Under general direction from the Director of Facilities Planning and Management, the Senior Facilities Manager has a primary function for project management, including gallery construction projects related to Museum exhibitions, supervision of capital projects and mechanical projects, and the Facilities portion of events. The Senior Facilities Manager supervises the Assistant Facilities Manager, and two Maintenance Technicians and has oversight of all Campus Services employees who are part of in-house maintenance groups and associated projects (FMO Landscape, FMO Trades, FMO Custodial). The Senior Facilities Manager coordinates select and supervises the work of outside contractors/vendors related to maintenance/improvement projects. Responsibility includes three Art Museums facilities in Cambridge: 32 Quincy Street, Adolphus Busch Hall, and 1746 Cambridge Street, and consultation and collaboration on facilities-related issues for the fourth location, leased space in 200 Inner Belt Road, Somerville. The Senior Facilities Manager is positioned to serve as the backup for the Director of Facilities Planning and Management.
Works with architects, designers, and vendors to prepare plans for various maintenance and construction projects. Ensures that internal stakeholders (Art Museums and University colleagues) are consulted and kept informed, as appropriate. Solicits and assesses vendor bids, according to accepted protocols, and awards contracts, up to a value of one million dollars. Consults and collaborates with the Harvard Planning Office and the Office of General Counsel.
Manages and supervises projects to ensure timeliness, effective financial management, and staff/vendor coordination. Informs the Director of Facilities Planning and Management and other stakeholders of progress. Manages changes, revisions, and adjustments as needed. Seeks guidance and approvals as required.
For both maintenance and capital projects, prepares detailed budget projections. Ensures that budgets are realistic and manageable, relative to each project. Consults with Finance Department and presents proposed budget to Director of Facilities Planning and Management for timely incorporation into the departmental budget for submission and approval.
Prepares and submits accurate and complete Major Expense Forms (MEF) on a timely basis. Approves and submits invoices for payment on a timely basis.
Ensures effective day-to-day facilities maintenance for the physical plants. Organizes, coordinates, and acts as a day-to-day on-site supervisor for a variety of Campus Services staff who provide services to the Art Museums, including Custodial, Landscape, and other service and trades units. Coordinates and liaises with Campus Services management as needed.
Regularly collaborates with Building Systems Manager to coordinate projects and maintenance. In partnership with the Building Systems Manager, regularly inspects all buildings to monitor the condition and identify deficiencies, schedule repairs, and projects as required. Develops preventative maintenance schedules and monitors service contracts.
Oversees A/V support, including arranging for on-site staffing of events, maintenance, and repair, collaborating with the Division of Digital Infrastructure and Emerging Technologies and Harvard University Information Technology and other departments as necessary.
Supervises Maintenance Technicians and Assistant Facilities Manager and directs workflow. Carries out supervisory responsibilities according to the Art Museum's / University's management policies, procedures, and any applicable laws. Responsibilities include hiring and training, planning, and assigning work, conducting annual performance appraisals, addressing performance issues, and resolving problems.
Works closely with the Director of Facilities Planning and Management for the ongoing emergency management planning carried out by the Art Museums Local Emergency Management Team (LEMT). Provides information for LEMT as well as preventative training for staff. May attend and participate in LEMT meetings.
In the absence of the Director of Planning and Facilities Maintenance, the Senior Facilities Manager shall assume the roles and responsibilities of leadership in the Facilities Department. These roles and responsibilities shall include, but not be limited to, authorizing financial transactions, approval of staff time and absences, and general oversight of all department employees, and vendors.
Collaborates with the University's Environmental Health & Safety department on a variety of topics, such as staff safety compliance and training on shop equipment and lifts, as well as general building safety.
Participates with facilities management colleagues across the university to gain best practices, share information, develop, and submit recommendations for a range of facilities-related protocols.
The Emergency Status Designation of this position is Critical Operations Personnel: A position that has been designated as critical because its responsibilities include non-deferrable services that must be performed despite an emergency closure or curtailment.
On-call availability for overnight and weekend emergencies required. Some evening, early morning and weekend hours may be required.
The University requires all Harvard community members to be fully vaccinated against COVID-19 and remain up to date with COVID-19 vaccine boosters, as detailed in Harvard's Vaccine & Booster Requirements. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University's COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University's
Bachelor's degree; Minimum of seven years of relevant facilities and building operations experience; supervisory experience.
Facilities management/construction project management experience for one or more large buildings. Experience in a college or university setting is strongly preferred. Cultural property experience is desired as is experience supervising full-time employees and leading teams. Experience with union contractors preferred. Must be able to manage multiple responsibilities, set priorities, take initiative, and meet deadlines. Strong written and oral communication skills. Ability to work independently. The ability to provide superior client service to all levels of the organization with diplomacy and tact is required. Flexible and problem-solving attitude with a customer service orientation. Proficiency with Microsoft Office Suite, e-mail programs, computerized work order systems, BMS, and Siemens automated controls. Familiarity with automated lighting, shade, and audio/visual systems is a plus. Knowledge of HVAC and MEP systems preferred. Familiarity with space management software preferred. Passion for creating a sustainable work environment.
EQUAL OPPORTUNITY EMPLOYER: We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. The University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.