Associate Director, Maintenance Administration and Operational Strategy

UMass Med School; Worcester (MA); On-site; USD 121,500 - 148,500; Full time

Job summary

UMass Chan Medical School in Worcester, MA seeks an Associate Director of Maintenance Administration and Operational Strategy to oversee departmental administrative, financial and system functions. You will report to the Sr Director and guide budgets, contracts and CMMS usage.

The role requires 5–7 years in facilities, strong leadership, and the ability to implement improvements, generate KPIs, and ensure compliance with state procurement rules.

Qualifications

• Bachelor's degree in Business Administration or related field, or equivalent experience.
• 5–7 years of related experience in facilities maintenance and operations.
• Prior supervisory experience with MCCPO certification eligibility.

Responsibilities

• Develop, manage, and control the department's annual budget with reporting and forecasts.
• Liaise between Facilities, UPST, finance, HR and payroll.
• Oversee the development and financial oversight of service contracts and MSAs.
• Provide HR support in staffing, compensation, and benefits.
• Ensure procurement activities comply with policies and public purchasing laws.
• Analyze and improve administrative systems to increase efficiency.
• Generate reports to monitor KPIs and SLAs and support decision-making.
• Maintain CMMS data usage and documentation.
• Lead staff recruitment, onboarding and performance evaluation.

Skills

Word processing

Spreadsheets

Oral and written communication

Education

Bachelor's degree in Business Administration or related field

Job description

Associate Director, Maintenance Administration and Operational Strategy

Location: Worcester, Massachusetts. Minimum salary: USD $135,000.00 per year.

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