Assistant/Associate Director of Facilities and Grounds

newarkacademy; Livingston (NJ); On-site; USD 65,000 - 88,000; Full time

Job summary

Newark Academy in Livingston, NJ seeks an Assistant/Associate Director of Facilities and Grounds to manage daily campus operations, oversee buildings and grounds, and coordinate safety and support services. The role collaborates with the Director of Operations and works with faculty, staff and external partners to ensure a safe, well-maintained campus environment.

Responsibilities include scheduling Operations staff, coordinating multi-department processes, and managing maintenance for HVAC,

Qualifications

• Minimum 5-8 years of facilities management or related supervisory experience.
• Demonstrated knowledge of building systems, safety codes and regulatory requirements.
• Strong organizational, leadership and problem-solving abilities; able to manage multiple priorities.
• Ability to collaborate with administrators, staff, vendors and external partners.
• Experience coordinating vendors, operational processes and facility projects.

Responsibilities

• Assist the Director of Operations in managing daily campus operations to support teaching, learning and activities.
• Create daily schedules for Operations staff and oversee task execution.
• Coordinate cross-departmental facilities, security, custodial and campus support functions.
• Monitor performance and recommend improvements for efficiency and effectiveness.
• Respond to after-hours emergencies and coordinate campus safety actions.
• Oversee upkeep of buildings and grounds, facilities, and athletic spaces for events.
• Coordinate event logistics and onsite setup/breakdown with academic/admin teams.
• Assist in building systems maintenance (HVAC, plumbing, electrical, mechanical).
• Manage preventative maintenance programs and track requests in facility systems.
• Collaborate with Director to schedule vendors and contractors for improvements.

Skills

Facilities management

Operations supervision

Mechanical knowledge

Electrical systems

HVAC systems

Project management

Leadership

Communication

Vendor management

CMMS software

Tools

CMMS software

Job description

Assistant/Associate Director of Facilities and Grounds

The Assistant/Associate Director of Facilities and Grounds supports the efficient management of campus operations to ensure a safe, well-maintained and smoothly functioning environment for students, faculty, staff and visitors. This role works closely with the Director of Operations to oversee facilities, grounds, campus services, safety and operational projects. The Assistant Director ensures the school's campus is properly maintained and that operational needs are met. The role collaborates with faculty, staff, operational teams, and external vendors to support the school's mission and the day-to-day functioning of campus life.

Reports To: Director of Operations

Responsibilities

Operational Management

• Assist the Director of Operations in managing daily campus operations to ensure facilities and services support teaching, learning, and school activities
• Create daily schedules for Operations staff members and oversee execution of tasks
• Coordinate operational processes across departments including facilities, security, custodial services and campus support functions
• Monitor operational performance and recommend improvements to the Director of Operations to enhance efficiency and effectiveness across campus operations
• Respond to after hours emergencies as needed, including fire alarms, burglar alarms and other facilities-related incidents and coordinate appropriate response actions to ensure campus safety and continuity of operations

Facilities and Campus Management

• Support oversight and upkeep of campus buildings and grounds, ensuring all spaces remain safe, functional and prepared for school and community events
• Oversee maintenance of all fields and outdoor spaces, including landscaping, lawns, gardens and athletic facilities
• Coordinate operational support for school events, athletic competitions, programs and community activities
• Assist with event logistics including facility preparation, setup and breakdown for community events, working with academic and administrative teams to ensure logistical needs are met
• Assist in the management and maintenance of building systems including HVAC, plumbing, electrical and mechanical systems
• Coordinate preventative maintenance programs and assist with tracking maintenance requests through facility management systems

Vendor and Contractor Coordination

• Work in coordination with the Director of Operations to schedule and coordinate vendors and contractors for maintenance, repairs and facility improvements
• Assist in maintaining vendor relationships and ensuring all contracted work complies with applicable regulations and school standards

Safety and Regulatory Compliance

• Assist in implementing campus safety procedures and emergency preparedness plans
• Serve as a member of the school's Emergency Response Team (ERT), when required
• Ensure compliance with local, state, and federal regulations related to facilities, including fire safety codes, ADA accessibility requirements and Integrated Pest Management (IPM) policies

Team Leadership

• Supervise the work of the maintenance and custodial staff
• Provide training, scheduling, and performance support for operational staff
• Promote a collaborative team environment focused on safety, efficiency and high-quality campus operations

Qualifications, Skills, and Competencies

• Minimum 5-8 years of experience in facilities management, operations, or related supervisory roles, preferably in an educational or institutional setting
• Demonstrated mechanical knowledge of building systems and equipment, including familiarity with safety codes and operational regulations
• Working knowledge of electrical systems, HVAC (heating, ventilation and air conditioning), plumbing and building maintenance systems
• Strong organizational, project management, leadership, and problem-solving skills with the ability to manage multiple priorities in a fast-paced environment
• Ability to collaborate and communicate effectively with a wide range of stakeholders, including administrators, faculty, staff, students, parents, vendors and external partners
• Experience managing vendors, operational processes and facility projects
• General computer proficiency, including email, internet applications, spreadsheets and word processing software
• Valid New Jersey driver's license with a satisfactory driving record
• Experience working in an independent or private school environment preferred
• Familiarity with facilities management systems or CMMS software
• Knowledge of safety regulations, emergency preparedness procedures and campus operational planning
• Commitment to being a part of a diverse school community where all members are welcomed, respected, valued, and celebrated

Physical Requirements

• Ability to lift up to 50 pounds, climb ladders, and perform tasks requiring physical activity
• Ability to work outdoors in varying weather conditions when required, including early morning snow removal or c