Assistant Director of Facilities Business Services - Facilities Management

TITLE

Assistant Director, Facilities Business Services

JOB SUMMARY 

The Assistant Director, Facilities Business Services serves as a strategic partner to the Director, Facilities Business Operations & Compliance, with a primary focus on financial oversight, data analytics, operational support, and workforce coordination. This position is instrumental in managing the Facilities Operations budget, overseeing key analytics initiatives, and supporting human resource functions such as onboarding, offboarding, and basic employee lifecycle processes. Additionally, this role maintains and updates departmental website content to support clear communication and transparency across campus. This supervisory role is ideal for a detail-oriented, systems-minded professional who thrives at the intersection of operations, finance, technology, and people management within a dynamic public university setting.

ORGANIZATIONAL RELATIONSHIPS

Reports to:      Director, Space Management, Real Estate, and Assets

Supervises:     May supervise staff and/or student assistants.

ESSENTIAL DUTIES - May include, but not limited to the following:

• Oversee Facilities Procurement Strategy: Develop and implement procurement strategies that align with departmental goals, ensuring cost-effective purchasing of goods and services related to facilities management, maintenance, and construction.

• Ensure compliance with institutional and state financial policies, procurement guidelines, and accounting practices.

• Budget Alignment & Cost Controls: Collaborate with finance and facilities teams to align procurement activities with budgetary goals; identify opportunities for cost savings and operational efficiency through strategic sourcing and volume purchasing.

• Assist in the development, monitoring, and management of the Facilities Operations budget, including operations, utilities, custodial services, grounds, and capital renewal planning.

• Analyze spending trends, prepare forecasts, and provide regular budget reports and dashboards to departmental leadership.

• Identify opportunities for operational efficiency and cost savings.

• Lead data collection and analysis to support key performance indicators (KPIs), maintenance metrics, energy usage, staffing levels, and workflow efficiency.

• Develop and maintain dashboards, charts, and reports using data visualization tools (e.g., Power BI, Tableau, etc).

• Leverage CMMS and financial systems to support data-driven decision-making, resource planning, and strategic facilities initiatives.

• Benchmark performance against industry standards and peer institutions.

• Coordinate onboarding and exiting processes for facilities employees, including communication with HR, provisioning of equipment and access, and orientation support.

• Maintain employee rosters, organizational charts, and job description documentation for assigned teams.

• Serve as a point of contact for employee-related administrative tasks and questions regarding department procedures.

• Assist in coordinating training documentation, performance evaluation schedules, and compliance tracking.

• Create, update, and maintain content for the Facilities Operations section of the university website, including service descriptions, contact directories, forms, and announcements.

• Ensure web content is accurate, accessible, user-friendly, and aligned with university branding and web standards.

• Support internal communications and information dissemination related to operations, staffing changes, and campus notices.

• Contribute to strategic planning initiatives, campus master planning, and deferred maintenance prioritization.

• Assist in the development and implementation of policies, procedures, and standard operating protocols.

• Support vendor selection processes, including RFP/RFQ preparation, bid evaluation, and contract monitoring.

• Participate in emergency planning and after-hours response coordination as needed.

• Supervise administrative or technical support staff involved in budget, analytics, or HR coordination tasks.