Associate Director, Maintenance Administration and Operational Strategy

University of Massachusetts Medical School; Worcester (MA); On-site; USD 110,000 - 170,000; Full time

Job summary

University of Massachusetts Medical School seeks an Associate Director of Maintenance Administration and Operational Strategy to lead financial oversight, CMMS-driven analytics, and procurement policy compliance. You will supervise staff, coordinate with UPST, HR, and payroll, and drive efficiency across facilities operations.

The role requires strong communication, budgeting, and change-management skills, with responsibility for contracts, staffing, and services that keep facilities compliant

Qualifications

• Bachelor's degree in Business Administration, 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.
• Ability to obtain MCCPO certification.
• Demonstrated ability to organize and manage a complex office environment with minimal supervision.
• Demonstrated initiative and independent judgment in organizing and completing projects.

Responsibilities

• Develop, manage, and control the department’s annual budget. Report variances and recommend corrective action.
• Serve as a liaison between Facilities and UPST, finance, HR, and payroll.
• Support development and oversight of service contracts and master service agreements.
• Oversee HR support in staffing, recruitment, compensation, and benefits.
• Ensure procurement activities align with policies and legal requirements.
• Coordinate scope of work documents and contractor communications.
• Analyze and improve administrative systems and CMMS usage.
• Provide analytical, strategic, and operational support to the department.
• Develop and update department policies and procedures.
• Generate KPI and SLA reports and analyze maintenance costs.
• Maintain equipment documentation and inventory locations.
• Lead storeroom team to optimize stock levels and CMMS data usage.
• Supervise and evaluate staff performance.

Skills

Strong communication

Supervisory experience

Organizational skills

Initiative and independent judgment

Education

Bachelor's degree in Business Administration or related field

Tools

Excel

Word processing

CMMS

Job description

Overview

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 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 onboard and offboard of Facilities staff.
• Perform other duties as required.

Qualifications

• Bachelor’s 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.