation of FM policy, procedures, and governance
- Assist in the development of policies, procedures, record-keeping, and duties related to FM operations.
- Conduct research regarding a wide variety of issues to respond to stakeholder inquiries.
- Develop and maintain productive customer and staff relationships.
- Monitor system outcomes as well as strategic planning metrics and milestones. Research, gather detailed information, analyze information, and propose solutions.
- Assist in developing and modifying internal processes and procedures to improve process, project management, and communication method.
- Develop, implement, and test success metrics to measure and benchmark operational efficiencies/project successes.
Minimum Requirements – Articulated or demonstrated in resume and cover letter
- Bachelor's degree and demonstrated experience in project management, business process improvement, or leadership of complex projects with broad impact. Experience can be substituted for degree.
- Project management & problem solving experience:
- Demonstrated ability to independently analyze complex problems, research issues, draw appropriate conclusions, efficiently measure results, and develop and implement innovative solutions.
- Demonstrated ability to organize workload and manage priorities, manage multiple projects simultaneously, and be flexible to respond in stressful situations and unexpected job demands with frequent interruptions and minimal supervision.
- A successful candidate must be detail, action, solution and results-oriented. The incumbent must demonstrate creativity, foresight, and mature judgment in managing components of improvement projects.
- Business planning knowledge or aptitude:
- Requires ability to exercise judgment and discretion in developing, writing, and implementing operational, procedural, and administrative policies, procedures, or practices.
- Articulates experience with or ability to develop alternatives and strategies for effecting change or providing solutions to organizational business challenges.
- Excellent communication skills – verbal, written, and relationship building:
- Includes ability to prepare materials for and clearly and effectively communicate information to internal and external audiences and client groups.
- Demonstrated ability to develop and maintain cooperative working relationships between diverse operating units of the University including front-line staff, faculty, students, and administrators.
Extensive and demonstrated professional knowledge and proven experience in strategic initiatives management and consulting practices, as reflected by practical experience in financial and budgetary applications.
- Demonstrated ability to recognize and consider the strategic and long range view of complex current circumstances and relationships.
- Demonstrated experience in strategic planning for organizations.
- Familiarity with institutions of higher education or comparable organizations.
- Experience and knowledge of change management principles, methodologies, and tools.
- Experience with performing organizational assessments for change readiness and implementing mitigating strategies.
- Leading or actively participating in quality improvement projects/activities using quality tools to analyze problems (e.g. fish-bone diagrams, cause and effect analysis, flow-charting, pareto analyses), and applying six sigma, lean, or PDSA/PDCA for the overall project;
- Prefer: CEFM, CFM, CEFP, etc.
- Organizational skills and attention to detail.
- Requires ability to exercise judgment and discretion in developing, writing, and implementing operational, procedural and administrative policies, procedures, and practices.
- Adept in ability to learn quickly, apply creativity, understand complex processes and procedures, prioritize workload, set and meet deadlines, and perform well with a minimum of direct supervision.