Assistant Director of Facilities and Maintenance - Central Office

Job Description

TITLE: Assistant Director of Facilities and Maintenance Central Office

POSITION OVERVIEW:

The Assistant Director of Facilities supports the Director in overseeing the planning, coordination, and daily operations of the Facilities Department for Portland Public Schools. This position plays a key leadership role in coordinating facilities operations, capital improvement projects, building systems performance, vendor management, and regulatory compliance across district facilities.
The Assistant Director serves as a liaison between the school district, City departments, regulatory agencies, architects, engineers, contractors, and school leadership to ensure district facilities are safe, compliant, and effectively maintained.

The Assistant Director focuses on facilities planning, capital project coordination, building systems performance, and vendor management, while the Facilities Manager oversees day-to-day maintenance and custodial operations across district facilities. In the absence of the Director, the Assistant Director assumes operational responsibility for the department.

ESSENTIAL RESPONSIBILITIES

+ Facilities Operations

• Coordinate operational activities of the Facilities Department including work order systems, building access control, records management, and departmental coordination
• Support administration of the department's operating budget including monitoring expenditures, tracking energy usage, and maintaining operational records
• Manage approved community use of school facilities including coordination of scheduling, cost estimates, and invoicing
• Maintain documentation, reports, and communications related to facilities operations and projects

+ HVAC and Building Systems

• Provide oversight of district HVAC systems and mechanical infrastructure, including coordination of preventive maintenance programs
• Monitor building automation and energy management systems to support efficient building performance and indoor environmental quality
• Troubleshoot building system issues and coordinate repairs with maintenance staff and service contractors
• Evaluate the condition and lifecycle of major mechanical systems to support long-range capital planning and equipment replacement strategies

+ Vendor and Contractor Management

• Manage relationships with HVAC service vendors and facilities contractors
• Coordinate service work, review contractor reports, and verify completion of preventive maintenance activities
• Assist with development of scopes of work, procurement documents, and contract administration

+ Capital Planning and Construction

• Coordinate planning and implementation of district capital improvement projects
• Serve as liaison between the district, architects, engineers, contractors, and City departments
• Monitor project schedules, budgets, and compliance requirements
• Maintain project documentation and financial records related to capital construction projects
• Support development and implementation of the district's Capital Improvement Plan (CIP)

+ Environmental Health and Safety

• Respond to indoor air quality concerns and coordinate environmental testing with outside consultants
• Oversee remediation or corrective actions to maintain safe and healthy building conditions

+ Department Leadership

• Provide operational leadership and support to the Director of Facilities
• Supervise the Facilities Manager, who oversees district maintenance and custodial operations including approximately 80 maintenance and custodial staff
• Coordinate departmental priorities related to building systems, capital projects, and contractor services
• Support development of maintenance priorities and preventive maintenance strategies in coordination with the Facilities Manager
• Represent the Facilities Department in meetings or committees as assigned
• Participate in after-hours emergency response related to building alarms or facility incidents
• Assume departmental leadership responsibilities in the absence of the Director

EDUCATION, TRAINING, AND EXPERIENCE:

• Bachelor's degree in Facilities Management, Engineering, Architecture, Construction Management, Business Administration, or a related field, or equivalent professional experience
• Minimum five years of experience in facilities management, building operations, or construction project management. Experience coordinating capital construction projects preferred

KNOWLEDGE, SKILLS, AND ABILITIES:

• Strong knowledge of HVAC systems, building mechanical infrastructure, and building automation systems
• Experience managing HVAC vendors, contractors, and service providers.Knowledge of facilities operations, maintenance practices, and building systems
• Ability to review architectural and engineering plans and specifications
• Experience preparing scopes of work and coordinating procurement or bid processes
• Strong organizational, communication, and project coordination skills
• Ability to build collaborative relationships with contractors, school leadership, and community stakeholders

PHYSICAL DEMANDS:

• Requires walking over rough, uneven, and rocky surfaces at construction sites, climbing ladders and scaffolding, and accessing roofs for inspections
• Sufficient physical strength to permit lifting and moving of heavy objects
• Occasional exposure to a variety of weather conditions
• Exposure to heated/air-conditioned and ventilated facilities
• Exposure to buildings in which a variety of chemical substances are used for cleaning, instruction, and/or operation of equipment

SPECIAL REQUIREMENTS:

• Requires traveling to school facilities on a frequent and unscheduled basis
• Class C driver's license and a clean driving record
• Maine State fingerprint (CHRC) authorization (more info)

EMPLOYMENT DETAILS:

• Year-round (12 months)
• Full-time (1.0 FTE)
• Permanent
• Non-represented
• Salaried position, not eligible for overtime
• Salary range: $90,000-$100,000
• Eligible for benefits as described here
• Reports to: Director of Facilities Planning, Management, and Maintenance

ABOUT PORTLAND PUBLIC SCHOOLS:

Portland Public Schools is one of the most diverse district's north of Boston, MA, with more than 50 languages spoken by our students and their families. It is the largest district in the state of Maine, serving almost 7,000 students from Pre-K to 12th grade, spread across 20 building and partner sites.

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Portland Public Schools is committed to maintaining a work and learning environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation or disability, as defined and required by state and federal laws.

Welcome to ATX Learning

Maine's largest school system has 10 elementary schools, three middle schools, and four high schools serving nearly 7,000 students in kindergarten through grade 12, as well as about 4,700 adult learners.

The district takes full advantage of its location in a vibrant city with a thriving arts life. Schools draw on the resources offered by museums, theaters, local businesses and the city's colleges and universities.

Portland has a highly trained teaching staff. Many teachers hold advanced degrees. All of the district's teachers continue their education by pursuing professional development activities on a regular basis.

The district provides technology to support instruction, including laptops for each student in grades seven through 12 and wireless access at all schools.

Volunteers, parent-teacher organizations and businesses donate generously of their time and money to the district - an estimated 100,000 hours per year.

Graduates of the Portland Public Schools attend the country's top colleges and universities. See www.portlandschools.org for colleges attended by recent graduates.

The Portland Public Schools gives parents an array of program choices. The district as one of the first in the country to offer project-based Expeditionary Learning from kindergarten through 12th grade.

High school students have access to one of the broadest selections of Advanced Placement courses in Maine. Qualified high school students may take up to two college courses with tuition paid by the state. A regional arts and technology high school provides hands-on courses in growth fields such as health care, robotics and "green" construction.

More than 60 languages are spoken by students attending the Portland Public Schools. Multilingual students represent about a quarter of the district's enrollment. The district's diversity prepares all students for their roles as world citizens.

Portland residents can pursue lifelong learning and professional success through the academic, jobs skills and enrichment courses offered by Portland Adult Education.

Most of Portland's middle and high school students participate actively in co-curricular activities such as athletics, drama, music and service clubs. Portland students regularly excel in academic and athletic competitions at the regional, state and even national level.

See a list of recent honors, awards and recognition for the Portland Public Schools at: www.portlandschools.org. Join Portland ME Public Schools on Facebook. A focus on service learning-connecting the schools to the wider community-results in students undertaking many projects that benefit greater Portland.