Associate Director of Facilities Management-M

Associate Director FM-Modernization

Department:

Facilities Management

Date:

November 2024

Supervises:

FM Project Mgmt./Planning Staff

Supervisor:

Director of Facilities Management

Job Description

Purpose:

Position is responsible for the supervision, reporting and oversight of project management operations including delegation of work, coordination of work plans, work order coordination, quality control inspection and enforcement and associated HUD compliance. The position will also work closely with contractors and vendors performing work for the Authority. Position shares responsibilities with other senior staff in the preparation of the Annual and Five-Year Physical Needs Assessments and Capital Improvement Plan.

Essential Tasks of the Position:

Oversees and directs open projects/contracts for the department

• Assists in establishing and monitoring of the departmental goals, objectives and tasks

• Assists in establishing and monitoring departmental performance indicators

• Assists in the preparation of the written assessment of physical conditions and the department's Annual and 5-year Physical Needs Assessment

• Assists in preparing Annual Management Needs Assessment

• Conducts and is responsible for quality control inspections of modernization work

• Reviews and assists in preparation of procurement actions for bid specifications in alignment with HUD/State regulated procurement rules

• Prepares work specifications

• Responsible for safety assessments in the workplace

• Recommends manpower utilization and prepares manpower status reports

• Reviews project management workload, schedules, personnel assignments, and status of all on-going projects

• Coordinates, monitors and oversees compliance with federal, state and local regulatory agencies

• Assigns specific duties and special projects to personnel, considering individual knowledge and experience.

• Reviews reports, PIH notices and other records prepared by personnel for clarity, completeness, accuracy and conformance with agency policies and regulatory requirements.

• Forwards approved reports and records to Department Director for action

• Plans, conducts (or arranges for) orientation and training of department personnel

• Coordinates leave requests, assists in evaluation of staff performance, initiates commendations and disciplinary actions and approves time sheets

• Reviews and approves funding applications prepared by staff

• Works closely with other departments on budgeting, operations, and reporting

• Maintains working knowledge of state/federal regulations specific to modernization and development sub-functions and public housing in general

• Participates in obtaining current training and information relative to professional responsibilities

• Interrelates with residents, community organizations, third-party entities, vendors, suppliers, outside agencies and the public in person/phone, answers inquiries, responds to complaints, schedules appointments, negotiates contracts and provides general information relative to agency’s modernization and development functions

• Maintains a high degree of confidentiality

• Performs special assignments

PROVIDENCE HOUSING AUTHORITY

Position Description

• Supervise and work with vendors performing work at the Authority

• Other tasks associated with a position at their level in the organization

Assists in the supervision of operations personnel

• Assumes command in the absence of the department director

• Assists in the supervision of all on-going projects

• Recommends personnel to job locations to the director

Secondary Tasks of the Position:

• Represents the department director in his absence when requested

• Develops cost-savings methods of performing tasks

• Prepare reports and give presentations, as requested

• Supervises/conducts product research and development

• Other Duties as assigned

Position Requirements and Qualifications:

Education Level

• A four-year degree from an accredited college or university with a degree in civil engineering, architecture, facilities management, business management / administration or planning. Graduate degree preferred. Education requirement may be waived if applicant has demonstrated competence in the criteria cited and has at least 5 years of experience in the field.

Experience in Related Field

• Five years senior management experience in administrative management with emphasis on facilities management operations

• Five years of senior management experience in public housing operations

Knowledge, skills, abilities, licenses and certifications

• Senior management experience

• Knowledge in the principals and practices of management

• Working knowledge of carpentry, plumbing, electricity

• Working knowledge and familiarity with building trades

• Knowledge of Rhode island and Providence building codes

• Ability to prepare clear and concise reports

• Ability to undertake operations research

• Ability to schedule operations

• Ability to establish monitoring and evaluation systems

• Ability to lead and direct staff

• Ability to work in a diverse workforce

• Skillful at making presentations both orally and in writing

• Knowledgeable of the federal public housing program

• Skillful at dealing with people

• Working knowledge of public administration practices

• Ability to maintain confidentiality

• Ability to represent the PHA before diverse audiences

• Knowledgeable of various planning concepts, particularly related to facilities management

• Ability to work flexible hours to meet demands of the position

• Ability to work under pressure and meet tight deadlines

• Working knowledge of inventory, administration and control systems

• Familiar with federal procurement regulations

• Ability to write bid specification packages

• Ability to read blueprints

PROVIDENCE HOUSING AUTHORITY

Position Description

• Valid unrestricted driver’s license (Class C)

Working Conditions:

Environmental Parameters

• Ability to work in an office environment

• Ability to work in the field under various weather conditions

• Ability to work in public housing and construction environment (hot, cold, humid, dry and wet)

• Ability to work in environment with conditions which may include: fumes, odors, gases, chemicals and dust as well as decibels in the range of 30-65

• Ability to work in hazardous and adverse conditions, such as: sleet, snow, dust and dirt, as well as cramped quarters and high places

Work Schedule:

• Ability to work 35-hour week

• Ability to occasionally work flexible hours to complete essential tasks and special projects, as assigned

• Must have the ability to be on-call 24 hours a day, seven days a week including holidays

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

The requirements for this position are indicative of the physical and mental capacities needed to satisfactorily perform the duties for the position. Reasonable accommodations, as required by the Americans with Disabilities Act will be granted wherever possible