Facilities Management Job Description
Provide fiscal leadership (budgets, reporting, analysis) for the
Campus Operations departments (Facilities Management, Capital
Projects, Dining Services, Events Management and Campus Safety) and
in coordination with the college Finance Office, develop, oversee
and monitor the college’s capital renewal and replacement budgets.
Forecast and develop the annual college utility, rental properties
and operating budgets for Facilities & Operations (F&O).
Direct and provide leadership and administrative oversight of the
college rental properties portfolio. In coordination with Five
College Risk Management Office, manage and evaluate the property,
auto and liability insurance coverages and associated claims
processing for the college. Assess and conduct research to develop,
update and modernize F&O policies and procedures. Manage the
accounts payable and accounts receivable processing for the
departments. Focus on developing and monitoring a set of key
performance indicators, and metrics, for each department of
F&O, in partnership with the leader of those departments and
the Associate VP for Facilities & Operations.
Take appropriate actions to support a diverse workforce and
participate in the College's efforts to create a respectful,
inclusive, and welcoming work environment.
Financial Analysis (35%)
Administer, monitor, analyze, and report financial results of
Finance and Operations capital, renewal and operating fund budgets
totaling multi-million dollars annually. Establish quantitative and
qualitative metrics, guidelines, and standards by which the
departments’ finances can be evaluated; identify opportunities for
improvement and efficiencies. Inform administrators of expenditures
in relation to budget goals. Consult with department administrators
to develop and prepare the annual operating, renewal and
replacement budgets for the college budget office and monitor
capital project expenditures; review organizational expenses with
department heads to ensure budget compliance. Analyze and report
monthly expenditures for the college’s utility budgets, review
energy consumption patterns and execute the purchase of energy
commodities to meet college utility budgets. Frequently communicate
with the college finance offices in order to develop and maintain
financially sound and efficient business practices. In consultation
with the Associate VP for Facilities & Operations authorize
budget expenditures, determine funding source and direct budget
transfers between departments or funds. Assist the Associate VP for
Facilities & Operations in establishing and implementing
strategic and long-range plans for F&O to achieve financial
objectives and which comply with and enhance the college strategic
Accounts Payable & Receivable Management
Manage the department’s accounts payable processing, departmental
expenditures, billings, journal transfers and account allocations.
Determine funding source and establish fund and renovation accounts
in the college’s financial record system. Work with vendors,
consultants, and college staff to develop efficiencies in the
accounts payable and financial reporting processes for the college.
Determine processes and policies for timely collection of F&O
Real Estate Portfolios (20%)
Supervise outside managers of the college real estate holdings,
etc. Meet regularly with staff and communicate needs of the
college. Partner with the Associate VP to develop and execute
strategic plans regarding real estate holdings.
Utility Analysis & Procurement (15%)
Manage the college’s energy procurement function, reviews contracts
and pricing. Collaborate and advise Associate VP for Facilities
& Operations, Assistant VP for Facilities and Grounds and Chief
Engineer on commodity usage strategies. Develop reports and
analyzes monthly utility usage data for the college.
Risk Management and Other Duties (10%)
Serve as primary contact for risk management issues and communicate
insurance issues to the Five College Risk Management Office and
document insurance claims for reimbursement. Train and assist
department heads in interpreting budget reports, forecasts and
communicate procedures and policies. Communicate new directives,
policies, or procedures to managers and operations staff as
necessary. Represent F&O departments on various college
committee assignments and attend professional development seminars
and conferences to enhance professional skills. Provide leadership
in policy development and interpretation for F&O and analyze
departmental staffing structures and work processes, identify
opportunities and recommend effective solutions to better allocate
resources for improved productivity, and workflow. Initiate and
ensure best practices are followed to meet departmental goals. Work
closely and collaboratively with college Controller’s Office and
Purchasing Office in conducting organizational audits. Complete
special projects in a wide range of possible areas involving
Facilities and Campus Operations, as assigned by the Associate VP.
It is possible other small functional units or functions may be
added to the positions oversight responsibility.
All employees are expected to participate in the College's
efforts to create a respectful, inclusive, and welcoming work
Minimum Qualifications (knowledge, skills, education,
experience, certifications, licenses)
Bachelor’s degree and 5 to 10 years of relevant experience and or a
combination of education and experience.
Experience working with individuals from diverse
Master’s degree in business is preferred.
Must be highly organized, detail oriented, efficient and effective.
Demonstrated ability to communicate clearly and concisely, both
orally and in writing; to exercise effective and independent
professional judgment; to establish and maintain collaborative
working relationships with faculty, staff, and external
Experience in budget monitoring and development. Previous
procurement experience, which includes bidding and specification
development. Demonstrated ability to operate with the highest
degree of integrity and confidentiality and to creatively identify
and implement solutions. Ability to interact with people at all
levels of the organization. A working knowledge of software
applications including MS Office suite and computerized financial
records systems is required. Experience with tracking and utilizing
key performance indicators to drive organizational efficiency and
Please attach BOTH a current resume and a cover letter in
order for your application to be considered for this position .
You may combine your resume and cover letter into a single file
or attach multiple files to your application, but BE SURE you have
provided all attachments BEFORE SUBMITTING your application.
You will NOT be able to attach additional files after you have
hit the Submit button.
Review of applications will begin
May 25, 2021
About Smith College
Located in Northampton, MA, Smith College is one of the largest
women’s colleges in the country and is dedicated to excellence in
teaching and research across the liberal arts. A faculty of
outstanding scholars interact with students in small classes, as
advisors, and through student-faculty research projects. The
College is a member of the Five College Consortium with Amherst,
Hampshire and Mt. Holyoke Colleges, and the University of
Massachusetts Amherst. Students cross-enroll and faculty
cross-teach across the Five Colleges.
Smith College is an Affirmative Action/Equal Opportunity employer
and does not discriminate on the basis of race, gender, age, color,
religion, national origin, disability, sexual orientation, gender
identity and expression or veteran status in the recruitment and
employment of faculty and staff, and the operation of any of its
programs and activities, as specified by all applicable laws and
regulations. Women, minorities, veterans and individuals with
disabilities are encouraged to apply.