Assistant Director of Facilities in Portland, Maine at MAINE COLLEGE OF ART & DESIGN

Position Description: Assistant Director of Facilities

Department: Facilities

Reports to: Director of Facilities

Date: October 1, 2026

FLSA: Exempt

Status: Full-time

Months: 12 months

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Basic Function:

Under the direction of the Director of Facilities, the Associate Director of Facilities oversees key aspects of campus operations to ensure the proper care, maintenance, and functionality of MECA&D’s residential, educational, and administrative facilities. This position provides departmental leadership and serves as an extension of the Director, with responsibility for essential maintenance services, project management, vendor coordination, staff oversight, compliance, budgeting, and campus preparedness—all delivered with a commitment to supporting MECA&D’s collaborative, respectful, and inclusive community. Flexibility in scheduling, including occasional evenings and weekends, is expected to support campus operations.

Responsibilities:

Operational & Facilities Oversight

Support the daily operations of Facilities, ensuring buildings and grounds are safe, clean, and functional;Oversee the delivery of essential campus maintenance services, ensuring a timely response to operational needs;
Monitor building systems and coordinate preventive maintenance schedules to improve efficiency and extend service life.

Project Management

Lead and coordinate small to mid-sized capital and maintenance projects from planning through completion:
Support the Director of Facilities in budgeting, forecasting, and prioritizing departmental projects:
Ensure accurate documentation, record-keeping, and tracking of project timelines, vendor invoices, and compliance requirements:

Staff & Vendor Coordination

Provide direction to Facilities team members as delegated by the Director;
Supervise external vendors and contractors, ensuring quality work, safety compliance, and adherence to campus expectations;
Assist with training, scheduling, and team communication within the department.

Campus Preparedness & Compliance

Help ensure compliance with local, state, and federal regulatory requirements (e.g., OSHA, fire safety, environmental standards);
Maintain updated facility and safety documentation for internal and regulatory reviews;
Contribute to emergency preparedness planning, including snow/ice response, building shutdowns, and incident coordination.

Customer Service & Community Engagement

Serve as a Facilities point of contact for faculty, staff, students, and external partners;
Promote a service-oriented culture within Facilities by promptly and professionally addressing maintenance needs;
Support MECA&D’s commitment to fostering a respectful, inclusive, and equitable campus environment through day-to-day communication and collaboration.

Qualifications:

Bachelor’s degree in Facilities Management, Business Administration, Environmental Health & Safety, or a related field; or equivalent experience.

Experience:

Minimum of 3 years of progressively responsible experience in facilities operations and maintenance preferred;
Previous supervisory experience;
Working knowledge of building systems, safety standards, and applicable local, state, and federal regulatory requirements (e.g., OSHA, fire safety, environmental standards);
Familiarity with budgeting, forecasting, procurement processes, and facilities documentation practices.
Proficiency with facilities work-order systems, project management tools, or digital record-keeping platforms (preferred);
Experience in higher education, nonprofit, or multi-building environments;
Demonstrated experience coordinating contractors, vendors, and/or onsite service providers;
Experience supporting or leading small- to mid-scale facilities projects, including planning, scheduling, and documentation.

Skills and Abilities:

Strong organizational skills with the ability to manage multiple priorities, timelines, and projects simultaneously;
Effective problem-solving and decision-making abilities, especially in fast-moving operational situations;
Excellent interpersonal and communication skills, with the ability to collaborate across diverse campus stakeholders and promote a service-oriented department culture;
Ability to work independently, with sound judgment and accountability;
Ability to interpret and follow regulatory requirements and safety standards;
Capacity to respond to emergencies, weather-related issues, or urgent facility needs outside of standard business hours (nights and weekends as needed);
Ability to lift, carry, or move materials up to 100 lbs with assistance, travel across campus regularly, and work in a variety of physical environments.

Other duties:

Please note that this job description is not intended to be a comprehensive list of activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.

Essential Functions & Work Environment

This position requires the ability to perform the essential functions of the job, with or without reasonable accommodation, in accordance with applicable federal and state law.

Essential functions of this position include overseeing and coordinating facilities operations across multiple campus buildings; managing and supporting small to mid-sized facilities and capital projects; supervising staff, vendors, and contractors; monitoring building systems; maintaining accurate documentation; and responding to operational, safety, and emergency situations. The role requires regular communication and collaboration with faculty, staff, students, contractors, and external partners.

The position requires frequent movement throughout campus facilities and grounds, including navigating stairs, mechanical spaces, rooftops, and exterior areas. Essential physical requirements may include standing and walking for extended periods; bending, reaching, crouching, climbing, and visually inspecting building systems and work sites. The position may require lifting, carrying, pushing, or pulling materials and equipment weighing up to 100 pounds with assistance.

Work is performed primarily on-site in a multi-building campus environment and may involve exposure to varying temperatures, weather conditions, noise levels, dust, and other conditions typical of facilities, construction, and maintenance operations. The role requires the ability to work in both office and field-based settings.

This position requires flexibility in scheduling. The Associate Director of Facilities & Project Management must be able to respond to urgent or emergency situations, including weather-related events, system failures, or safety incidents, which may occur outside of standard business hours and may require evening, overnight, or weekend work.

Equal Opportunity Statement:Maine College of Art & Design is committed to fostering a welcoming and respectful environment where all individuals have the opportunity to succeed based on their talents, qualifications, and achievements. We uphold the principles of fairness, merit, and equal opportunity in our academic and professional community.Maine College of Art & Design complies with all applicable federal and state laws regarding non-discrimination and does not discriminate on the basis of race, color, national origin, sex, gender identity or expression, sexual orientation, age, physical or

mental disability, ancestry, religion, genetic predisposition, familial status, receipt of a final protection order, veteran or military status, or any other characteristic protected by law. This commitment applies to all aspects of the College’s educational programs, admissions, employment, financial aid, and other institutionally administered programs.

All qualified individuals are encouraged to apply, and selection decisions are made based on individual merit and institutional needs.