Director, Facilities & Information Systems

Director, Facilities & Information Systems

Providence House Mission Statement

Providence House protects at-risk children and supports families through crisis, strengthening communities to end child abuse and neglect.

Reports to: Chief Financial Officer (CFO)

Position Summary: Oversees physical plant operations including all buildings and grounds, utilities, energy management systems and safety/security systems to provide a safe, healthy, and comfortable environment for clients, staff, and visitors. This position also provides oversight of all technical operations related to information systems and end-user training and support to ensure the organization is operating efficiently and securely. This role directly supervises all staff within the Facilities Department and will work in collaboration with external vendors and all levels of individuals within the organization.

Essential Duties and Responsibilities:

Physical Asset Management

• Establish technical guidelines, design standards and best management practices for strategy in support of repairing and modernizing facilities, buildings, vehicles, and related utilities.
• Responsible for the development and maintenance of the Facility Lifecycle Plan to ensure that appropriate inspections, maintenance, and retirement schedules are being followed for facility grounds, equipment, furniture, security, telephones, IT, and fire systems.
• Responsible for annual preparation and control of the departmental facilities and information systems budget and special budgets for future building and remodeling projects.
• Manage all security strategies and functions which include monitoring the systems including alarms, badging system, and cameras as well as managing the security for the 24-hour campus security needs.
• Ensure maintenance of physical structures, HVAC, mechanical, electrical systems, utility systems, and grounds are always in operative and safe working condition.
• Coordinate scheduled and ad-hoc inspections of all grounds, facilities, and company vehicles; approves renovations, repairs, maintenance, installations and makes safety corrective action plans when necessary.
• Oversee the maintenance and repairs of tenant properties, renovations, rent collection, adherence to lease agreements and lease disputes, when applicable.
• Plan, improves, and maintains owned and leased facilities and equipment.
• Provides coordination and direction in the design, review, and specifications of construction and remodel projects with architects and administration.
• Develop and manage the budget and expenditures for infrastructure projects, such as a facility expansion or renovation. Also, ensures compliance with applicable codes, regulations, architectural standards, and contractual requirements.
• Oversee the documentation of needed repairs, vendor bids, maintenance logs, work orders, completion of work etc.
• Monitor safety needs and coordinates and documents the annual schedule of safety drills for all staff.
• Oversees the maintenance and issues keys or other access to various buildings, offices, and mechanical rooms.
• Annually update the organization’s Disaster Plan and Accessibility Plan in compliance with CARF standards.
• Coordinate staff trainings on safety procedures and the Disaster Plan annually and as needed.
• In conjunction with the CFO and Grants Coordinator prepare foundation requests for funding related to facilities repair, expansion, information technology or procurement of equipment.

Staff Management

• Provide leadership and coaching to direct reports (IT Help desk/Data Administrator, Facilities Manager, and volunteers) that develops, drives, and nurtures a culture of planning, responsibility, and accountability to achieve overall business goals.

Inventory Management

• Develop and maintain a timely and accurate inventory tracking and reporting system of “gift in kind” goods and gift cards, and equipment onsite etc. and ensure compliance with reporting requirements (financial audits, insurance, etc.).
• In conjunction with the External Relations Department determine pre-event preparation, staging needs and assist with setting up and tearing down.

Information Systems

• Provides technical assistance, including training and support, to staff on use of data systems. Assists in troubleshooting hardware and software issues.
• Support the day-to-day activities of the computer and security systems and ensure that IT and software licensing and support is up to date.
• Stays abreast of all federal, state, and local regulations pertaining to current and future data processing systems and security standards.

Administrative

• Ensure facility and security compliance with ODJFS, CARF, ODE, OhioMHAS, and all other applicable licensing bodies and local, state, and federal laws.
• Be culturally competent and supportive of diversity in both service to internal and external customers.
• Attend and assist with the organization and execution of Providence House special events including Annual Luncheon, Deck the House, and other agency engagements or events as assigned.
• Undertake other projects as requested by the CFO.
• Assist with childcare duties as assigned.

Qualifications:

• 21 years of age or older
• High school diploma or GED required. Career Technical Education, Associate Degree, Bachelor degree or Master’s Degree preferred
• Experience in Operations, Facilities Management and Information Systems preferred.
• 5- 7 years of operations and facilities management experience
• 3-5 years of supervisory experience overseeing a facilities team preferred.
• Strong Microsoft Office Skills (Word, Excel, PowerPoint, Outlook)
• Practical experience in trades (HVAC, electrical, plumbing, carpentry, utility and mechanical) preferred.
• Valid State of Ohio driver’s license and transportation required.
• Must pass background check and drug screen.

Competencies

• Effective Communications
• Process Oriented
• Builds Collaborative Relationships
• High-Level Integrity and Ethical Conduct
• Analysis and Problem Solving
• Effective Time Management
• Technical Expertise
• Adaptability and Flexibility
• Social Justice and Racial Equity Advocate

Physical Requirements: Candidate must be able to lift 40 pounds without restriction, bend at the waist, grasp, handle, and lift weight overhead, and have mobility in sitting, kneeling, crawling, and running which is required in daily course of work activities.

Position Type/Expected Hours of Work

This is a full-time, exempt position. Typical hours of work and days are Monday through Friday, 9:00 a.m. to 5:00 p.m. Evening and weekend work may be required.

EEO Statement

Providence House is committed to promoting a diverse environment and is proud to provide equal employment opportunities to all individuals regardless of their race, color, religion, creed, gender, age, sexual orientation, national origin, disability, marital status, veteran status, genetic information or any other characteristic protected by federal, state, or local law. In addition, reasonable accommodations for qualified individuals with disabilities may be made to perform the essential functions of the job.