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California State University
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    United States
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    United States
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About

Senior Director of Facilities Management Services
Reporting to the Associate Vice President (AVP) for Capital and Facilities Management Services (CFMS), the Senior Director of Facilities Management Services (FMS) is responsible for the overall administration, coordination, and operational effectiveness of key business, financial, and administrative functions supporting Facilities Operations (skilled trades), Roads & Grounds, Custodial, and moves & Events departments. The Senior Director provides leadership and oversight of administrative operations including financial management, work control systems, asset and performance tracking, and customer service programs. The position ensures that operational and administrative systems effectively support maintenance and operations functions, align with departmental and campus priorities, and promote efficient, data-informed decision-making. As a member of the CFMS leadership team, the Senior Director participates in the development and implementation of operational and strategic plans and serves as a key liaison between facilities operations, planning and construction, and campus stakeholders. Duties & Responsibilities: Provides leadership, management, and oversight of maintenance and operational services within FMS, including coordination of skilled trades (carpentry, locksmith, painting, plumbing, electrical, HVAC), utilities and central plant operations, automotive/fleet services, grounds, custodial, moving services and event set-up services. Directs and integrates the work of managers, staff, and contractors engaged in the maintenance, repair, and operation of campus buildings, infrastructure, and utility systems. Oversees development and implementation of operational processes, procedures, and service delivery standards to ensure efficient, coordinated completion of routine, preventive, and emergency maintenance activities. Leads and oversees administration of the facilities maintenance management system, including intake, prioritization, dispatching, tracking, and reporting of service requests and work orders across maintenance, custodial, grounds, and related functions. Ensures alignment between operational service delivery and administrative systems, including coordination between field operations and centralized work control functions. Establishes service level expectations, prioritization protocols, and resource deployment strategies to ensure responsiveness to campus needs and alignment with operational priorities. Provides operational analysis and problem-solving expertise, including backlog, resource allocation, and workload distribution, to address complex maintenance, utility, and service delivery challenges and recommend improvements. Leads continuous process improvement initiatives, including evaluation of workflows, identification of inefficiencies, and implementation of technology and process enhancements to streamline operations. Financial & Resource Management: Directs development, administration, and monitoring of FMS operating budgets, trust funds, cost recovery programs, and service-related financial activities in coordination with FMS department managers and the AVP. Prepares complex budget plans, financial forecasts, cash flow analyses, and financial reports to support short- and long-term operational planning. Oversees cost recovery and billing processes, ensuring timely reimbursement from auxiliaries and self-support operations and alignment with campus financial practices. Monitors expenditures and financial performance, ensuring alignment with established budgets, operational priorities, and resource constraints. Conducts cost/benefit analyses and develops strategies to optimize resource allocation and improve operational efficiency. Tracks and evaluates project and operational financial performance, including analysis of projected versus actual costs, to inform future planning and accountability. Ensures compliance with CSU policies, ICSUAM requirements, and applicable financial regulations. Collaborates with CFMS leadership to align financial planning with strategic objectives, service level agreements, and operational priorities. Provides financial reporting and presentations to leadership, supporting transparency and informed decision-making. Asset Management, Maintenance Programs & Project Coordination: Oversees administrative support and coordination of preventive maintenance and asset management programs, including tracking of maintenance activities, warranties, and lifecycle data for facilities systems and equipment. Supports implementation and monitoring of preventive maintenance programs aligned with industry standards and regulatory requirements, including coordination of data collection and maintenance records. Monitors operational performance metrics related to asset condition, maintenance compliance, and service delivery effectiveness. Develops, tracks, and provides reports on deferred maintenance and capital renewal activities, including multi-year planning inputs and prioritization of repair and replacement needs. Collaborates with Capital Planning, Design & Construction to support planning, design, and execution of maintenance, repair, and minor capital projects, ensuring alignment between operational needs and project delivery. Monitors project scope, budget, schedule, and quality performance for assigned maintenance and minor capital projects; identifies risks and implements corrective actions as needed. Prepares reports and documentation related to facilities condition assessments, capital planning inputs, and operational performance. Monitors vendor performance and supports administration of service contracts related to maintenance, compliance, and operational services. Coordinates with the Director of Sustainability & Energy Management to support integration of sustainability, energy management, and operational efficiency considerations into maintenance and asset management practices. Organizational Leadership, Customer Service & Compliance: Participates in development and implementation of departmental goals, objectives, and operational strategies aligned with campus priorities. Develops, implements, and monitors performance metrics, service level agreements, and key performance indicators to evaluate program effectiveness. Advises AVP on technical issues related to operations and maintenance departments. Analyzes situations and recommends solutions for consideration. Provides leadership, supervision, and direction to assigned staff, including hiring, performance management, training, and professional development in alignment with applicable collective bargaining agreements and campus policies. Establishes a customer service-focused culture, including development of customer satisfaction programs, feedback mechanisms, and continuous improvement strategies. Builds and maintains strong working relationships with campus stakeholders, ensuring effective communication regarding service delivery, project status, and operational impacts. Serves as a liaison between FMS and campus departments, facilitating coordination and alignment of services and priorities. Ensures compliance with applicable CSU policies, regulatory requirements, and campus standards related to facilities operations and administrative functions. Coordinates with campus partners including Safety & Risk Management, Sustainability & Energy Management, and regulatory agencies to support compliance and operational alignment. Prepares and delivers reports, analyses, and presentations to leadership, supporting strategic planning, operational oversight, and accountability. In coordination with the AVP, develops and implements departmental policies, procedures, and best practices to ensure consistent and effective operations. Participates in relevant trade associations to remain current in industry best practices and serves on campus committees as assigned. Required Qualifications: Education & Experience – Equivalent to a bachelor's degree in business administration, facilities management, public administration, or related field and five (5) years of progressively responsibly experience in administrative, financial, or operational management. Experience should include at least two (2) years of leading or supervising professional staff. Licenses – Possession of a valid driver's license or the ability to obtain by date of hire. Skills, Knowledge & Abilities (SKA's): Regular and reliable attendance is required. Thorough knowledge of facilities maintenance and operations functions, including building systems (HVAC, electrical, plumbing), utilities infrastructure, custodial, grounds, and fleet operations. Knowledge of maintenance management practices, including preventive maintenance programs, work control systems, and asset lifecycle management. Knowledge of budgeting, financial management, cost recovery models, and financial reporting in a complex operational environment. Knowledge of applicable CSU policies, ICSUAM requirements, public contracting practices, and regulatory compliance requirements related to facilities operations. Strong analytical skills to evaluate operational and financial data, identify trends, and develop actionable recommendations. Skill in managing complex operations through subordinate supervisors and staff, including coordinating multiple functional areas simultaneously. Skill in developing and implementing operational processes, performance metrics, and service level standards. Ability to plan, organize, and direct a major functional area supporting facilities operations with minimal supervision. Ability to integrate administrative, financial, and operational functions to support efficient service delivery. Ability to independently develop solutions to complex operational and organizational problems with significant operational and financial impact. Ability to lead and develop staff, including setting expectations, monitoring performance, and fostering a collaborative and accountable work environment. Ability to interpret and implement policies and procedures and recommend improvements based on operational needs. Demonstrated customer service experience requiring a very high level of diplomacy and professionalism. Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems. Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere
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