Title: Assistant Director of Facilities (Libraries)
Executive Area: Academic Affairs
College/School/MBU: Other Academic Units
Department: Library -Admin Services
Work Location: Amherst
Schedule: Full Time
Work Arrangement: Onsite
Job Summary
The Libraries Facilities Manager is responsible for the comprehensive management of facilities operations across the W.E.B. Du Bois Library and the Science & Engineering Library. The position oversees the planning, coordination, and implementation of construction and capital improvement projects in partnership with Physical Plant Services, and serves as the primary point of contact for building emergencies, maintenance issues, and operational disruptions on a 24-hour basis. The Libraries Facilities Manager also provides direct oversight of the Libraries Mailroom and Courier Service, including management of the Libraries fleet vehicle.
Essential Functions
Provide operational oversight and administration of library facilities. Ensure building and spaces are operational and accessible to meet logistic needs for the Science & Engineering and W.E.B. DuBois Libraries.
Conduct building inspections to determine extent of maintenance or repairs needed, and the status of custodial work standards. Report and track all unsafe building conditions to Facilities, UMPD, and/or Environmental Health and Safety, as appropriate.
Manage security and access systems for the Libraries including key access, electronic access, and security cameras. Monitor the Libraries Incident Report system for building maintenance and security/ safety issues.
Update the Dean of Libraries and senior staff on project progress, challenges and key decisions in a timely manner. Support and lead facility related sustainability initiatives at the Libraries. Establish short-, mid-, and long-term library facilities and space plans in alignment with the Deans vision for the future.
Serve as the Libraries contact for any construction or renovation projects and oversees building remodels, repairs, and upgrades. Work with partners to support their space initiatives within the library.
Supervise staff and student workers, including conducting regularly scheduled one-on-one and staff meetings, administering annual performance reviews, providing ongoing coaching and feedback, addressing performance or disciplinary matters as needed, and ensuring accurate and timely completion of payroll and timekeeping records.
Lead facility related safety and emergency preparedness, coordinating planning efforts and serving as the primary liaison to campus partners, including UMPD, Physical Plant, and Environmental Health & Safety. Collaborate with the Robert S. Cox Special Collections & University Archives to develop and maintain disaster preparedness protocols that ensure the protection and recovery of the Libraries' collections in the event of an emergency.
Serve on Libraries Disaster Response and Recovery Team, to develop and plan responses to emergencies and disasters. In the event of an emergency, will coordinate a work crew of library staff and volunteers to aid in the assessment and response to emergencies or disaster, including oversight for the delivery and installation of supplies and equipment to assist in the Libraries’ response.
Communicate regularly with Libraries staff and partner units about building-related issues, projects, and about campus-wide safety, construction, and facilities issues that may affect students, staff, faculty, and visitors.
Available for 24-hour, 7-day on-call response to building emergencies and off-hours operational situations.
Other Functions
Audit and monitor inventory, equipment and compliance with internal standards and external regulatory guidelines based on comprehensive knowledge and understanding of University policies and procedures as well as Library standards.
Maintain recordkeeping of project documents such as floor plans, schedules, vendor contracts and compliance records.
Prepare written reports, memos and presentations for administrative use.
Serve on multiple library committees to consult on facility usage and logistics to ensure activities support staff and student success.
Perform other duties as assigned.
Minimum Qualifications
Bachelor's degree in a related field with a minimum of five (3) years of experience in facilities coordination or operations; or an Associate's degree with a minimum of seven (5) years of equivalent experience.
Demonstrated experience leading, coordinating, or supervising the work of others.
Working knowledge of building systems, building trades, and facilities maintenance sufficient to communicate effectively with contractors, vendors, and Physical Plant staff, and to translate technical issues for non-technical library stakeholders.
Demonstrated ability to manage multiple concurrent projects and competing priorities, with strong organizational and follow-through skills.
Ability to exercise sound independent judgment in responding to building emergencies, safety incidents, and sensitive or difficult situations.
Effective written and oral communication skills, including experience preparing reports, correspondence, and presentations for administrative audiences.
Proficiency with computer applications including Microsoft Office and facilities or work order management systems.
Preferred Qualifications
Experience working in a higher education, research library, or similarly complex institutional setting.
Familiarity with or demonstrated interest in academic library space design, user-centered space planning, and emerging trends in library and learning environments.
Experience supporting or coordinating space planning initiatives, including working with designers, architects, or space planning consultants.
Familiarity with special collections or archival facilities, including environmental considerations relevant to the preservation of library collections.
Experience developing or coordinating emergency preparedness and disaster response plans.
Knowledge of sustainability practices and experience supporting green building or energy efficiency initiatives.
Additional Details
Available for 24-hour, 7-day on-call response to building emergencies and off-hours operational situations.
Working Conditions
Work is primarily performed in an indoor university environment and involves lifting and transporting materials or equipment and general physical activity, including prolonged standing, walking, or assuming low postures.
Work Schedule and Work Arrangement
Monday through Friday, 37.5 hours per week.
Salary Information
Pay Grade: PSSAP Grade 27
Special Instructions for Applicants
Along with the application, please submit a cover letter and resume. References will be checked at the finalist stage. Please be prepared to provide contact information for three (3) professional references.
This position will remain open for the time period required by any applicable collective bargaining agreement and will continue until a suitable candidate pool is identified. Interested applicants are strongly encouraged to apply early.
