Executive Director - Facilities Business Operations

General Summary of Position: 

Working in close coordination and strategic integration with campus departments including Budget and the Controller’s Office the Executive Director of Facilities Management Business Operations provides comprehensive leadership and oversight of fiscal, procurement, administrative, and business services for the Facilities Management Division, ensuring seamless operational continuity and alignment across all business units. This role ensures sound financial stewardship, operational continuity, regulatory compliance, and data-informed decision-making in support of institutional priorities, customer service excellence, and continuous improvement.

Essential Job Duties:

• The position is responsible for providing analytical, policy, and operational leadership to ensure Facilities Management business functions are effectively governed, controlled, and continuously improved.
• Prepare executive-level financial, operational, and policy reports to support decision-making and strategic planning.
• The role operates with significant independence under the general direction of the Associate Vice Chancellor for Facilities Management, with secondary accountability to the Executive Director of Budget.

Financial Oversight and Budget Management:

• Provide leadership for the development, tracking, and reporting of all phases of annual operating and utility budgets, capital programs, and deferred maintenance budgets; develop and recommend long-range financial forecasts.
• Ensure effective financial management, internal controls, and policy compliance across divisional operations, including procurement, ProCard administration, invoice processing, inventory management, expense reimbursement, position control, overtime, project close-outs, chargebacks, and stewardship of financial records and resources.
• Oversee accounting and financial reporting activities to reconcile, adjust, and maintain operating accounts supporting monthly financial statements exceeding $30 million.
• Provide financial, statistical, and trend analysis to identify emerging issues, evaluate business strategies and policy initiatives, and support informed decision-making by Division leadership.
• Coordinate and manage changes to financial processes and business systems, including communication, training, and implementation.
• Direct financial and business operations staff; regularly assess roles, capabilities, and organizational structure, and implement changes as needed.
• Ensure timely and accurate payment of utility-related invoices, including supply, delivery, and commodity credits.
• Manage Facilities Management financial data requests and reporting for special projects, including FEMA/MEMA, Gordion, Attain, and similar initiatives.

Business Operations, Procurement, and Systems Oversight:

• Provide division-wide oversight of the procurement lifecycle for construction, maintenance, repair, supplies, and services, ensuring compliance with University and State regulations; effective coordination with the Unified Procurement System Team; vendor qualification and documentation; sourcing of specialty or high-cost items; and continuous improvement of procurement policies, systems, tracking, and performance measures.
• Provide administrative accounting and technical systems support for the Division, including needs assessment and coordination to ensure continuity, reliability, and integration of departmental financial systems.
• Coordinate with Information Technology and Facilities Information Systems leadership on the acquisition and lifecycle management of business equipment, software, and related systems.
• Oversee Facilities Management business systems and web platforms to ensure accuracy, consistency, and alignment with divisional objectives.
• Provide leadership in business policy development, long-range planning, asset control, and effective resource utilization.
• Provide leadership and oversight for Division-wide asset control, including inventory management, tracking, and excess property administration.
• Coordinate data collection and reporting for Sightlines and other benchmarking vendors.

Administrative Oversight and Executive Support:

• Oversee division-wide administrative and office operations, including standard operating procedures, records management, departmental billing, timekeeping, communications, and office systems, ensuring efficiency, consistency, and compliance.
• Oversee and implement Facilities Management business operation strategies, including newsletters, digital content, and web-based platforms, ensuring timely, accurate, and consistent messaging.
• Provide administrative and executive support to the Associate Vice Chancellor, Executi