The Director of Facilities will manage and lead the operations of property, overseeing the areas of facility maintenance and renovations, grounds and landscaping, custodial services, transportation program, construction, and special projects for the school’s buildings and grounds, including the school’s 365 acres and 26 buildings (most are original Shaker structures). The position includes the following: staff supervision & hiring, facilities management, strategic planning, construction, and project management.
The Darrow School, a small independent, co-ed, boarding and day school for grades 9-12, located on the New York State side of the Berkshires, offers a comprehensive and individually-focused college-preparatory curriculum that features a unique combination of dynamic classroom instruction, experiential learning, and environmental consciousness. Students learn within an atmosphere that supports intellectual curiosity, creativity, and experimentation. The School emphasizes differentiated instruction and student-centered, active learning as key teaching philosophies. Darrow School faculty and staff are fully engaged in the life of a boarding school beyond the academic day, as well, supporting students in a range of co-curricular programming including athletics, residential life, weekend activities, and signature programs like Hands to Work and Spring Term. Darrow School’s mission is to serve students with a wide variety of backgrounds and abilities, building on each student’s individual talents and interests to inspire enduring confidence for success in college and life.
Essential Duties and Responsibilities
Staff Supervision & Hiring
- Supervise all department personnel in a manner that includes the staff’s professional growth, accountability, teamwork, and scheduling.
- Hire staff and replace staff as needed.
- Plan, manage, and execute all activities of the department, balancing the needs of the community with the school’s goals for environmental sustainability and efficiency within the context of the annual budget.
- Maintain integrity of the school’s physical assets by overseeing planning, renewal, and general repair.
- Oversee the maintenance and upkeep of campus buildings, grounds, residences, athletic fields, and school vehicles. Ensuring conditions for safe, clean and attractive operations.
- Coordinate purchasing of furniture and equipment related to the operation of the school.
- Facilitation of set-up, arrangement, and technical equipment for a variety of activities (concerts, weddings, parent weekends).
- Prevention of system failures by planning, scheduling, and overseeing routine preventative maintenance tasks on buildings, HVAC, water systems, fire suppression / safety systems, and transportation.
- Hire and manage the work of independent contractors and vendors including the solicitation, analysis, development, negotiation, and execution of contracts.
- Responsible for the life/safety needs of the campus community including: our primary water reservoir and water system, the North Family water system, and the Living Machine and leach mounds.
- Contribute to strategic work of the Board of Trustees and administration in implementing a multi-year facilities plan.
- Proactively seek ways that the facilities can be utilized effectively and improved to support operational and strategic goals.
Construction and Project Management
- Joint oversight (with Business Manager) of capital projects, including schedule development, design, bidding/negotiation, and construction (including responsibility for managing architect and contractor selection processes and relationships and for keeping projects on schedule and on budget); must be able to identify, evaluate, and prioritize the needs of the school within budget and personnel limitations.
- Oversight of architecture, engineering, and construction service providers to ensure all projects are completed with top-quality workmanship.
- Develop and manage annual facilities budget.
- Ensure compliance with local, state, and federal regulatory requirements, including work safety regulations. Oversee inspections of all building systems as needed for safety and compliance (boiler, fire alarms, fire safety equipment, asbestos management, water systems, etc.).
Procedures and Organization
- Define and oversee policies and procedures to ensure thoughtful and effective documentation, management, and service of facilities and equipment. Organization of manual and electronic documents, files, and records for the purpose of documenting inspection records, time sheets, work orders and requisitions, supplies, chemical storage, crisis management data, key controls, etc. for accountability and up-to-date reference.
- Ensure effective, constant communication of all maintenance, construction, and related projects and issues with all relevant community stakeholders. Demonstrate interest in proactive discussion and decision-making on facilities-related issues. Communication of status related to facilities requests by the constituents of the school and other parties to ensure clarity of need and accountability.
- Lead administrator and liaison with Facilities Committee of the Board of Trustees. Make presentations to committees and to the Board of Trustees as needed.
Other duties as assigned and needed.
Required Skills / Qualifications
- Five years of related technical work experience is required, ideally including experience in an educational setting. Related experience could entail construction, plant engineer, project management, or facility management, ideally in a multi-building campus setting like an independent school, college, or university.
- Knowledge of steam/hot water boiler systems strongly preferred.
- Proven personnel management skills and contractor management experience, with aptitude to judge quality of performance in all major technical trades and personal experience in at least one technical trade (carpentry, mechanical, electrical, structural).
- Technology user skills sufficient to prepare reports in Excel and Word, and aptitude to operate building automation system.
- Proven ability to communicate and work effectively with a variety of members of the community, including teachers, administrators, trustees, parents, and students.
- Proven project-management skills, including ability to navigate a project from concept to completion on a timely basis within budget, and respond quickly and effectively in times of emergency.
- Commitment to the institution’s needs and willingness to respond 24/7/365 as is reasonable and necessary.
- A bachelor’s degree or related experience in engineering, architecture, facility maintenance, business administration, or construction management.
- Ability to identify quality performance in technical trades.
- The position requires an extensive amount of walking around campus and through buildings, climbing stairs, and driving. The position may require lifting and carrying objects weighing greater than 50 pounds.
- Readiness to work with the following outside agencies/groups:
- NY State Historic Preservation Office
- Department of Environmental Conservation (DEC)
- Environmental Protection Agency (EPA)
- Columbia County Health Department
- Department of Transportation (DOT)
- New York State Education Department (NYSED)
- Department of Motor Vehicles (DMV)
- Town of New Lebanon
- Emergency Management Personnel
- Shaker Museum and Library
- Proven personnel-management skills and contractor-management experience, with aptitude to judge quality of performance in all major technical trades.
- Strong organizational and interpersonal skills; ability to work effectively with all stakeholders, including administration, trustees, faculty, parents, and students.
- Ability to work outdoors.
- Valid driver’s license.
- An educational philosophy consistent with the mission of the school.
- While performing the duties of this job, the employee is regularly required to talk or hear.
- The employee is required to sit, stand, walk, use hands to finger, handle, or feel and reach with hands and arms.
- Must frequently lift and/or move up to 50 pounds.
- Must be able to work in heat and cold as well as environments with adverse conditions including: dirt, dust and pollen, odors, sun, wetness, humidity, rain, and noise.