Job Description
Volunteers of America, Dakotas
Managing Director of Facilities
Department: M&G
Reports To: President & Chief Executive Officer
Job Type: Exempt, Full Time
Position Supervises: Maintenance staff
Work Schedule: Full-time position requiring flexibility in scheduling
POSITION SUMMARY
Serves as a member of the Executive Team of Volunteers of America, Dakotas, a non-profit, spiritually based organization committed to providing comprehensive human services to children, youth, adults and families. Works with the CEO, staff, and board and assists in the development and implementation of directives, strategies and goals consistent with the mission. Supervises physical operations including all buildings and grounds, utilities, energy management systems and safety/security systems in order to provide a safe, healthy, and comfortable environment for participants and staff. The individual in this position is responsible for the scheduling and supervision of maintenance and repair activities, contracted services, and custodial services, and ensuring the physical operation of the building meets budgetary and strategic objectives. Leads and manages facilities and maintenance, vehicles, building projects, vendor management, and HUD housing.
Reasonable Accommodations Statement
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
ESSENTIAL FUNCTIONS STATEMENT(S)
Primary Duties
Operational Responsibilities
- Directs, supervises, and evaluates department staff; ensures staff receives training related to specific job tasks and responsibilities.
- Directs, schedules, and oversees external contractors (electricians, plumbers, excavators, roofers, painters, landscapers, etc.).
- Manage work order database and review work orders with assigned maintenance staff.
- Problem solve with staff and/or maintenance staff facility or vehicle issues.
- Schedules and supervises maintenance workers engaged in building and grounds upkeep and repair; responsible for safety and security, electrical, plumbing, heating, air conditioning, and ventilation services.
- Develops and monitors department budget; orders equipment and supplies and monitors inventory; makes requests for capital outlay expenditures as needed.
- Reviews and processes payment for invoices.
- Fosters professional relationships with vendors; meets with them to discuss projects and/or potential purchases.
- Develops, implements, and supervises preventative maintenance and renovation programs for buildings, grounds, mechanical and electrical, utility, and safety and security systems.
- Prepares specifications for physical plant projects; estimates costs of equipment, materials, labor, and supplies; prepares bid specifications for projects, equipment, and contracted services; oversees site and building projects performed by outside contractors.
- Visits all VOA, Dakotas locations for inspection.
- Oversees fleet vehicles maintenance and acquisition and disposition of agency vehicles.
- Contributes to strategic planning by evaluating and projecting future facility needs and proposing options to achieve them including acquisition and disposition of real estate holdings.
- Work with City and County building and zoning officials regarding building projects.
- Develops, writes, and manages job proposals, bids for projects, and contracts for services.
- Reviews and negotiates lease agreements for properties.
- Reviews proposals from vendors and negotiates as needed.
- Manage HUD properties; meets with property manager, develops annual budgets and contracts, processes expense requests, assists in preparing for HUD REAL and MOR reviews, partnering with National Office.
- Reviews and processes requests for building improvements for Summit Heights property.
- File insurance claims related to property, auto, liability and work with property and liability broker on policy renewals and changes to be reviewed by Committee and Board.
Organizational Responsibilities
- Represents the organization with dignity, integrity, and a spirit of cooperation in all relationships with staff and the public.
- Actively participates in plans to develop and strengthen Volunteers of America, Dakotas and recommends strategies and action plans for the operation, growth and expansion, and contraction of programs.
- Participates in forums, trainings, committees, and board meetings that enhance partnerships, programming, and advocacy for participants and staff.
- Participates in strategic planning processes which include internal and external scanning, constituent, and staff input.
- Participates in teams to increase awareness of and support for Volunteers of America, Dakotas.
- Serves as a role model and mentor to other organization leaders in promoting programs and services.
- Facilitates program teams to meet or exceed licensing and accreditation standards.
- Supports the Executive Team and staffs the Building & Operations Committee of the Board.
- Participates on other committees as appropriate.
- Leads staff toward the creation and maintenance of a positive environment where trust and integrity lay a firm foundation.
- Encourages and supports avenues for training and work with teams to meet training requirements in designated programs.
POSITIONS QUALIFICATIONS, SKILLS & ABILITIES
Education: Education and Experience: Bachelor's degree combined with a minimum of five (5) to seven (7) years of leadership and management experience
Experience: Project management experience in building projects. Experience in operational and strategic planning as well as budget development. Demonstrated success building and managing collaborative teams whose primary responsibilities are delivery of highest quality ministry and human services.
Knowledge of:
- Principles and practices of developing team motivating employees and managing in a team environment.
- Principles and practices of employee supervision, including selection, work planning, organization, performance review and evaluation; employee training and discipline.
- Principles and practices of building and grounds, journey level maintenance and facilities management.
- Building codes (Federal, State and local).
- Computer applications related to the work.
- Principles and practices of accounting, budget development, and administration.
Skills in:
- Planning, organizing, supervising, reviewing, and evaluating the work of others.
- Training others in policies and procedures related to the work.
- Interpreting, applying and explaining complex federal, state and local laws related to the areas of responsibility.
- Preparing clear and concise reports, correspondence and other written materials.
- Reading and interpreting maps, plans, diagrams, blueprints and specifications.
- Using initiative and independent judgment within general policy guidelines.
- Establishing and maintaining effective working relationships with those contacted in the course of the work.
Mission understanding and commitment: A profound belief in the value of a spiritually based human services organization and a deep interest in the mission of Volunteers of America, Dakotas. Cultural sensitivity: An appreciation, understanding and the skills necessary to work effectively in a multicultural setting. Breadth: The ability to provide leadership for the broad range of human services programs. Familiarity: An awareness of the issues facing human services organizations today, especially infrastructure and funding challenges. Personal qualities: An approach that is decisive, focused, and inventive; the ability to envision how human service agencies can flourish in the face of declines in historical funding sources; fairness and integrity; open-mindedness; transparency; candor; and a sense of humor
Certifications & Licenses: Valid driver’s license and possess reliable transportation.
Other Requirements: Must be able to work flexible hours.
PHYSICAL DEMANDS
- Ability to Stand, Walk, sit, manually manipulate, reach outward and above shoulders, speak, climb, crawl, squat, kneel, and bend on a daily basis
- Capability to Lift, carry, push or pull up to 50 lbs on a regular basis.
Qualifications
Education
Required
Associates or better in Business Administration or related field.