Physical Plant Director

POSITION:  Physical Plant Director, EXEMPT, Full time, 12 months 
DEPARTMENT:  Physical Plant and Maintenance 
SUPERVISON RECEIVED: President 
SUPERVISION EXERCISED: Full-time, part-time, seasonal, temporary and student employees

SUMMARY OF WORK

The Physical Plant Director is ultimately responsible for the supervision, physical care, management, maintenance, replacement, and repair of over $25M in facilities, vehicles, and equipment. Dawson Community College facilities span approximately 864,000 gross square feet and reside on 300 acres, of which less than one hundred acres are landscaped. The Physical Plant Director is responsible for $500,000 in operating funds.  

Leadership, professionalism, and confidentiality are imperative to the success of this position.  The Director (and his/her staff) maintain confidentiality of all college information. This position may have daily contact with maintenance and custodial employees; frequent contact with the public, students, faculty, staff, and administrators.

The Physical Plant Director reports to the President. Position is mainly self-directed for daily activities.  Position prioritizes work depending on needs and campus activities; responds to work orders.  Works collaboratively with Administration to further the mission and strategic plan of the College. Position supervises permanent full-time and part-time maintenance engineers and custodial staff, work study students, student employees and temporary seasonal labor.

Position requires the ability to communicate orally and in writing; visually inspect areas, supervise and maintain records.  Physical duties require ability to drive a vehicle; operate power equipment including mowers, buffers, floor polisher, band saw, drill press, trucks and tractors; operate hand tools; lift 50 pounds; climb ladders; and repair equipment.

EMPLOYMENT WITH DAWSON COMMUNITY COLLEGE:

Employees at Dawson Community College are required to demonstrate kindness, respect, integrity, professionalism, and caring regard. We adhere to the highest ethical standards in the fulfillment of our jobs, to honor the College and university policies and procedures and to promote the educational objectives of the institution. Respect creates an atmosphere conducive to learning. Respect, in this sense, is a minimum threshold for our interactions with each other. A higher threshold is a “caring regard” for the people with whom we work.

Professionalism at DCC includes being mindful of our actions when working with students, colleagues, co-workers and our community members. Respect and “caring regard” for those with whom we share the common purpose of serving students is a paramount value. Professionalism and respect for others is an expected part of DCC job performance.

Employees at Dawson Community College support and promote a positive image of Dawson Community College.

AREAS OF JOB ACCOUNTABILITY AND PERFORMANCE:

The Physical Plant department consists of four functional areas, and their supporting core functions, as outlined below. The Director is responsible for providing strategic leadership and effective oversight of these areas:

  • Facilities Development Support (Space Use, Master Planning, Capital Construction, Major Maintenance, Facility Contract Development & Management).
    • Manage campus facilities within the construct of the College’s Campus Master Plan, and assist DCC leadership with expert guidance in developing and maintaining a 5-year campus master planning cycle.
    • Maintain the necessary facilities related documentation, facility condition data, floor plans, and other necessary information required of campus master planning activities and objectives, and incorporate such information as needed in all future campus master planning activities.
    • Maintain a forward looking major maintenance schedule of projects that could or would need to be executed upon, accounting for projected costs and projected needs.
    • Maintain a proper ongoing list of deferred maintenance, and the deferred costs that have accumulated over time.
    • Provide strategic oversight of all facilities renovation or modification activities, either by Physical Plant staff or contracted entities, and ensure campus projects are completed with a focus upon clear communications to campus stakeholders, a high level of collaboration and minimal disruption to the core activities of campus operations.
    • Establish an effective rapport with all external contractors working on campus, ensuring proper risk management controls, waivers, policy requirements, and ensure that compliance with state/federal regulations are solidly adhered to.
    • For state funded, state oversight, capital construction projects that may occur on campus, ensure productive and adequate liaison services to all entities involved, focused upon achieving smooth collaborations, meeting of stakeholder needs, and providing the best outcomes for the construction objectives identified.
  • Facilities Maintenance and Operations (Preventative Maintenance & Repairs, Operations, Utilities, Facility Security, Custodial Services, Event Set-ups).
    • Indoor and outdoor painting.
    • Indoor and outdoor electrical repairs, replacements, or additions.
    • Repair or replace damaged or broken plumbing pipes, fixtures, or mechanisms.
    • Strip and wax tile floors, replace floor coverings as breakage occurs.
    • Troubleshoot HVAC’s and boilers, furnaces and air conditioners in all buildings.
    • Move walls, partitions, cupboards or minor changes within buildings.
    • Inspects and maintains sprinkler system.
    • Inspects and maintains all fire extinguishers.
    • Make repairs to equipment and furniture.
  • Build furnishings, such as shelves, bookcases, and cupboards.
    • Completes all other maintenance of buildings.
  • Campus Landscape & Hardscape (Snow Removal, Pedestrian & Vehicular Accessibility, Landscape Management, Hardscape Management).
    • Snow removal with a tractor and blade, snow blower or snow shovel as needed.
    • Watering, mowing, grooming and fertilizing lawn per schedule or as needed.
    • Repair, replace and lay new concrete.
    • Operate and repair underground lawn sprinkler system as needed.
    • Plant lawn or flower seeds as needed.
  • Plant Institutional Support (Mail, Shipping & Receiving, Key & Access Management, Vehicle & Equipment Maintenance, Vehicle Scheduling, Environmental & Regulatory Compliance).
  • Minor vehicle tune-ups.
  • Washing vehicles.
  • Grease and oil changes.
  • Minor repairs.

Leadership and Supervision Exercised:

  • Direct supervision of maintenance and custodial workers.
  • Effectively evaluate employee performance by: coaching, establishing performance objectives, conducting mid-year and annual reviews, and providing conflict resolution for all supervised employees.
  • Develops procedures and daily duties roster.
  • Prepares schedules; prioritizes and assigns work orders.
  • Inspects work performed.
  • Authorizes leave requests and overtime.
  • Hiring Committee Chairperson for hiring all maintenance/custodial staff.
  • Orients new staff and presents or arranges for training on regular intervals as required.
  • Ensure physical plant operations operate within compliance of OSHA, ADA, fire codes, building codes, and other relevant state or federal regulations pertaining to facilities management.
  • Ensure proper maintenance of institutional record drawings, specification files for all buildings, systems and major equipment, and update as necessary as circumstances warrant.
  • Requisitions services, supplies, equipment and materials for the College needs in compliance with College policies and purchasing rules.  Prepares and submits purchase orders per policy.  Coordinates, schedules and trains temporary outside agency employees as needed.
  • Position must follow safety standards in all dealings including but not limited to: gas and electricity, minor and major equipment use and operation, climbing ladders, heavy lifting.
  • Works with College leadership to coordinate essential Physical Plant support at special events, athletic activities, banquets and department moves and changes.
  • Continually assess and make recommendations as needed to leverage technology based solutions focused on increasing operational efficiencies, or cost reductions, or enhancing customer services delivery.
  • Oversee campus facilities operations and maintenance with a focus upon energy reduction, energy conservation and protecting the campus’s physical environment.
  • Attend and participate in College and professional groups, committees and seminars; stay abreast of new trends and developments in the field of physical plant facilities management.
  • Prepares recommended budgets, plans and implements improvement initiatives and corrective actions with input from President. Identifies, hires and manages contractors for emergency and miscellaneous facility repairs and improvements.
  • Performs other related duties as required.

KNOWLEDGE, SKILLS, AND ABILITIES:

  • Commitment to learning, implementing and advocating for a culture of continuous improvement.
  • Knowledge of facilities maintenance as it pertains to the higher education environment.
  • Skilled ability of administrative skills, and well-developed interpersonal management skills of people.
  • Ability to advocate team concepts and embody a collaborative management style.
  • Ability to manage diverse personalities.
  • Ability to use tact and discretion.
  • Possess exceptional written and verbal communication skills and use of the Microsoft Office software.
  • Ability to recruit, train, and motivate personnel to balance staffing strength.
  • Possess a valid Montana driver’s license (with driving record that meets insurance regulations)
  • Knowledge of various regulatory codes, such as, OSHA, ADA, fire codes, building codes, environmental regulations, and other relevant state or federal regulations pertaining to facilities management.
  • Knowledge of contracts and procurement regulations

PHYSICAL/MENTAL DEMANDS: (The physical demands and work environment characteristics described herein are representative of those that must be met by an employee to successfully perform essential functions of this position and/or may be encountered while performing essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions).

Work pressures, disturbances of work flow and/or irregularities in work schedule are expected.  Director may need to work after normal hours depending on use of campus faculties for events.  Work may be performed both indoors and outdoors during adverse weather conditions.  Incumbent is required to be on-call 24 hours/seven days per week.  This position occasionally requires the ability to use a respirator, climb ladders and stairs, work on scaffolding up to 35 feet, and perform other activities that require strength and agility

  • Some limited offsite travel (approximately five times per year) by car or plane may be necessary.
  • Depending on the time of year and circumstances work schedule will require some long days, long weeks, and can be called at any time day or night to respond to emergency situations.
  • Difficult decisions regarding employee discipline, terminations for cause, and reduction in force.
  • Negotiations with suppliers, vendors, engineers, and contractors affecting the college.
  • Some minor engineering design and calculations.
  • Overall accountability for all physical plant operations.

EDUCATION AND EXPERIENCE:

The above knowledge, skills, and abilities are typically acquired through a combination of education and experience equivalent to:

  • Bachelor’s Degree in business, management, public administration, engineering, facilities management or a related field.
  • Five years of general maintenance work with one year in a supervisory role, or; journeyman experience in a related skilled trade and one year supervisory experience.
  • Demonstrated experience managing multiple projects and shifting priorities, with the capability to deliver high levels of customer focused facilities services to a constituent community, preferably in a higher education or publically-funded setting.
  • Knowledge in the realm of environmental regulatory compliance, hazardous waste management, and risk management strategies related to the physical plant or facilities management industry.
  • Must possess a valid, Montana driver’s license.
  • Must possess or ability to obtain a Low Pressure Boiler license.

Preferred Qualifications:

  • Master’s degree from an accredited college or university in business or public administration, engineering, facilities management or a related field, or an equivalent level of direct physical plant leadership experience in the higher education setting.
  • Credentials, such as, but not limited to, Professional Engineer (PE), Architect (AIA), Project Management Professional (PMP), APPA training.
  • Experience supervising or coordinating capital construction activities, or other large scale construction efforts, involving multiple entities and complex demands.
  • Experience with the design, implementation and execution of measurement based continuous improvement efforts related to the physical plant or facilities management industry.
  • Demonstrated experience successfully managing physical plant related personnel in a team-based, collaborative environment.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the employee.

PERFORMANCE STANDARDS

DCC values professionalism in its employees. The following attributes and behaviors are identified as examples of what is expected of an employee:

CORE COMPETENCIES:

  • Adaptability – Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal effectively with frequent change, delays, or unexpected events.
  • Attendance – Is consistently at work and on time.
  • Business Acumen – Understands basic business practices.
  • Change Management – Communicates changes effectively.
  • Oral Communication – Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; Responds well to questions; Participates in meetings.
  • Written Communication – Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
  • Cost Consciousness – Works within approved budget; Develops and implements cost saving measures; Contributes to profits and revenue; Conserves organizational resources.
  • Customer Service – Manages difficult or emotional customer situations; Responds promptly to customer needs; Meets commitments.
  • Delegation – Delegates work assignments; Matches the responsibility to the person; Sets expectations and monitors delegated activities.
  • Dependability – Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments.
  • Initiative – Seeks increased responsibilities; Takes independent action.
  • Judgment – Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
  • Managing People – Includes staff planning, decision-making, facilitating and process improvement; Makes self-available to staff; Provides regular performance feedback; Develops subordinates’ skills and encourages growth; Improves processes, product and services.
  • Organizational Support – Follows policies and procedures; Completes administrative tasks correctly and on time; supports organization’s goals and values.
  • Planning/Organizing – Prioritizes and plans work activities; Uses time efficiently; Organizes or schedules other people and their tasks.
  • Problem Solving – Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions.
  • Professionalism – Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
  • Quality Management – Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness.
  • Quantity – Meets productivity Standards; Completes work in timely manner; Strives to increase productivity; Works effectively.
  • Safety and Security – Observes safety and security procedures; Uses equipment and materials properly.
  • Strategic Thinking – Develops strategies to achieve organizational goals; Adapts strategy to changing conditions.
  • Inclusion – Provides an environment that is inclusive of all students and supports underrepresented students.
  • Assessment – Assesses annual performance and works closely with the enrollment management team.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the employee.

Reasonable Accommodations Statement

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

COMPLETED APPLICATION PACKET MUST INCLUDE:

  • Completed Dawson Community College application
  • Current resume
  • Cover Letter
  • Copies of college transcripts (original transcripts required, if hired)
  • Three professional references (names, email addresses, and phone numbers).                                                          

INQUIRIES MAY BE DIRECTED TO:

Human Resources Department
[email protected]
406-377-9412

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