Director of Facilities

Position Purpose

To provide leadership and day-to-day oversight for the Carnegie Foundation’s physical plant. The Director of Facilities is responsible for maintaining a safe, secure, clean and productive work environment for all employees at the Carnegie Foundation.

Key Responsibilities

Strategic and Long-Term Planning and Project Management for Facilities

  • Lead strategic planning for facilities, including major construction and renovation projects. This entails planning such matters as design and development of building and grounds facilities, as well as formulation of the relevant operating rules, regulations, and procedures.
  • Serve as the primary liaison with all vendors and contractors on construction and renovation projects; prepare construction specifications or plans, obtaining advice from engineering and/or other consultants; assemble and analyze contract bids, gaining appropriate approval for all capital projects.
  • Establish project timelines and ensure adherence to targeted goals; schedule meetings as needed to ensure adherence to timeline, and to follow up on action items.
  • Plan and manage internal communications to staff about all relevant facilities information, procedures, upcoming projects, etc.

Directing Facilities Operations

  • Plan and administer Facilities department budget; compile records of labor and material costs for operating building and issues; prepare cost reports for management.
  • Procure and maintain an inventory of building and maintenance supplies, including office furniture, machinery, and related equipment.  
  • Work with Treasurer & Controller on the maintenance of inventory records.
  • Serve as first after-hours point person for security and janitorial services.
  • Advise on the allocation of office space and provide oversight for office moves and transfers of equipment, furniture, files, etc.
  • Train and supervise a small team; assign staff to facilities tasks; provide training or orientation as needed for external building service personnel.
  • Oversight responsibility for:
    • Front desk operations (reception and clerical).
    • Key and parking pass system.
    • Parking policies, including work from home policies related to parking sustainability/reduction.
    • Building inspection and grounds facilities and/or review inspection reports, to determine repairs, replacement, or improvements required.
  • Oversight responsibility for the design and management of emergency procedures (fire, earthquake, etc.); ensuring that periodic drills are scheduled and implemented.  Ensure that necessary emergency supplies and safety equipment are procured and installed.
  • Oversight responsibility for facilities arrangements for special events.

Managing Vendors and External Relationships

  • Serve as Carnegie’s primary point of contact and liaison with Stanford University, Stanford Management Company, as well as with neighboring facilities (CASBS, IRiSS, and Stanford Golf Course) to coordinate on issues regarding security, grounds, parking, and meeting space.
  • Management and oversight responsibility for working effectively and smoothly with vendors and contractors, including researching and screening new vendors; negotiating contracts, and review contracts periodically.  

Other

  • Serve as a member of Carnegie’s core operations team.
  • Build sustainable relationships and trust with Foundation colleagues through open and interactive communication.
  • With Human Resources Director, collaborate to plan, propose, and implement safety policies procedures for the Foundation, with Facilities focusing on building safety issues and HR focusing on ergonomic and work safety issues.
  • Other related duties, as required.
Education & Experience Requirements
  • Bachelor’s degree or equivalent professional experience.  
  • At least eight years of progressively increasing responsibility managing the full range of facility management tasks, with at least five years in a manager or director role. The preferred facility management experience should be for a stand-alone, self-managed building of at least 30,000 square feet.  
  • Knowledge of relevant local, state, and federal building codes and regulations.
  • Interest or experience in the field of education or in nonprofit organizations  is a plus, but not required
Skill Requirements and Qualifications

The ideal candidate will:

  • Have strong organizational skills and the ability to multi-task quickly and effectively and meet multiple, frequently shifting deadlines.
  • Communicate clearly and effectively, verbally and in writing, both one-on-one and in larger groups, with internal and external constituents.
  • Possess a strong customer service orientation and the ability to adapt and respond to different types of scenarios.
  • Excellent business judgment, problem-solving and decision-making abilities
  • Possess strong analytical and problem-solving skills.  
  • Possess strong interpersonal and communication skills; be able to work collaboratively as a member of overlapping teams.
  • Knowledge of or experience with facilities management software or work ticket management systems.
  • Possess strong computer/technical /audio-visual technology skills.
  • Reflect professionalism when serving as the “outward face” of the Carnegie Foundation.
  • Be able to work early schedules, late schedules, or on weekends, as required.
Physical Requirements
  • The position requires lifting, pulling or pushing objects of less than 50 pounds.
  • Bending, kneeling and carrying are also required on a fairly regular basis.

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THE WORKING ENVIRONMENT
  • The Foundation offers a collaborative, community-building atmosphere grounded in an environment of mutual respect.
  • The facility is located in Stanford, California in a quiet pastoral setting near a hiking trail.
  • Amenities include a communal kitchen (coffee, tea, and drinks provided), weekly catered lunches, and outdoor eating/gathering areas.
  • We also offer on-site yoga classes, free parking, and electric car charging stations.
BENEFITS & PERKS
  • Full medical, dental, vision, life, accidental death, disability, and long term care insurance, as well as employer subsidized flexible spending plans
  • A retirement savings plan, including employer contributions and the opportunity for your own tax-advantaged savings
  • Generous time-off benefits including 15 paid holidays and up to 6 weeks paid parental leave
  • Matching Gift program to benefit charitable organizations and Educational Assistance to further your professional development