Building Operations Manager

Job Summary:

Reporting to the Associate Director of Facilities Management, the Building Operations Manager oversees the daily operations of campus buildings, supervises building operations staff, and manages maintenance, vendor services, and assigned renovation projects. The position ensures effective use of the work order system, coordinates closely with the Building Systems Manager on operational and systems-related priorities, and maintains high standards of service, safety, and responsiveness for building occupants. The role also supports emergency management efforts and shares on-call responsibilities.

This is an essential, on-campus critical position for HRI operations. During emergencies or severe weather, the employee must report to campus to perform non-deferrable work and may be called in outside of their regular schedule.

Job-Specific Responsibilities:

Essential Duties and Responsibilities: 

• Manages the daily operations of HRI campus buildings including supervising building operations staff: planning, assigning, and reviewing work, training, and conducting performance appraisals.
• Manages maintenance and operational work order system, including intake and prioritization as well as assigning, closing, and analyzing work-order data to inform leadership decisions.
• Implements maintenance work practices that protect the environment and support the health, security, and comfort for all building occupants.
• Oversees daily building services provided by third-party vendors and contractors (custodial, security, elevators, pest control, landscaping, lighting, furniture, etc.). 
• Works in close coordination with the Building Systems Manager to align priorities for maintenance and repairs; coordinates scheduling of work that affects building systems, access, and occupants; shares information on recurring issues and needed improvements; and cross-trains on key processes to ensure coverage.
• Supports and provides backup to the Building Systems Manager for maintaining and updating FINS system protocols and information, and as needed assists with programming and maintenance of the Siemens Citrix system, Siemens BMS, automated lighting systems (Lutron, Wattstopper), and the life safety preventive maintenance program.
• Manages office reconfigurations and relocations.
• Project manages assigned renovations and building improvement projects.
• Provides support for Radcliffe events and programs by coordinating facilities operations: custodial, security, and building access needs.
• Acts as liaison for University provided services including but not limited to procurement, police, security, parking, and transportation. 
• Maintains and updates building documentation, including AutoCAD drawings, plans, egress diagrams, and operations & maintenance (O&M) files.
• Manages security systems: update IDs, clearance, access control, door scheduling, key inventory.
• Actively participates in the Local Emergency Management Team (LEMT) and supports emergency planning and response, participating in tabletop exercises and communicating related plans.
• Shares on-call responsibility with other members of the facilities department.
• Purchases building supplies, furniture and other materials in support of department as approved. Maintains accurate inventory and manages storage space.

Supervisory Responsibilities:  

• Supervises the work of assigned staff.

• Carries out supervisory responsibilities according to the Institute’s/University’s management policies, procedures, and any applicable laws.

Working Conditions:

• Work is primarily performed in an office environment; but, significant time is also spent in a variety of other settings, including classrooms, residential buildings, mechanical rooms and other spaces with difficult access, as well as outdoors across campus.

• Regular exposure to typical building-maintenance environments, including dust, dirt, noise, vibration, and odors from paints, solvents, cleaning agents, and other maintenance materials.

• May be exposed to hazardous materials, caustic chemicals, and cleaning materials; appropriate training and PPE are provided and required.

• Frequently required to work in areas with fluctuating or extreme temperatures (hot or cold mechanical rooms, unconditioned spaces, and outdoor locations) and under inclement weather conditions (rain, snow, ice, heat, cold).

• The noise level in the work environment is usually moderate, but can be loud at times (e.g., near mechanical equipment, power tools, or during construction activities).

• In emergency situations, must be able to work from campus and outside of traditional business hours.

Physical Requirements:

The demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.   

• Frequently required to stand and walk for extended periods; bend, stoop, kneel, crouch, crawl, and climb/balance on ladders and stairs in order to access work areas and equipment.

• Mobility of arms and hands to reach, lift, carry, and manipulate tools, supplies, and small components; manual dexterity to operate hand and power tools, computers, mobile devices, and other equipment.

• Ability to frequently lift, carry, push and/or pull objects in excess of 50 pounds, and to move heavier items with the aid of dollies, carts, or other mechanical assistance.

• May be required to work at heights above ground level (e.g., step ladders, extension ladders, scaffolds, man-lifts, roofs) and in confined spaces (e.g., mechanical rooms, utility chases), following all safety procedures.

• Visual acuity and hearing is required to safely perform maintenance tasks, read work orders, labels, gauges, and computer screens, and to detect warning signals, alarms, and unusual equipment noises.

• Personal protective equipment (PPE)—including, but not limited to, safety footwear, eye and hearing protection, gloves, and respiratory or fall-protection equipment—must be worn when required and in accordance with University and Facilities Management safety standards.

• The position involves frequent walking between buildings and campus locations; the employee must be able to occasionally travel to off-campus locations as well.

Qualifications

Basic Qualifications:

• Bachelor’s degree or an equivalent combination of education, training, and experience.

• Five years of experience in building or property management; two to three years of which must be in a supervisory role. Demonstrated experience in maintenance management systems, digital control systems, building operations and life safety systems is required.

• A valid U.S. driver’s license.

Additional Qualifications and Skills:

• Demonstrated ability to manage and follow through on multiple projects and priorities, meet deadlines, and work both independently and as part of a team.

• Excellent customer service skills and ability to effectively interact with a diverse constituency (vendors, contractors, faculty, staff, fellows, students, and tenants) is critical. Collaborative approach that supports holistic, campus-wide facilities operations.

• Ability to learn and adopt new technology in regular work is essential. Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and in the use of audio-visual equipment, and computer-aided floor plan software (HRI uses space mapping software called Centerstone).

• Certified Facilities Manager (CFM) designation or related designations (FMP, SFP, LEED, PMP) are desired.

• Experience in a fast-paced, team environment, in a higher-education environment is preferred.

Additional Information

• Standard Hours/Schedule: 40 hours per week.
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position.
• Pre-Employment Screening: Identity, Education, Employment, Certification/License, Motor Vehicle Record.
• Cover Letter: Please note that cover letters are required for every application for a position at the Radcliffe Institute. Please combine your cover letter and resume into a single document that is uploaded when you are instructed in the application.

Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 056. Please visit  Harvard's Salary Ranges  to view the corresponding salary range and related information. 

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to: 

• Generous paid time off including parental leave 
• Medical, dental, and vision health insurance coverage starting on day one 
• Retirement plans with university contributions 
• Wellbeing and mental health resources 
• Support for families and caregivers 
• Professional development opportunities including tuition assistance and reimbursement 
• Commuter benefits, discounts and campus perks 

Learn more about these and additional benefits on our Benefits & Wellbeing Page. 

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.