YCBA Head of Facilities

About the role

Reporting to the Yale Center for British Art’s Director of Operations, the Head of Facilities will oversee facilities planning and maintenance for the museum’s portfolio of six leased and owned facilities, including its landmark building designed by renowned American architect Louis I. Kahn.

The position will develop strategic initiatives in support of the programs, collection stewardship, and operations of a world-class university museum, with oversight over facilities project management, risk management, emergency preparedness and recovery, facilities planning, conditions monitoring, and maintenance.

The Head of Facilities is responsible for staff moves, furniture and fixture installation and configuration, waste management, and pest management. The position fields and responds to concerns from museum staff and university colleagues about facilities issues (cleanliness, loading dock traffic, climate, fire safety systems, mail delivery, event support, etc.) while also supporting exhibitions, events, and special projects requiring facilities coordination.

The Head of Facilities will be a key strategic partner in all aspects of the planning, maintenance, and conservation of the museum’s Louis Kahn building and five additional active sites. The position will develop and manage large- and small-scale renovation and maintenance projects consistent with the YCBA’s building conservation plan. The incumbent will ensure that Facilities staff, vendors, and contractors properly handle and maintain the building’s raw materials, taking care to preserve original materials as projects are executed.

The Head of Facilities will provide day-to-day management and leadership for the Center during design, construction, and close-out phases of capital projects involving construction, renovation, and large-scale restoration. This position is responsible for all aspects of facilities planning, including developing and managing budgets, coordinating project schedules, managing relationships with university constituents, architects, vendors, suppliers, and trades.

The Head of Facilities provides oversight over the maintenance of all museum sites, ensuring that facilities are safe and secure. The Head of Facilities manages YCBA Facilities staff while also overseeing custodial and other staff from Yale Facilities that are assigned to work in the Yale Center for British Art. The YCBA Head of Facilities works occasional weekends and evenings.

Responsibilities

• Reviews and determines staffing needs, job posting requirements, salary guidelines, and labor agreement interpretations for exempt and non-exempt staff in one or more functional departments of the University.
• Manages the administrative support needs for exempt and non-exempt staff and provides recommendations, improvements, solutions, and assistance as needed.
• Manages and monitors technology needs, conducts inventory, and system requirements for the assigned departments.
• Develops and prepares budgets, financial forecasts, and financial analyses and the actual vs. budgeted performance reports for the departments.
• Manages the use of facilities in one or more departments including office space, work stations, equipment, and office supplies.
• Manages administrative support for activities of one or more departments to ensure timely completion of projects.
• Manages and coordinates training sessions for assigned departments when new policies or practices are adopted.
• Ensures compliance with University and federal regulations as they apply to the assigned departments.
• Identifies, plans, and develops administrative policies for the assigned departments.
• Assists in reviewing and implements University and departmental policies as they pertain to the administrative functions of the assigned department.
• Assesses and makes recommendations regarding staff development and staffing levels.
• Monitors, develops, plans, and executes systematic research on user requirements through such mechanisms as surveys, interviews, focus groups, and competitive analysis.
• Manages a staff of exempt and non-exempt employees.
• May perform other duties as assigned.

Requirements

• Bachelor’s Degree in a related field and six years of related experience or an equivalent combination of education and experience.
• Outstanding customer service, organizational, oral, and written communication skills.
• Ability to work successfully in a fast-paced and changing environment.
• Ability to partner and work collaboratively across University and Museum departments and between cultural properties institutions to support teaching, research, and exhibition missions.
• Demonstrated experience supervising and directing the work of staff or teams, including the ability to hire, coach, and develop staff and lead the department in succession planning and employee engagement.
• Ability to manage and work effectively with a team of diverse permanent staff, temporary project staff, contractors, and University officials.
• Strong leadership, interpersonal, and team-building skills with a positive, can-do attitude that supports the mission and goals of the Center.
• Proven ability to manage multiple large and small projects at once.
• Ability to manage multiple facilities.
• Strong analytical and problem-solving skills.
• Ability to respond to emergencies 24/7, make rapid and appropriate judgments, and take a leadership role in emergency crisis situations.
• Strong computer skills coupled with knowledge of Microsoft Project, Outlook, SharePoint, and other database and computer-aided drafting (CAD) software.
• Ability to climb stairs, inspect roofs, access crawl spaces, move between buildings, inspect drawings, and lift up to 50 lbs.

Preferred Qualifications

• Extensive facilities, contract, and project management experience.
• Knowledge of building management systems and facility/event service operations.
• Knowledge of building electrical, mechanical, climate monitoring systems, and experience in construction planning.
• Experience working in a museum, university, or similarly complex institutional environment with an emphasis on client service, supervision of exempt and non-exempt employees, and stewardship of valuable collections.

Pay

Salary range: $92,000.00 - $146,750.00

Schedule

Full time, on-site. Occasional weekends and evenings required.