What are the responsibilities and job description for the Head of Campus Operations position at Portledge Lower School?

About Portledge School :

Portledge School was founded in 1965 and is located on the beautiful North Shore of Long Island. Approximately fifty minutes (28 miles) from NYC by train, Portledge is nestled on a pastoral 63-acre tree-lined campus that is known for its cherry blossoms in spring. Enrolling approximately 535 students in grades PN-12, Portledge offers a competitive college preparatory program in a warm, inclusive community. We seek to inspire our students to realize their individual potential by developing critical thinking skills and moral courage necessary for lifelong learning in an increasingly complex world. Portledge is fully committed to a culturally diverse faculty and student body.

Job Description :

This is a full-time, 12-month position reporting to the Chief Financial Officer.

The Head of Campus Operation is responsible for overseeing the physical infrastructure, safety, security, and efficient operation of all school facilities. This leadership role ensures the maintenance of buildings, grounds, equipment, and systems while safeguarding a safe, secure, and conducive environment for students, faculty, staff, and visitors. The Head of Campus Operations will manage the maintenance & custodial staff, third party security, contractors, budgets, capital projects, and the implementation of policies related to maintenance, safety, and emergency procedures in alignment with the school's mission and goals. The Head of Campus Operations will work closely with organizational leadership to align facility operations with the overall goals of the organization and ensure compliance with all applicable safety, regulatory, and environmental standards.

Core Responsibilities :

Oversee the maintenance, repair, and improvement of all school buildings and grounds, including classrooms, athletic facilities, and administrative spaces.
Ensure compliance with local building codes, environmental regulations, and safety standards.
Develop and manage preventative maintenance programs for building systems such as HVAC, plumbing, electrical, and structural components.
Manage custodial operations ensuring all spaces are clean, sanitary, and meet health standards.
Oversee janitorial staff and / or vendors to ensure thorough cleaning and maintenance routines.
Ensure all outdoor spaces, including athletic fields, courtyards, and playgrounds, are well-maintained and safe for use.
Coordinate with contractors for seasonal maintenance and landscaping as needed.
Ensure all food service equipment is properly maintained and work with food services vendors to schedule any repairs.
Develop, implement, and monitor security protocols, procedures, and systems to safeguard the school's property, students, and staff.
Manage security staff and / or third-party security vendors, ensuring proper supervision and training on crisis management, emergency response, and conflict resolution.
Ensure the school's access control systems, surveillance cameras, and alarm systems are functioning optimally.
Develop and implement emergency preparedness plans, conducting regular drills for fire safety, lockdowns, evacuations, and other crisis scenarios.
Collaborate with local law enforcement and emergency response teams to ensure preparedness and compliance with regulations.
Conduct risk assessments and vulnerability evaluations of school buildings and groundsDevelop and manage the facilities and security budget, ensuring cost-effective practices in all operations.
Oversee procurement and inventory of maintenance supplies, security equipment, and other necessary resources.
Prepare financial forecasts for long-term infrastructure needs and capital improvement projects.
Monitoring spending and resources to ensure spending efficiency
Coordinate with external contractors, vendors, and service providers for major repairs, renovations, and installations in compliance with the school bid, quote, and proposals policy and procedures.
Develop and implement crisis management protocols
Collaborate with the Board of Trustees Risk Management committee
Ensure quality and timeliness of work done by external partners, adhering to contractual obligations.

Ensure all Portledge Maintenance, Custodial, Grounds, and Security staff participate in all annual training requirements.

Work with HR to fill any vacant positions and ensure all new staff members have fingerprint clearance and other required trainings

Ensure compliance with all relevant health, safety, fire, and building codes regulations

Maintain records of inspections, incident reports, safety audits, and maintenance logs.

Provide regular reports to the Head of School and CFO on the status of facilities, security, and ongoing or upcoming projects.

Maintain a schedule of mandatory inspections and certifications, ensuring timely renewal.

Coordinate with the Board of Trustees Buildings and Grounds Committee

Additional Responsibilities :

Lead, mentor, and evaluate the performance of the maintenance and security teams.

Provide ongoing training and development to ensure a skilled and motivated workforce.

Ensure team compliance with safety protocols, operational guidelines, and school policies.

Sit on the Senior Leadership Team and coordinate with other administrators on school and student related events consistent with the school calendar.

Oversee and coordinate student transportation with local school districts through collaboration with division heads.

Oversee and coordinate the Nursing staff through BOCES.

Coordinate with external vendors to ensure all transportation needs are met, including schedule and pricing of field trips and excursions, and on specific school transportation routes.

Qualifications :

Bachelor's degree in Facilities Management, Engineering, Business Administration, or related field advanced degree preferred.

Minimum of 3-5 years of experience in facilities management, including experience in a school, educational institution, or similar environment.

Experience in managing security operations and emergency preparedness plans.

Strong knowledge of building systems, maintenance protocols, and custodial operations.

Excellent project management and organizational skills, including the ability to prioritize tasks and manage multiple projects simultaneously.

Knowledge of security systems, protocols, and best practices in campus safety.

Budgeting and financial management skills, including resource allocation and cost control.

Leadership abilities to manage staff and contractors effectively.

Strong problem-solving and decision-making skills.

Excellent communication and interpersonal skills to interact with all school community members.

Certifications (Preferred) :

Certified Facilities Manager (CFM) or similar credential.

OSHA certification in safety and health.

First aid and CPR certification preferred

Work Conditions :

The role requires flexibility with work hours, as it may include evening, weekend, and emergency on-call duties.

Must be able to stand, walk, climb ladders, and lift objects up to 50 pounds.

Salary Range : $105,000-$120,000

Salary : $105,000 - $120,000

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