Associate Director, Facilities Strategy & Operations

University of Massachusetts Medical School; Worcester (MA); On-site; USD 120,000 - 180,000; Full time

Job summary

UMass Chan Medical School in Worcester, MA is seeking an Associate Director of Maintenance Administration and Operational Strategy to lead administrative and financial functions within Facilities. You will oversee budget, procurement, HR support, and CMMS-driven operations to improve efficiency and service delivery across campus.

You will collaborate with Facilities managers and UPST, generate KPI reports, and guide policy development while mentoring staff.

Qualifications

• Bachelor's degree in Business Administration or related field, or equivalent experience.
• 5–7 years of related facilities maintenance and operations experience.
• Prior supervisory experience.
• Excellent word processing and spreadsheet skills.
• Exceptional oral and written communication skills; ability to obtain MCCPO certification.

Responsibilities

• Develop, manage, and control the department's annual budget. Report variances and recommend corrective action. Provide reports and forecasts as required.
• Serve as a liaison between the Facilities Department and the Unified Procurement Services (UPST), finance, human resources, and payroll.
• Support the development and financial oversight of all service contracts and master service agreements.
• Oversee and provide human resource support in the areas of staffing, recruitment, compensation, and benefits.
• Ensure facilities procurement activities are consistent with UMass Chan policies, DCAMM statutory requirements, and UMBA standards. Demonstrate awareness of MCCPO certification requirements and best practices, supporting facilities procurement activities consistent with Massachusetts public purchasing laws and institutional policies.
• Support the development and review of scope of work documents, procurement activity, and contractor correspondence in collaboration with Facilities Managers, ensuring accurate submission of requests align with institutional procurement standards.
• Analyze and evaluate existing administrative systems, identify opportunities for systems improvements and increased efficiencies.
• Provide support to staff in the development of business initiatives.
• Provide analytical, strategic, and operational support to the department utilizing the Computerized Maintenance Management System (CMMS).
• Develop and update department policies and procedures.
• Generate reports to ensure Key Performance Indicators (KPIs) and Service Level Agreements (SLAs) are met.
• Understanding of preventive maintenance, asset lifecycles, and root cause analysis.
• Has strong functional and technical knowledge of building infrastructure and equipment.
• Analyzes current business processes in association with CMMS usage to recommend best practices and industry standards for the most effective functional configuration.
• Generate reports to analyze work orders, shop labor, materials and costs to evaluate maintenance costs and recurring maintenance issues to assist in decision making on funding or maintenance strategy changes.
• Outlines and inventory equipment locations and areas served.
• Maintain and update building and equipment documentation.
• Coordinate insurance company inspections and site visits.
• Lead a dedicated storeroom team in maintaining precise par levels for repair stock; leveraging CMMS data to eliminate stockouts and streamline operations.
• Supervise and evaluate performance of assigned staff.
• Track and maintain all vacant and filled positions within the department.
• Assist with the onboarding and offboard of Facilities staff.
• Perform other duties as required.

Skills

Budget management

Supervisory experience

Communication skills

MS Excel

CMMS knowledge

Education

Bachelor's degree in Business Administration or related field

Tools

CMMS

Excel

Job description

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When you join the UMass Chan Medical School team, you join us in advancing together to improve the health and well-being of our diverse communities throughout Massachusetts and across the US and the world.Together, we lead in education, research, health care delivery, and public service. Your life’s work is more than a career. It’s an expression of your passion, intellect, skill, and drive.UMass Chan's commitment to excellence, innovation, competitive benefits, and work-life integration will allow you to build a professionally rewarding career as we work together to better or improve the health of people around the globe.

Under the direction of the Sr Director, Maintenance Services, or designee, the Associate Director, Maintenance Administration and Operational Strategy performs complex and varied duties associated with the coordination and oversight of departmental administrative, financial and system functions.

Responsibilities

• Develop, manage, and control the departments annual budget. Report variances and recommend corrective action. Provide reports and forecasts as required.
• Serve as a liaison between the Facilities Department and the Unified Procurement Services (UPST), finance, human resources, and payroll
• Support the development and financial oversight of all service contracts and master service agreements
• Oversee and provide human resource support in the areas of staffing, recruitment, compensation, and benefits
• Ensure facilities procurement activities are consistent with UMass Chan policies, DCAMM statutory requirements, and UMBA standards Demonstrate awareness of MCCPO certification requirements and best practices, supporting facilities procurement activities consistent with Massachusetts public purchasing laws and institutional policies
• Support the development and review of scope of work documents, procurement activity, and contractor correspondence in collaboration with Facilities Managers, ensuring accurate submission of requests align with institutional procurement standards
• Analyze and evaluate existing administrative systems, identify opportunities for systems improvements and increased efficiencies
• Provide support to staff in the development of business initiatives
• Provide analytical, strategic, and operational support to the department utilizing the Computerized Maintenance Management System (CMMS)
• Develop and update department policies and procedures
• Generate reports to ensure Key Performance Indicators (KPIs) and Service Level Agreements (SLAs) are met
• Understanding of preventive maintenance, asset lifecycles, and root cause analysis
• Has strong functional and technical knowledge of building infrastructure and equipment
• Analyzes current business processes in association with CMMS usage to recommend best practices and industry standards for the most effective functional configuration
• Generate reports to analyze work orders, shop labor, materials and costs to evaluate maintenance costs and recurring maintenance issues to assist in decision making on funding or maintenance strategy changes
• Outlines and inventory equipment locations and areas served
• Maintain and update building and equipment documentation
• Coordinate insurance company inspections and site visits
• Lead a dedicated storeroom team in maintaining precise par levels for repair stock; leveraging CMMS data to eliminate stockouts and streamline operations
• Supervise and evaluate performance of assigned staff
• Track and maintain all vacant and filled positions within the department.
• Assist with the onboard and offboard of Facilities staff
• Perform other duties as required

Qualifications

• Bachelors degree in Business Administration, a related field, or equivalent experience
• 5 – 7 years of related experience, ideally in facilities maintenance and operations
• Prior supervisory experience
• Excellent word processing and spreadsheet skills
• Exceptional oral and written communication skills required
• Ability to obtain MCCPO certification
• Demonstrated the ability to organize and manage a complex office environment with minimal supervision
• Demonstrated initiative and independent judgment in organizing and completing projects

Posting Disclaimer:
This job posting outlines the primary responsibilities and qualifications for the role but is not intended to be an exhaustive list.Duties and expectations may evolve in response to the needs of the department and the broader institution.

In alignment with our commitment to pay transparency, the base salary range for this position is listed above (exclusive of benefits and retirement).At UMass Chan Medical School, final base salary offers are determined based on a combination of factors, including your skills, education, and relevant experience.We also consider internal equity to ensure fair and consistent compensation across our teams.

Please note that the range provided reflects the full base salary range for this position. Offers are typically made within the midrange to allow for future growth and development within the role.

In addition to base pay, UMass Chan offers a comprehensive Total Rewards package, which includes paid time off, medical, dental, and vision coverage, and participation in a 401(a)-retirement plan, with the option to contribute to a voluntary 403(b) plan.

UMass Chan welcomes all qualified applicants and complies with all state and federal anti-discrimination laws.