Assistant Vice President for Facilities and Grounds

Job description

Job location: Smith College

Employment Type: Full-time
Posted data: 2019-06-14
Req: R-201900501
Facilities ManagementJob Description

Interested candidates can apply by visiting No applications will be considered on this job posting.

PRIMARY FUNCTION(S):  Responsible for providing overall direction and leadership for facilities services and grounds departments including: operations, trades, event support, work order management, fleet and driver scheduling, inventory control, mail services, and trucking. Provide a climate conducive to staff development and support and foster a cooperative working environment with staff and other campus departments. Serving as a key adviser to the Associate Vice President for Facilities, assist in strategic planning and development of long-term goals and objectives for the department.  Provide 24-hour contact availability for the resolution of emergencies related to facilities management. Perform required administrative activities related to personnel management, including performance management.  Ensure clarity of objectives and performance requirements.  Serve as the overall Facilities and Operations department’s leader in the event of the associate vice president’s absence or inability to fill the role. Serve as proxy for associate vice president on occasion in meetings or as a member of committees.


Facilities Operations and Maintenance Management: Provide leadership and management for the operations and maintenance of facilities operations.  Resolve technical issues and failures quickly and efficiently.  Provide strategic direction to the overall maintenance and operation of the campus with consideration for limited resources and the need for highly efficient operations.  Ensure appropriate implementation of preventive and predictive maintenance.  Ensure work conditions are safe and conducive to efficient operations.  Perform special assignments that involve technical investigation or analyses.  Recommend solutions to unique engineering and administrative problems as they arise.  Ensure compliance with all federal, state, and local laws and standards in areas of workplace safety and chemical use. Maintain appropriate staffing levels, assign and schedule staffing levels for college and sponsored functions. Work with the leadership of all unions to ensure open communication with unionized employees. Recommend contract changes. Participate in contract negotiations and administration.

Utility Management and Sustainability: Ensure effective and efficient use of utilities and manage continuous efforts to reduce energy consumption.  Work cooperatively with the Energy Manager to monitor energy use, analyze trends, and make adjustments to operations as necessary.  Manage and oversee the operation and readiness of the Power Plant and cogeneration system.  Partner with others on campus, including the Director of Sustainability and Campus Planning, in the continued and serious effort at Smith to achieve campus carbon neutrality.

Administrative Management: Assist in the development, monitoring, and management of facilities budgets.  Oversee the execution of work orders through the computerized maintenance management system, and access and analyze relevant and attainable data from the work order system.  Oversee procurement and implementation of service and construction contracts/projects as needed, ensuring appropriate scope definition, vendor competition, and ongoing contract management.  Oversee and manage an effective and economical program for procurement and distribution of supplies and materials.  Ensure proper administration of uniform procurement and distribution.  Develop or update departmental policies and procedures as necessary.

Staff Management, Supervision and Training: Manage, mentor, and develop staff.  Supervise and develop directors and managers.  Oversee all administrative aspects of employee management, including performance management, hiring, updating of job descriptions, and similar.  Assign and delegate appropriate work to subordinates and hold employees accountable for success.  Oversee scheduling of staff and overtime rotation processes and procedures.  Perform all management actions in consideration of and in compliance with governing union contracts. Define departmental goals and polices to supervisory staff to assure objectives are being met. Provide guidance to supervisors and assistant managers when needed, in handling day-to-day operational problems and grievances. Design training programs for staff and employees. Conduct frequent meetings with staff to review plans, policies and to receive feedback. Conduct periodic building and grounds checks, give feedback to staff. Schedule and attend staff meetings. Attend educational opportunities to enhance professional skills and build a functional peer network.

Campus and Community Relations: Work closely and constructively with departments within Facilities and across the college.  Resolve customer complaints.  Develop positive relationships with all constituents of facilities management, including faculty, staff, students, and members of the Northampton community.  Provide clear and professional correspondence and communication as necessary to address issues and further the interests of the department.  Other duties as assigned by associate vice president.

Strategic/Goals:  Lead change process to improve both efficiency and effectiveness of all aspects of the operation that includes stakeholders, including campus community partners, employees of the department and the unions that represent those employees.

Metrics:  Develop a robust and understandable set of performance measurements, or “metrics” around the work done in the department.  Use metrics as a tool to promote transparency, drive improvement, and celebrate collective accomplishments.


Education/Experience: Bachelor’s degree and a minimum of 7 to 10 years supervising or managing technical staff in an operations, maintenance, or construction capacity.  Ability to provide leadership for a large unit of a complex institution.  Experience in higher education preferred.

Skills: Demonstrated strong administrative, leadership, and supervisory skills combined with excellent verbal and written communication abilities.  Exemplary interpersonal skills including the ability to interact effectively with people of all backgrounds. Working knowledge of applicable federal, state and local regulations, code requirements and safety practices. Ability to organize and prioritize work, take initiative, resolve problems and manage multiple tasks simultaneously.  Ability to excel at working in a community that is broadly diverse with regard to race, ethnicity, socioeconomic status, gender, nationality, sexual orientation, and religion. Skilled in communicating ideas and information to a diverse set of constituencies in a collegial environment.


Please attach/upload a current resume and cover letter in order for your application to be considered for this position.

Review of applications will begin

July 1, 2019

Compensation Grade:

Grade C

Position Type:


About Smith College

Located in Northampton, MA, Smith College is one of the largest women’s colleges in the country and is dedicated to excellence in teaching and research across the liberal arts.  A faculty of outstanding scholars interact with students in small classes, as advisors, and through student-faculty research projects. The College is a member of the Five College Consortium with Amherst, Hampshire and Mt. Holyoke Colleges, and the University of Massachusetts Amherst. Students cross-enroll and faculty cross-teach across the Five Colleges.

Smith College is an Affirmative Action/Equal Opportunity employer and does not discriminate on the basis of race, gender, age, color, religion, national origin, disability, sexual orientation, gender identity and expression or veteran status in the recruitment and employment of faculty and staff, and the operation of any of its programs and activities, as specified by all applicable laws and regulations. Women, minorities, veterans and individuals with disabilities are encouraged to apply.




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Job No:
Posted: 8/27/2019
Application Due: 10/30/2019
Work Type: