Director of Facilities

Description

The Dallas Children's Advocacy Center is seeking an experienced Director of Facilities for our 56,000 square-foot building. 

GENERAL DESCRIPTION: The Director of Facilities manages and oversees the DCAC 56,000-square-foot building and facilities team that services the employees and clients of DCAC.

Number of Staff Supervising and positions:

• Building Engineer
• Security Guard
• IT Contractual Services

ABOUT DCAC: The mission of the Dallas Children's Advocacy Center is to improve the lives of abused children in Dallas County and to provide national leadership on child abuse issues. DCAC is a non-profit organization and the only agency of its kind in Dallas County, working in agreement with public and private agencies to investigate, prosecute, and provide healing services for child abuse cases in Dallas County.

We reduce the victimization of the child, remove barriers to investigation and treatment, and enhance criminal prosecution with our distinctive multidisciplinary and united approach to these complex and severe cases, all at no cost to our clients. Each year, DCAC serves over 13,000 children and their non-offending family members.

We are a national and international leader in the Children's Advocacy Center movement, recognized for our expertise in the identification, investigation, and prosecution of child abuse cases; cutting-edge clinical services and programs for the victims and their non-offending family members; and our community and professional training programs.

Everyone involved in DCACs work shares a common set of core values:

• The children come first in all that we do.
• We operate as a seamless team.
• Each of us acts with a servants heart.

In 2018, DCAC was named a Best Place to Work by Dallas Business Journal

ESSENTIAL DUTIES AND KEY RESPONSIBILITIES:

Leadership and Management:

• Provides supervised staff clear instructions and authority to accomplish delegated responsibilities and maintains appropriate oversight over delegated tasks.
• Works closely with the Chief of Staff and Director of Finance in developing and managing DCAC’s facilities-related budget and monitoring costs against the budget.
• Promotes a culture of high performance, high ethics, and continuous improvement.
• Prepares and presents annual performance evaluations, demonstrates fairness in criteria for performance appraisals, and sets goals; assists supervised staff in setting goals that are attainable and relate to the strategic plan for DCAC.
• Devotes appropriate time to coach, train, and mentor staff.
• Appropriately informs directors and their team on agency issues or updates with weekly/monthly staff meetings.
• Ensures staff follow the safety and security guidelines the operations department outlines.

Building Management:

• Oversees administrative property management functions, including, but not limited to, asset management (including maintaining inventory lists for IT equipment), preventative maintenance systems, inventory management, capital improvement projects for the building, procurement under the procurement guidelines, HIPAA regulatory compliance for IT systems, and quality assurance.  
• Monitors foreseeable security risks and maintains emergency and security plans, including emergency preparedness and strategies for maintaining facilities-related systems.
• Works with the Chief of Staff and agency leadership to assess staff capacity for building offices/cubicles and assist in determining departmental needs.
• Oversees building safety (background checks on vendors), accessibility of the office environment, and facility and security staff support for agency events and meetings.
• Assists with managing training room bookings and scheduling needs for internal and external staff use and ensures facilities staff set up the rooms according to the user's needs, i.e., board meetings, special events, trainings, etc.  

Procurement, purchasing, and contract management:

• Adheres to procurement policy and functions for DCAC supplies and equipment to purchase competitively, without prejudice or favoritism, and to seek the maximum value for every dollar expended at DCAC following organizational policies, grant regulations, and best practices.
• Creates RFPs (requests for proposals), invitations for bids, and contracts related to services over $5,000.
• Serves as an organization-wide leader on real property (e.g., lease management and facilities management); technology services; risk management; security management; energy management; and property management; review contracts and contractual amendments within areas of responsibility and forward contracts to Chief of Staff and the CFO for review and then to the CEO for final signatures and make recommendations, if necessary, for contract changes.  
• Oversees relationships and contracts with vendors that include equipment rentals,
  Maintenance, facilities, tenants, etc.; revisit and renegotiate for improved services and cost
  savings as needed and forward to the Chief of Staff and CEO for final approval.   
• Works with the Chief of Staff to oversee, manage, and monitor all business contracts, including vendor management, negotiation, and renewal processes.  
• Develops and manages an equitable contracting and procurement system that includes vendors considered small businesses, minority-owned, female-owned, etc., and educates and trains staff to understand and carry out the policy.
• Coordinates official lease activities for building tenants, including corporate letters of agreement, various insurance contracts, leases, and other legal documents and agreements, in collaboration with the Chief of Staff and/or Chief Financial Officer and CEO.
• Creates, implements, and manages SOPS (standard operating procedures), policies, tools, and contractual templates for contract management and storage as needed and as it relates to facilities operations.  

Event Support & Operations:

• Provides logistical support for event operations, including coordinating the pickup and drop-off of U-Haul vehicles and other transportation needs for events.
• Facilitates trips to the agency’s storage units to retrieve and return items needed for events.
• Visits vendor locations to pick up or deliver event supplies and materials, ensuring all items are accounted for and meet event requirements.
• Provides onsite event support for events that take place at DCAC, currently Holiday of Hope, Mahjong for a Mission, Lecture Series events, and all training center activities. Support will include overseeing vendors and assisting with event set-up and break-down. Some event support may occasionally occur during evenings and weekends.
• Supports for offsite events, including logistical needs for the Crimes Against Children Conference and other offsite events, currently Aim for Advocacy and Art for Advocacy, including transporting and organizing materials, equipment, and supplies.
• Collaborates with the Advancement Team, Conference Team, Education Team, and other departments to efficiently meet event and facility-related needs while ensuring alignment with agency standards.

Compliance:

• Creates and updates agency business continuity plans to ensure operational policies, systems, resources, and training for effective office administration, security, safety, technology support, and emergency protocols are in place.
• Provide high-quality and timely support to all DCAC programs that follow all local laws, grant awards, contracts, DCAC policies, and standard operating procedures.
• Ensures onboarding systems are in place for new staff, i.e., entrance badges, key cards, display of lanyards, use of the Centegix emergency alert system, etc., and ensures visitors to the building are properly identified and checked in at the front desk.  

Customer Service:

• Ensures facilities department achieves resolution of pending facilities-related issues, questions, and support requests.

Information Services:

• Oversees and ensures the outsourced IT consultant provides the necessary IT infrastructure, hardware management, vendor management, and user support services as defined by their contract and agreement.
• Plans, aligns, and works with the Chief of Staff and other agency leadership and IT Consultants to ensure the agency’s organizational objectives and strategic goals are accomplished.
• Works with IT Consulting to create and manage IT policies for the agency’s cybersecurity, data privacy, and IT governance and assists with educating and training staff on such policies.
• Provides oversight and communication with agency staff and vendors regarding technology planning and utilization, integration of IT systems, voice and data networks, and telecommunications.
• Ensures a secure and quality IT infrastructure for the effective delivery of IT services across the organization without interruption and keeps track of all network issues and communicates with IT consultants to ensure issues are properly fixed promptly.
• Identifies and champions opportunities for streamlining and improvement of technology, including integration across applications and workstream efficiencies.

Other Duties:  

• Other duties as assigned.  

Competencies Required:

• Budget Oversight
• Collaboration
• Communication
• Developing Others
• Leadership
• Project and Vendor Management
• Staff Management

Qualifications

Education and experience: bachelor's degree in business administration, or similar, from an accredited university with 3 years of experience working in a director of building management role OR 5 years of experience an equivalent of knowledge, skills and experience.

Required License(s) or Certifications:  Clear and valid Texas Driver’s License

Knowledge, Skills, and Abilities:  

• Knowledge of preventative building maintenance procedures and understanding how a maintenance strategy will impact the agency’s operations.
• Skilled at planning work, setting priorities, and meeting deadlines.
• Ability to negotiate contracts of suppliers of products and services.
• Ability to understand and interpret policies and procedures and apply them consistently.
• Ability to foster and train staff and lead by serving as a mentor.
• Ability to lead change management and incorporate into management practices.
• Ability to work with little supervision while making judgement calls under pressure.
• Ability to maintain client and agency confidentiality.
• Ability to establish and maintain professionally challenging achievement goals and exerting effort toward mastering tasks and a willingness to take on responsibilities and challenges.
• Ability to drive an agency vehicle carefully and within local laws and guidelines, when necessary.
• Demonstrated skills in anticipating and planning for security and emergency management needs.
• Demonstrated experience working with IT vendors and/or managing technology.
• Demonstrated ability to work with all levels of employees, board members, partners, and community.
• Demonstrates a good understanding of standard accounting principles.
• Proficient with Microsoft Office Suite or related software as needed to maintain reports, records, and budgets.
• Excellent presentation and communication skills, both written and verbal, with great attention to accuracy and detail.
• Strong interpersonal skills, ability to listen well and positively represent the organization and its mission.
• Excellent skills in customer service, interpersonal relations, and vendor relations.

WORK ENVIRONMENT:

Work Location: Work must be performed on-site; ability to apply for hybrid work schedule after 90 days of service with DCAC and at the discretion of the Chief of Staff.

Mental and Physical Abilities: Duties are usually performed seated with occasional periods of standing or walking. Limited physical effort is required associated with lifting and carrying objects (less than 25 lbs.).  Prolonged periods sitting at a desk and working on a computer.

Working Conditions: Work may be performed but is not limited to an office environment.

Essential Functions: This job description should not be interpreted as all-inclusive.  It is intended to identify the essential functions and requirements of this position.  The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this job description.

Core Values: Must demonstrate/live our organization’s core values: 1. Put the child first in all we do, 2. Operate as a part of a seamless team, 3. Work with a servant’s heart.

DCAC is proud to be an Equal Opportunity Employer, and we believe in an inclusive culture. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.

BENEFITS:

• 100% Paid Employee Health Insurance-PPO
• 100% Paid Employee Dental Insurance
• 100% Paid Short Term Disability
• 100% Paid Long Term Disability
• 100% Paid Basic Term Life and AD&D Benefits (one times your annual earnings up to $50,000)
• Vision Insurance through Superior Vision
• Pet Insurance through Nationwide
• Legal Services through Freshbenies
• Flexible Spending Account
• Dependent Spending Account
• Six (6) weeks' of paid Parental Leave
• Employee Assistance Plan (EAP)
• Health Advocate
• WellVia Teladoc Program
• 403b Retirement and Contribution Plan with up to a 4% employer contribution
• Supplemental Insurance: Accident Insurance, Hospital Indemnity Insurance, Critical Illness Insurance
• Bilingual Stipend (English/Spanish) of $2,700 annually
• Cell Phone Stipend
• 10 Paid Holidays
• 2 Floating Holidays
• 14 Wellness Days
• 10 Vacation Days 
• DCAC participates in the Public Service Loan Forgiveness Program (PSLF) 

Salary : $50,000