Facilities and Operations Manager

Harvard Medical School; Boston (MA); Hybrid; USD 120,000 - 170,000; Full time

Benefits offered by this job

Generous paid time off

Health insurance coverage from day one

Retirement plans with contributions

Well-being resources

Commuter benefits

Job summary

A prestigious medical institution is looking for a Facilities Operations Manager in Boston. This critical role involves overseeing facility operations in the Longwood Medical Area, managing vendors, and ensuring optimal building performance. The successful candidate will have significant experience in facilities management, strong communication skills, and the ability to develop processes that improve efficiency. This position offers competitive benefits and a commitment to a diverse work environment.

Qualifications

• 8 years of progressively responsible experience in facilities management.
• Experience managing multiple vendors and capital/expense projects.
• Ability to work in a fast-paced environment.

Responsibilities

• Managing operational demands for assigned facilities.
• Monitoring building system performance and operational services.
• Contributing to long-range planning and budgeting.
• Develop and monitor operating budgets; seek cost reductions and efficiency improvements.
• Manage contracted services, issue purchase orders, and bid as needed; oversee performance against contract scope.

Skills

Building systems knowledge

Relationship management

Project management

Customer service

BAS

Communication

Education

Bachelor's degree

Tools

MS Office

Computerized Maintenance Management Systems (CMMS)

Building Automation Systems (BAS)

Job description

Company Description

By working at Harvard University, you join a vibrant community that advances Harvard’s world‑changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Why join Harvard Medical School?

Harvard Medical School’s mission is to nurture a diverse, inclusive community dedicated to alleviating suffering and improving health and well‑being for all through excellence in teaching and learning, discovery and scholarship, and service and leadership.

You’ll be at the heart of biomedical discovery, education, and innovation, working alongside world‑renowned faculty and a community dedicated to improving human health. This is more than a job – it’s an opportunity to shape the future of medicine.

Job Description

The Facilities Operations Manager (FOM) is responsible for safely managing the operational demands for their assigned facilities or properties in the Longwood Medical Area. The candidate must organize and prioritize multiple competing and conflicting tasks and projects with limited resources, effectively manage stressful situations, and consistently make effective, high‑quality decisions. They must understand and develop open, proactive, effective, and consistent communication with occupants and department coordinators. The candidate will have overall responsibility and oversight of maintenance and operations and contract management services for the areas of responsibility.

The candidate must actively monitor building system performance, energy usage, appearance, and aesthetics, which require considerable walking and climbing. Knowledge of building systems, HVAC, electrical, mechanical, and services is necessary to perform cause analysis and implement corrective actions. Audits of maintenance tasks for workmanship and completeness identify systems/components in need of repair or replacement. The candidate also actively monitors operational services and works within their facilities, reinforcing facility standards for all those performing services.

The FOM will frequently communicate with occupants and department coordinators to manage repairs/replacements of building systems/components, renovations, and planned and unplanned system shutdowns. The FOM will ensure the coordination and completeness of renovations by the Planning, Design, and Construction group.

The candidate will participate and contribute to the Facilities Group’s long‑range and strategic planning and assist in developing and tracking the detailed, zero‑based annual operating budget. The candidate will develop and implement innovative processes and programs that reduce operating costs, improve efficiencies, and increase productivity. The candidate will also monitor and manage contracted services as required – including initiating purchase orders for goods and services within the area of responsibility, actively monitoring performance criteria per scope of work and contractual agreements, performing periodic bidding, and creating change orders. This may require assisting with implementing and managing new and existing maintenance service contracts, i.e., elevators, facilities maintenance, sterilization, pest management, wastewater management, etc.

The candidate must pay attention to detail when reviewing bids and invoices and actively monitor trend data and contractor performance indicators while proactively overseeing all building infrastructure services in accordance with HMS standard processes, procedures, goals, and values. Continuous learning, industry experience, and exposure are a necessity, occurring through participation in benchmarking, industry education seminars, and conferences, which may require occasional travel.

As an Emergency Response Organization (ERO) member, this position is expected to be reachable 24 hours/7 days per week to lead or direct in person or remotely with campus and facilities‑related emergency or emergent activities as necessary. This position will be part of a rotating on‑call schedule in which the individual will rotate with others to be on call for twenty‑four hours a day and seven days on assigned weeks in the year.

Working Conditions

• Work is performed indoors and out‑of‑doors, occasionally in environments that are dusty, noisy, or which could have work hazards.

Physical Requirements

• The position requires prolonged standing and frequent bending, stooping, and reaching daily.
• The position requires working in confined spaces.
• The position requires a full range of physical motion to operate manual and electrically‑powered tools and electrical test equipment, to move throughout campus, including climbing stairs in all University buildings, and to work at heights.

Qualifications

Basic Qualifications

• A bachelor’s degree required.
• 8 years of progressively responsible experience as a facilities management professional, including building systems function and diagnosis‑cause analysis, contract administration, and project familiarity in a research‑based or related environment.

Additional Qualifications and Skills

• Experience with managing multiple vendors and small capital/expense projects.
• Superior relationship management skills.
• Ability to function effectively in a fast‑paced, demanding work environment.
• Computer proficiency with MS Office, Computerized Maintenance Management Systems (CMMS), Building Automation Systems (BAS).
• Excellent interpersonal, communication and organizational skills.
• Experience as a Facilities Management professional with demonstrated skills in customer service to support, respond to, and coordinate with students, faculty, staff, and visitors from the moment they first contact you to the resolution or disposition of their needs. Providing good customer service means being a reliable partner to your customers, going beyond by helping them troubleshoot, use, and make informed decisions about facilities‑related matters.

Certificates and Licenses

• Certified Facility Manager (CFM/Pro‑FM) or other professional licenses or certifications is a plus.
• LEED Certified for Existing Buildings is a plus.

Additional Information

• Standard Hours/Schedule: 35 hours per week; This position is considered to be essential personnel for the Department of Campus Planning and Facilities. Weekend and holiday work may be required as well as attendance during school closures (due to inclement weather and/or other emergencies).
• Visa Sponsorship: Harvard University is unable to provide visa sponsorship for this position.
• Pre‑Employment Screening: Identity, Education, Criminal.
• Other Information: We are currently conducting a majority of interviews and onboarding remotely and virtually.
• Staying Informed About Your Application: Due to the high volume of applications, we may not always be able to reach out right away, but you can track your status anytime through the Careers@Harvard portal.

Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non‑Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard‑designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 059. Please visit Harvard’s Salary Ranges to view the corresponding salary range and related information.

Benefits

• Generous paid time off including parental leave.
• Medical, dental, and vision health insurance coverage starting on day one.
• Retirement plans with university contributions.
• Well‑being and mental health resources.
• Support for families and caregivers.
• Professional development opportunities including tuition assistance and reimbursement.
• Commuter benefits, discounts, and campus perks.

EEO/Non‑Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non‑discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard’s academic purposes.

Harvard has an equal employment opportunity policy that outlines its commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university’s non‑discrimination policy. Harvard’s equal employment opportunity policy and non‑discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.