Facilities Document Control and Compliance Manager

Job description

About Fashion Institute of Technology:

The Fashion Institute of Technology (FIT), an internationally renowned college of art and design, business and technology of the State University of New York, invites applications for the position of Facilities Document Control and Compliance Manager.

Job Description:

This position reports to the Executive Director of Facilities, who oversees facilities, design, and construction for the college. The position supports the four groups within Facilities: Capital Projects, Engineering, Custodial, and Planning.

This position will develop and implement records management policy to include archiving, indexing, and cataloguing of all project and non-project Facilities records in accordance with applicable laws, regulations, and policies. The Manager will create, maintain, and consistently improve systems with a focus on utility, consistency, retrieval, and existing tools. Assistance with management and direction of capital projects, vendors, and consultants will also be required.

The successful candidate will have a thorough understanding of the design and construction process along with related document management and archiving issues. The candidate will also be responsible for coordinating with department staff, campus planners, operations, project management teams, and all contracted architects and engineering consultants.

The responsibilities of the Facilities Document Control and Compliance Manager will include:

  • Developing, creating and improving document management systems within Facilities.
  • Ensuring records compliance with local, state and federal laws, regulations and policies that relate to construction and associated projects.
  • Working with capital projects teams to ensure delivery of as-built drawings.
  • Guiding and assisting all ECB, FDNY, DOH & DOB inspectors with inspections of the facilities and providing them with all relevant paperwork.
  • Assembling a project team to abate any violations and attending all DOB, FDNY, DOH, and ECB violation hearings.
  • Assigning staff covering evening and overnight shifts as required for inspections needed to cure violations.
  • Working collaboratively with the Office of Space Planning and Management.
  • Coordinating and overseeing temporary place of assembly (TPA) permits filings for all College events.
  • Updating archival information.
  • Training and supervising documentation transfer.


Required Qualifications:

  • Bachelor's degree in Architecture, Engineering, Construction Management or a related field, as well as 5 years' relevant experience; or an associate's degree and 8 years of relevant experience.
  • Strong computer skills with Microsoft Office 365, AutoCAD, blueprint and image processing software.
  • Strong understanding of the construction process and archiving issues surrounding construction activities, the built environment, and physical conditions on campus.
  • Construction field experience, along with some knowledge of estimating, and some knowledge associated with sustainable aspects of construction projects.
  • Knowledge of applicable public records management laws and regulations.
  • Knowledge of digital archival standards and experience implementing a state of the art system.
  • Ability to work independently, particularly as it relates to conducting research to find solutions to violations.
  • Ability to interact effectively with a diverse group of customers and coworkers.
  • Strong writing, verbal, and detail-oriented organizational skills.

Preferred Qualifications:

  • Experience working in the New York City construction industry.
  • Experience working in a higher education setting.

Additional Information:

Department: Facilities

Days & Hours: 35 hrs /week  

Salary: schedule 94C

*Schedule subject to change based on the needs of the Department.

Application Instructions:

To be considered for this position, applicants must submit the following:

Cover letter
Email addresses and telephone numbers for three professional references.

Candidates are strongly urged to apply online at http://fitnyc.interviewexchange.com.

Candidates will be required to successfully complete a background check.

FIT is firmly committed to creating an environment that will attract and retain people of diverse racial and cultural backgrounds. By providing a learning and working environment that encourages, utilizes, respects, and appreciates the full expression of every individual's ability, the FIT community fosters its mission and grows because of its rich, pluralistic experience. FIT is committed to prohibiting discrimination, whether based on race, color, national origin, sex, gender, gender identity, religion, ethnic background, age, disability, marital status, sexual orientation, military service status, genetic information, pregnancy, familial status, citizenship status (except as required to comply with law), or any other criterion prohibited by applicable federal, state, or local laws. FIT is committed to providing equal opportunity in employment, including the opportunity for upward mobility for all qualified individuals.  Applications from minorities, women, veterans, and persons with disabilities are encouraged.  Inquiries regarding FIT's non-discrimination policies may be directed to the Affirmative Action Officer/Title IX Coordinator, 212 217.3360, [email protected]




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Job No:
Posted: 11/27/2018
Application Due: 1/26/2019
Work Type: