Deputy Director of Facilities Management

Title: Deputy Director of Facilities Management and Capital Planning Department

Pay Grade: Senior Management 2

Starting Pay: $104,726.04- $154,801.40

Departmental Mission Statement: The Facilities Management and Capital Planning department provides for the management and maintenance of 62 state-owned courthouses, and 42 leased facilities located in ten counties of the Commonwealth. The Department is committed to administering effective property management, facility operations, facility renewal, and the delivery of quality customer service in support of the administration of justice throughout the Commonwealth.

Notes: This position is designated as management position and is covered by the Trial Court Personnel Policies and Procedures Manual.   

Please upload a current resume during the application process. 

Salary is based upon applicant experience. 

This position has seven or eight direct reports and five are Regional Managers. 

Position Summary:  Working within the Facilities Management and Capital Planning Department of the Office of Court Management, the Deputy Director of Facilities Management 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 Facilities Management and Capital Planning 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 of Facilities Management also provides oversight of the Facilities’ Fiscal Services, Human Resources, and operations support staff to ensure processes and procedures are implemented and adhered to through periodic reviews. The Deputy Director of Facilities Management represents the Director of Facilities Management and Capital Planning in his/her 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.

Duties: Assists and supports the Director of Facilities Management and Capital Planning in the administration and management of Commonwealth owned and leased courthouses, 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;
Evaluates Facilities Management department employees as necessary in accordance with Trial Court policies in order to maintain the efficient functioning of the Facilities Management and Capital Planning department;
Meets regularly with judges and other court officials to discuss maintenance related issues and needs and develops plans to respond to those issues and needs;
Proactively working with the five Regional Managers of the Facilities Management department, the Deputy Director of Facilities Management identifies and implements new efficiencies and innovative approaches to improve courthouses MEP preventive maintenance programs, cleanliness, and staff performance;
Excels at and participates in discussions related to collective bargaining and labor relations with members of the Human Resources Department;
Administers and participates in hearings on employee union grievances for employees’ misconduct, consistent with the collective bargaining agreement and the Personnel Policies and Procedures Manual;
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;
Collaborates with the Director of Facilities Management and Capital Planning to establish departmental metrics in order to meet or exceed goals and objectives to create an environment of continuous improvement;
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;
Reports regularly to the Director of Facilities Management and Capital Planning on progress of on-going projects;
Oversees the creation and development of annual operating budgets for the Facilities Management Department;
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 Deputy Director of Capital Planning and the Commonwealth’s Department of Capital Asset Management & Maintenance (DCAMM);
Working with Facilities Management fiscal services staff, develops and implements standard Fiscal Management Procedures to include Purchasing, Accounting, Support Services and Contract Management in consultation with the Legal and Fiscal Affair Departments of the Office of Court Management;
Ensures Fiscal Management Procedures are implemented and adhered to the in the Facilities Management Department through periodic reviews;
Works with Human Resources and Facilities Management staff to ensure all Human Resources Policies, Rules and Regulations, and Processes and Procedures, and Labor Contract administration are followed; and
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: The following are the minimum requirements for consideration for the position of Deputy Director of Facilities Management:
Bachelor’s degree from an accredited university or college; preferably in facility management, engineering, business administration, or similar field of study and seven (7) professional experience managing a large portfolio of facilities;
Proven ability to train, supervise, and coordinate the activities of a large staff involved in maintenance, repair, and customer service;
Proven 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;
Proven ability and extensive experience in the management and oversight of operations, maintenance, and repairs of large building of facilities;
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; and
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