Job Title:

FACILITIES ADMINISTRATOR

Provider:

United Children and Family Head Start

Employment Type:

Full time

Job Description/ Duties:

Job Summary:

Manage the activities of facilities staff; design professionals and construction contractors to ensure that facilities are completed within time, cost, and quality constraints.  Work with Facilities Maintenance Staff to assure all company expectations are being met and provide direction for all maintenance activities.  Interface with other administrators/supervisors to remove roadblocks and provide service to meet program schedules.

 

Knowledge, Skills, and Abilities

  • Staff Management – ability to promote staff development by using reflective supervision/inquiry, observations and discussions, and the performance appraisal system to assess staff skills and interests, establish professional development goals and plans, and monitor progress
  • Resource Management – ability to exercise prudent stewardship of program resources by making decisions based on program financial reports and applicable federal, state, and program financial requirements (e.g., allowable costs, non-federal share, cost-sharing)
  • Program Planning and Implementation – ability to work collaboratively (directly or through other program leaders) with committees, the policy group, and the governing body by sharing data, problem solving, acting on their recommendations, and/or implementing policies and plans generated by them
  • Observation, Analysis, Planning, Documentation- ability to meet federal, state, and program documentation requirements by ensuring the program maintains accurate objective, complete, timely, and well organized child, family, financial and program records.
  • Communication– ability to build an understanding of the program by communicating its philosophy, mission, and services to staff, families, and the community and by supporting staff to do the same
  • Professionalism/Leadership – ability to provide effective leadership by serving as a role model for families and other staff, communicating positively, understanding and accepting cultural differences, motivating and encouraging, and demonstrating skilled decision making.
  • OSHA/MIOSHA
  • State of Michigan Licensing Rules
  • Local zoning requirements, fire, health, and safety regulations
  • Technical Skills – maintain current understanding of technical processes/equipment, use technology to increase performance/productivity; proficiency in work processing, spreadsheet, and computer research and computer mailbox
  • Teamwork – ability to work on a team, be accountable to the team, work to meet established deliverables, appreciate view of team members, and be respectful

Job Duties and Responsibilities

Program Planning and Implementation

  • Ensure compliance with the Head Start Program Performance Standards and other Regulations
  • Attend policy group meetings as requested by the Executive Director serving as  a resource or trainer being the lead staff on the Facilities Committee
  • Formulate current and long-range programs, plans, and policies for  the Facilities Department
  • Coordinate moving office furniture, fixtures and equipment within and between sites to support staff changes, relocations, remodels and program expansion
  • Ensures that facilities/equipment is appropriately maintained.
  • Provide routine inspections of interior and exterior areas and follow up to insure areas are free of safety hazards, trash, weeds and other foreign materials etc.
  • Establish and implement systems to ensure that timely and accurate information regarding facilities is provided to parents, policy groups, staff, governing body, and the general community
  • Establish and maintain efficient and effective record-keeping systems to provide timely and accurate information regarding pertinent Facilities activities
  • Establish and maintain efficient and effective reporting systems that generate periodic reports of facilities operations and generate official reports for Federal, State, and local authorities as required by applicable law
  • Participate in the  annual  self-assessment of effectiveness and progress in meeting program goals and objectives and in implementing Federal regulations
  • Establish and implement procedures for the ongoing monitoring of Facilities operations to ensure that these operations effectively implement Federal regulations
  • Work with the Human Resources Administrator to  ensure the recruitment and selection of well-qualified staff who possess the knowledge, skills, and experience to provide high quality comprehensive, and culturally sensitive services to children and families in the program
  • Manage financial aspects of the Facilities Department, including purchasing, budgeting and budget review
  • Lead the Facilities department’s operational and strategic planning, including fostering innovation, planning projects and organizing and negotiating the allocation of resources
  • Direct the planning, designing, construction, and maintenance of facilities
  • Direct and participate in the in the development, interpretation, evaluation, and recommendation of policies, procedures, rules, and regulations for the effective operation of the program
  • Obtains and documents quotes/bids; evaluate proposals for specification compliance and makes recommendation of award
  • Reviews and /or inspects work for quality, accuracy, and completeness
  • Coordinates and/or acts as a liaison between agency and other agencies, organizations, suppliers, etc.
  • Ensure compliance with applicable federal, state and  local laws, regulations, and agency rules, standards and guidelines
  • Develop appropriate safety and service plans to alleviate risk, provide protection, etc.
  • Monitor and evaluate operations, programs, processes and practices for quality and effectiveness; makes recommendation for improvement
  • Approve, sign and implement applicable documents, actions, processes, programs, etc.
  • Collaborate with Health and Education Specialists to establish and implement policies and procedures to respond to emergencies
  • Oversee the facilities budget and conduct monthly review on expenditures to assure expenses are controlled and budget goals are met
  • Institute programs to enhance equipment utilization and increase efficiencies on work centers
  • Support quality initiatives and provide resources for change control, validation, maintenance training, and development   of engineering standards and good engineering practices
  • Responsible for maintain a spare parts inventory to service company equipment
  • Responsible for development/implementation of a process for qualifying critical parts
  • Required to communicate agency and maintenance goals to the maintenance department through staff meetings and respond to feedback and concerns generated by the Maintenance staff
  • Support agency goals and maintain a safe work environment to assure there are no lost time accidents in the Maintenance Department
  • Work with Center Supervisors, and Program Specialists, or other staff to identify and resolve issues and problems to assure facilities and equipment are maintained and available for program service schedules
  • Provide resources to assist in training and development of training guidelines
  • Foster and incorporate safety awareness
  • Collaborate with Health, Nutrition, Education and Education and Child Development Specialists to establish and implement hygiene, sanitation, and disinfection procedures
  • Collaborate with Education and Child Development Specialists to ensure developmentally appropriate indoor and outdoor environments that are safe, clean, attractive, and conducive to learning
  • Provide for the maintenance, repair, safety and security of the facilities, materials and equipment
  • Maintain records, prepare reports, and compose correspondence relative to the work

Supervision and Training

  • Manage facilities staff including supervision, scheduling, development, evaluation and disciplinary actions
  • Communicate agency and service area goals to the facilities team through staff meetings and respond to feedback and concerns generated by the Facility Services staff
  • Coordinates activities by scheduling work assignments, setting priorities, and directing the work of facility staff
  • Evaluate and verify staff performance through the review of completed work assignments and work techniques
  • Identify staff development and training needs and ensures that training is obtained
  • Complete necessary performance assessments of Facilities staff

Community Relations/Public Affairs

  • Where appropriate, represent the organization to the external market, as well as internally through the application of community relations and marketing activities
  • Expand outreach efforts and referral networks to ensure effective partnerships are formed
  • Attend community group meetings and maintain contacts with colleges and universities, community partners, social service agencies, vendors, Head Start and Early Head Start parents, and the general public

Requirements/Credentials:

Bachelor’s Degree in Facility Maintenance Management with a concentration in Environmental Health and Safety Systems or a similar field. Five years experience

Benefits:

Medical, Dental, Short and Long Term Disability, Life Insurance, 401K , Professional Development

How to Apply:

Mail

Human Resources

United Children and Family Head Start

9641 Harper Avenue

Detroit, Michigan 48213

Mgould@ucfhs.org