Job Details

Assistant Vice President for Facilities & Maintenance

Position Number: 6150599
Location: Claremont, CA
Position Type: Administrative Vice Presidents

Assistant Vice President for Facilities & Maintenance
Harvey Mudd College

Full Time
REQ-7210

NOTE TO APPLICANT: Some positions require a resume, cover letter and/or other documents to be submitted with your application. Please submit these as one attachment in the My Experience section of the application under the "resume/CV" upload section. Once you submit your application, you will not be able to attach additional documents.

Job Posting Title:
Assistant Vice President for Facilities & Maintenance

Job Description:

Assistant Vice President for Facilities and Maintenance

POSITION SUMMARY:
The Assistant Vice President for Facilities & Maintenance (AVP-FM) provides leadership, management and operational oversight for Harvey Mudd College's Facilities and Maintenance Division. This position is responsible for managing a broad portfolio of services including Facilities Operations, Grounds Services, Custodial Services, Mailroom Operations, Plant Operations, and Facilities Capital Projects.

In addition, the AVP-FM acts as the primary liaison between the Office of Facilities and Maintenance and Department of Campus Safety at The Claremont Colleges Services.

Reporting directly to the Senior Vice President and Chief Operating Officer (SVP-COO), the AVP-FM plays a vital role on the Campus Operations Leadership Team (COLT) and collaborates closely with the Senior Vice President and Chief Operating Officer (SVP-COO) and Plant Engineer/Director of Maintenance and Projects (PEDMP) to support the College's Board of Trustees Physical Plant and Campus Planning Committee (PPCPC).

DUTIES AND RESPONSIBILITIES:

Oversight and Departmental Leadership

Provide direction and coordination for all Facilities and Maintenance (F&M) units, including Facilities Operations, Grounds Services, Custodial Services, Mailroom Operations, Plant Operations, and Capital Projects.
Establish departmental goals that align with Division of Campus Operations' (DCO) commitment to the College's mission and standards of service excellence.
Foster a responsive, customer-focused environment that emphasizes timely, professional service delivery.
Promote a culture of accountability, ensuring that all units maintain strong quality control standards and demonstrate a consistent sense of urgency in addressing the needs of faculty, students, staff, and other campus stakeholders.
Assess operational performance, staffing levels, and compliance to ensure consistent quality across all units.
Work closely with department supervisors to promote staff development, coaching, and performance management.
In collaboration with the SVP-COO and Chief Information Officer (CIO), work to ensure that the F&M is making maximally beneficial use of information technologies, including what is currently in use for functions like door access, room scheduling and system monitoring as well as newer technologies such as digital credentials access, automated account management and AI.

Facilities Operations and Events Oversight
The AVP-FM leads and integrates a wide range of campus operations and event support functions that are critical to both daily operations and special programs.

Supervise the Facilities Use and Administrative Coordinator, who manages campus room reservations, conference scheduling, parking inquiries, Liability Certificate of Insurance documentation, and serves as a primary contact for internal and external constituents coordinating campus events.
Oversee the College's annual summer conference operations, ensuring logistical readiness and service excellence.
Supervise the Facilities Operations Assistant Manager, who processes departmental invoices, supports general administrative and operational tasks, and prepares billing for the College's motor pool usage.
Supervise the Administrative and Access Coordinator, who manages all aspects of key and card access systems, coordinates visitor check-ins, oversees summer housing assignments and billing, and supports campus event logistics.
Serves as the primary administrator responsible for managing and maintaining the College's card and key access systems across all campus buildings and works closely with Computing and Information Services staff on the technological components and integrations of the system.

Together, these functions ensure that the AVP-FM's portfolio supports seamless daily operations, fosters community engagement, and contributes to a safe, welcoming, and well-maintained campus environment.

Grounds Services Oversight

Supervise the Grounds Services Manager, as well as the broader grounds team, in maintaining high-quality landscaping, tree care, irrigation, and outdoor conservation.
Promote sustainable practices such as composting, water-saving technologies, and responsible green waste disposal.
Oversee seasonal maintenance scheduling, staff training, and vendor coordination for outdoor assets and lighting.
Support efforts that enhance ecological stewardship and align with the College's sustainability goals.

Mail Room and Custodial Services Oversight

Supervise the Mail and Custodial Services Manager, as well as the broader custodial leadership team.
Ensure consistent delivery of high-quality cleaning, sanitation, and building hygiene programs across all campus facilities.
Monitor implementation of safety protocols, chemical handling training, and emergency response preparedness.
Lead efforts to improve recycling, utility conservation, and indoor environmental quality.
Provide high-level oversight of mailroom operations, ensuring compliance with postal regulations and responsiveness to campus needs.

Plant Operations and Capital Project Oversight

Supervise the PEDMP, who oversees building systems, Central Plant operations, and maintenance workflows.
Provide leadership for project management related to renovations and alterations under $1 million, ensuring timely, budget-conscious execution in collaboration with architects, contractors, and stakeholders.
Oversee the College's Renewal and Replacement Reserve (RRR) Program in partnership with the PEDMP and Assistant Treasurer and Financial Analyst (ATFA).
Under the guidance of the SVP-COO, manage large-scale capital project planning including budgeting, design, contractor selection, quality control, and consultant coordination.

Sustainability, Healthy Buildings, and Conservation Leadership

In collaboration with the SVP-COO and PEDMP, champion campus sustainability initiatives, green building practices, and healthy building standards that promote occupant well-being, indoor environmental quality, and overall building performance.
Collaborate with the SVP-COO, PEDMP, and ATFA to identify, select, and thoroughly evaluate projects that align with the College's Green Fund financial requirements. Consult with the College's Sustainability Committee-comprised of selected faculty, staff, and students-in preparation for proposals to the Board of Trustees Green Fund Subcommittee and, as needed, the full Board. These efforts aim to advance and promote high-impact sustainability initiatives.
Stay informed on emerging technologies, healthy building certifications (such as WELL and Fitwel), industry trends, and regulatory incentives that support energy efficiency, environmental responsibility, and the creation of healthier indoor environments.

Regulatory Compliance and Risk Management

Ensure compliance with all applicable codes, laws, and regulations, including building safety, hazardous materials, and mechanical systems.
As directed by the SVP-COO, serve as liaison to local, state, and federal agencies.
As requested by the Risk Management and Legal Affairs Team (RML), collaborate with RML to support their work on emergency preparedness, safety training, and risk mitigation strategies.
Partner with the Director of Risk Management and Business Services in the documentation of F&M standard operating procedures (SOPs).

Budget and Financial Stewardship

Oversee the F&M budget, including staffing, operations, capital improvements, contracted services, and other related resources and components.
Track expenditures and ensure financial accountability across facilities units.
Identify opportunities for cost-effective operations that maintain or exceed service expectations.

Collaboration and Communication

Build strong, collaborative relationships across campus departments to understand, prioritize, and address facilities-related needs.
Prepare high-quality written materials and verbal presentations to the Board of Trustees on maintenance, facilities planning, projects and sustainability initiatives.
Maintain productive vendor partnerships and consortial collaboration with The Claremont Colleges Services' (TCCS) Central Facilities Services to ensure the delivery of high-quality contracted services.
Serve as Harvey Mudd College's primary representative to The Claremont Colleges (TCC) Facilities Management Committee (FMC), actively contributing to shared planning and resource coordination.
Participate regularly in the monthly Technology, Facilities, and Operations (TFFO) meetings and work in close partnership with the Chief Information Officer (CIO)/Vice President for Computing and Information Services to ensure effective coordination between F&M and CIS. Collaborate on shared infrastructure, systems, and operational goals to align initiatives and deliver integrated support for the College's mission.
Work closely with both CIS and TCCS IT to ensure that information technology serves F&M's mission. Ensure that cybersecurity measures are in place for digital systems used by F&M.

Campus Security and Surveillance Systems Management

Serve as the primary liaison to The Claremont Colleges Services (TCCS) Campus Safety, ensuring effective communication and coordination on matters related to campus security.
Oversee the campus security camera system, including the monitoring, maintenance, and functionality of all surveillance equipment. Evaluate campus needs and make recommendations for the installation of additional cameras to enhance safety and coverage.
Coordinate with TCCS Campus Safety regarding their monitoring of campus camera feeds and ensure mutual understanding of protocols and response procedures.
Anticipate, plan and arrange for supplemental security staffing as needed for campus events, construction projects, or any situations requiring enhanced protective measures.

Other Duties

Serve as the primary point of contact for the President and their family regarding matters related to the College-owned President's residence, including repairs, pool maintenance, landscaping, security, and surveillance systems; collaborate with and keep the Senior Vice President and Chief Operating Officer informed of relevant issues and developments.
At the direction of the SVP-COO, represent F&M on college committees and contribute to campus-wide strategic initiatives.
Perform other duties as assigned by the Senior Vice President and Chief Operating Officer.

REQUIRED QUALIFICATIONS:

Education and Experience

Bachelor's degree in Engineering, Facilities Management, Construction Management, or a related field.
At least 10 years of progressively responsible experience in facilities operations or capital project management, including supervisory experience.
Demonstrated success managing complex, multi-functional teams across maintenance, custodial, and grounds services.

Knowledge, Skills, and Abilities

Proven leadership skills and ability to direct cross-functional operations.
Strong working knowledge of building systems, mechanical/electrical/plumbing (MEP), sustainability initiatives, and an understanding of technical drawings and schematics.
Experience managing capital projects and long-term facilities planning.
Proficiency with facilities software, project tracking tools, and standard office systems.
Ability to work in active physical environments, including mechanical rooms and outdoor spaces.
Flexibility for on-call responsibilities and emergency response.
Excellent communication skills with a wide range of stakeholders.
Strong interpersonal abilities with diplomacy and discretion.

Preferred Qualifications:

LEED accreditation or other sustainability/energy-related credentials.
Experience working in higher education or campus-based environments.
Familiarity with healthy building certifications and indoor environmental quality standards.
Design-Build Institute of America (DBIA) certified professional
Project Management Professional (PMP)
Experience or familiarity with a shared-governance model.

Physical Requirements:

While performing the duties of this job, the staff member is regularly required to sit; stand, use hands and fingers and talk or hear. The employee is occasionally required to reach with hands and arms. The individual must regularly lift and/or carry up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Salary:
Salary range: $180,000 - $190,000 annually, based on experience and qualifications.

Classification:
This is an exempt, full-time, benefits-eligible position.

Hours:

While the position generally follows a standard 8:00 a.m. to 5:00 p.m. schedule, it is an exempt, on-campus essential employee role that requires availability to respond to time-sensitive or emergency issues related to campus facilities, infrastructure, security, or other critical College operations. The AVPFM must be prepared to address such emergencies during evenings, weekends, or outside of regular business hours, personally and/or by coordinating appropriate response coverage within the team.

Reports To:
This position reports to the Senior Vice President and Chief Operating Officer.

Additional Information:

This job description defines the essential job duties of the position. Harvey Mudd College expects that employees hired for this position can perform the essential functions of the job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act.

Regular employment at the College is for no specified period; conditions and status of employment (hours, pay, title, duties, etc.) are subject to change at any time. Employment is at-will and employees, and likewise the College, are free to end the employment relationship at any time, for any reason, with or without notice or cause, unless otherwise prohibited by law.

Harvey Mudd College is an Equal Opportunity Employer. Qualified applicants will be given consideration for employment without regard to age, race, gender, national origin, sexual orientation, protected veteran's status, disability, or any other characteristics protected by applicable law.

Please note that in order to be considered an applicant for any staff position at Harvey Mudd College you must apply for each position for which you believe you are qualified.

To apply, visit https://theclaremontcolleges.wd1.myworkdayjobs.com/en-US/HMC_Careers/job/Platt-Campus-Center/Assistant-Vice-President-for-Facilities---Maintenance_REQ-7210