Facilities Manager

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Why join the Harvard Faculty of Arts and Sciences?

The Faculty of Arts and Sciences (FAS) is the historic heart of Harvard University. It is the home of Harvard’s undergraduate program (Harvard College, founded in 1636) as well as all of Harvard’s Ph.D. programs (the Harvard Kenneth C. Griffin Graduate School of Arts and Sciences, founded in 1872), Harvard Athletics and the Division of Continuing Education. The 40 academic departments and 30+ centers of the FAS support a community unparalleled in its academic excellence across the broadest range of liberal arts and sciences disciplines. Together, the FAS seeks to foster an environment of ambition, curiosity and shared commitment to knowledge and truth that elicits excellence from all members of our community and prepares the next generation of leaders through a transformative educational experience.

Job Summary:

The Facilities Manager will assist the Director of Facilities with the general management of the campus buildings; physical plant operations; oversight of the various service contracts; preventive and predictive maintenance programs; and safety and code compliance issues. The Facilities Manager will assist in the management of a broad range of operational components for the department including personnel, budgets, policies and procedures, projects, and institutional events. This role will ensure high quality of service and timely response to requests; oversee minor capital projects as well as building and system repairs by outside contractors as assigned. This position is an essential personnel position at Dumbarton Oaks and is required to work even when other staff may be off duty.

Job Specific Responsibilities:

• Manage work procedures and exercise oversight of custodial, janitorial and housekeeping staff in the Facilities Department, including housing and all related requirements.
• Conduct evaluations and annual performance reviews; provide training and coaching; implement progressive discipline and any follow-up requirements for supervised staff.
• Inspect the buildings on established schedule to identify maintenance issues. Plan and organize maintenance, inspections, and cleaning with reference to the academic year and scholarly program calendar in communication with the Manager of Academic Programs.
• Support events (most of which are in the evening and on weekends) including oversight of maintenance of equipment, service of food and drink, and the installation and de-installation of events, in close collaboration with the Events Manager.
• Assist in the management of service agreements and contractors hired to perform Facilities-related work for Dumbarton Oaks, including the establishment of scope of services and work to be performed, acquisition of bids, participation in the selection of vendors, inspection of work performed, and verification and approval of invoices.
• Assist in the planning, preparation and maintenance of operating budgets, including invoice processing and timesheet management.
• Responsible for developing and implementing a comprehensive preventive maintenance plan to ensure optimal building performance and minimize unexpected downtime.
• Supervise mail room and central receiving operations, including processing and distribution of received items and shipment of outgoing items and all other related items. Provide oversight of vehicle maintenance.
• Serve as key departmental contact/user and ensure training and implementation by Facilities staff of shared IT systems and applications that support collaboration and communication with other departments (FIIX, Salesforce, etc.).
• Serve as the primary application owner responsible for enforcing best practices and protocols related to the security of systems and processes, including Building Management System “BMS” applications and third-party vendors.
• Under the guidance of the Director of Facilities, collaborate with other departments at to ensure effective communications and achievement of departmental goals.
• Other duties and projects as required.

Physical Requirements:

Must be able to perform the duties of the position, including but not limited to inspecting multi-level historic buildings (not all of which are easily accessible) and oversee personnel; lift and carry up to 50 pounds occasionally.

Basic Qualifications:

• Bachelor’s degree in related field.
• Six+ years of experience in Facilities with minimum of 4 years in supervisory/management role.

Additional Qualifications and Skills:

• Working knowledge of the Building Systems, Structures, BAS Systems and HVAC equipment.
• Proficiency with computers: Microsoft Outlook, Word, Excel and to master rapidly computerized maintenance management system (CMMS).
• IFMA Certified Facilities Manager (CFM) or other relevant Facilities certifications.
• Stationary Engineering or HVAC License.
• Working knowledge of Siemens Apogee.
• Master’s Degree or above.
• Working knowledge of AutoCAD, Adobe Creative Suite, InDesign and/or other design software is highly desirable.
• Work-related experience in a museum, library, or cultural organization.
• Knowledge of OSHA regulations and other safe workplace practices.
• Strong interpersonal skills and ability to communicate effectively and respectfully with staff, guests and the visiting public.
• Ability to communicate in English both verbally and in writing.
• A valid driver’s license is required.

• Standard Hours/Schedule: 40 hours per week
• Pre-Employment Screening: Identity, Education, Criminal, Credit

Work Format Details

This position is based on-site at a Harvard campus location. Additional details will be discussed during the interview process. Certain visa types may limit work location. Individuals must meet work location sponsorship requirements prior to employment. 

Salary Grade and Ranges

This position is salary grade level 057. Please visit  Harvard's Salary Ranges  to view the corresponding salary range and related information. 

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to: 

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

Learn more about these and additional benefits on our Benefits & Wellbeing Page. 

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 our commitment to prohibiting discrimination on the basis of race, sex, ethnicity, color, national origin, 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.