YCBA Facilities Manager

Position Focus :

Responsible for conditions monitoring and maintenance of the museum’s five active sites and facilities project management.

Ensure daily inspection of the facilities and its HVAC mechanical systems are conducted. Evaluate proper operation of all building mechanical systems, determine corrective action needed for repair and implement the solution. This position is one of the museum’s primary responders to be on call 24 / 7. Provide remote operation for all computerized climate monitoring systems. Serve as backup for Director of Operations. Emergency Response team member responsible for providing support, supplies, and immediate response to all YCBA emergencies.

Provide training to operations staff of all building mechanical systems and the computer software required to monitor and run them. Direct, schedule, and supervise building maintenance and custodial services, repairs and alterations, and energy conservation activities. Ensure performance is timely, cost effective, and of high quality. Provide daily schedule and detailed instructions from internally received service requests. Potential opportunity to supervise C&T staff members and review and approve weekly timecards.

Coordinate Yale custodians working in facilities and work with Central Facilities Superintendent to determine cleaning duties and needs. Provide custodians with a schedule and ensure proper coverage for all special events, Yale classes, and YCBA meetings. Supervise the receipt, resource planning and performance of all internally received Facilities Task Requests (FTR).

Develop and manage renovation and alteration projects consistent with the museum’s building conservation plan from start to finish under the direction of the Director of Facilities and Head of Museum Initiatives and Building Conservation. Ensure that Operations staff, vendors and contractors properly care, handle and maintain the building’s raw materials taking care to preserve original materials as projects are executed. Review any changes in aesthetic appearance with the Director of Facilities and the Head of Museum Initiatives and Building Conservation prior to executing the changes.

Maintain records of various types of data, which show the performance of the building management systems (Metasys, Crestron, Nyson), fire protection system, integrated pest management (IPM), etc., and analyze the data gathered to determine performance and corrective action. In conjunction with the Director of Facilities and the Head of Museum Initiatives and Building Conservation, coordinate an Integrated Pest Management protocol. Provide first line support to staff for pest and rodent reports. Collect all found pests and rodents and report to Chief Conservator. Work with University Pest Management contractors to provide access to YCBA facilities.

Coordinate and oversee the on-site work of Yale workers and third-party personnel performing routine maintenance or emergency repairs. Ensure that the impact to the art, the building’s conservation and other aspects of the facility are controlled, taking any necessary and appropriate precautions. Liaise with central Facilities Planners / Project Managers to coordinate and oversee the day-to-day on-site work of outside contractors working on renovation projects. Ensure that the impact to other parts of the building or other mechanical systems is controlled, taking the appropriate precautions. Update the two-week schedule of Operations department activities to provide information for YCBA staff.

Represent the Operations department at weekly meetings related to the planning of special events and arrange for the execution of all facility related items. In partnership with the YCBA’s Special Events team, supervise and assist outside caterers with facilities-related needs.

Essential Duties

1. Reviews and determines staffing needs, job posting requirements, salary guidelines, and labor agreement interpretations for exempt and non-exempt staff in one or more functional department of the University. 2. Manages the administrative support needs for exempt and nonexempt staff and provides recommendations, improvements, solutions and assistance as needed. 3. Manages and monitors technology needs, conducts inventory, and system requirements for the assigned departments. 4. Develops and prepares budgets, financial forecasts, and financial analyses and the actual vs. budgeted performance reports for the departments. 5. Manages the use of facilities in one or more departments including office space, work stations, equipment, and office supplies. 6. Manages administrative support for activities of one or more departments to ensure timely completion of projects. 7. Manages and coordinates training sessions for assigned departments when new policies or practices are adopted. 8. Ensures compliance with University and federal regulations as they apply to the assigned departments. 9. Identifies, plans, and develops administrative policies for the assigned departments. 10. Assists in reviewing and implements University and departmental policies as they pertain to the administrative functions of the assigned department. 11. Assesses and makes recommendations regarding staff development and staffing levels. 12. Monitors, develops, plans, and executes systematic research on user requirements through such mechanisms as surveys, interviews, focus groups and competitive analysis. 13. Manages a staff of exempt and non-exempt employees. 14. May perform other duties as assigned.

Required Education and Experience

Minimum requirement of Bachelor’s Degree in related field and three years of related experience or an equivalent combination of education and experience.

Required Skill / Ability 1 :

Demonstrated understanding reading architectural drawings and blueprints and have a demonstrated understanding of construction methods and building systems, including mechanical, plumbing, and electrical.

Required Skill / Ability 2 :

Proven record of outstanding customer service skills. Ability to supervise and manage a diverse staff and to interact regularly with all YCBA departments, outside vendors, contractors, architects, etc., Outstanding organizational, oral and written communication skills. Ability to work successfully in a fast-paced and changing environment.

Required Skill / Ability 3 :

Developed computer skills using various Microsoft programs.

Required Skill / Ability 4 :

Strong organizational and communication skills with ability to coordinate services, projects, and people. Ability to establish priorities and follow through on multiple projects simultaneously while paying close attention to detail and the museum’s building conservation ethos with minimal supervision under close time constraints.

Required Skill / Ability 5 :

Ability to work with specialty hand and power tools

Preferred Education, Experience and Skills :

Preferred experience working in a museum setting

Physical Requirements

Ability to safely lift 75 lbs.

Weekend Hours Required?

Occasional

Evening Hours Required?

Occasional

Drug Screen

Health Screening

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

Posting Disclaimer

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.