Director, Facilities & Safety

Oakland Museum of CA•Oakland, CA

7d•$149,000

About The Position

The Director, Facilities & Safety is responsible for the effective management and maintenance of the Museum’s buildings and building systems, including the Conservation Lab and Collections Research Center, and internal and external Museum event production functions. The position creates a safe and secure physical environment for Museum staff, volunteers, visitors and collections. The position also collaborates in the successful implementation of the Museum’s wide variety of programs, events, and exhibits, and ensures that the physical environment reflects the Museum’s mission, vision, and visitor-centered philosophy of being a museum, garden, and gathering place for the community. The position facilitates capital improvements and major facilities projects, including construction, renovations, and upgrades. The position is the main point of contact for the City of Oakland’s Public Works department for major repairs and capital improvements. This position leads a five-person team that directly manages the Museum’s buildings, gardens and living collections, overall safety, and external and internal events operations functions. The Museum’s buildings are primarily owned by the City of Oakland and its main campus location is a historic concrete structure in the brutalist architectural style, completed in 1969.

Requirements

Ability to display the competencies of strategic thinking, development of self and others and ability to deploy and align organizational strategies and objectives.
7 to 10 years in a related field.
English language proficiency in both spoken and written form.
General knowledge of building operations, maintenance and construction.
General knowledge of applicable permits, codes, ordinances and regulations affecting the facility and the execution of capital projects.
General knowledge of methods, practices and procedures for construction, workplace safety, and building program activities.
Commitment to documentation of standard operating processes and procedures.
Knowledge of Museum standards for security and environmental control.
Familiarity with budget development and management.
Experience with staff and team management, including acting as a coach for professional development for staff and as an effective team motivator.
Experience providing multiculturally sensitive customer service, communications, and project management skills for institution-wide planning and coordination.

Nice To Haves

First aid/CPR training preferred.

Responsibilities

Ensure facilities and operations support, coordination, and consultation for all Museum programs, events, and exhibitions to enable the Museum to deliver an outstanding visitor experience while meeting audience and participation goals.
Oversee preventative facilities maintenance and risk management programs that ensures all assets are managed in accordance with industry best practices in an aging historic facility.
Initiate, negotiate, and administer building and service contractual agreements with regard to security, maintenance, engineering, and other vendors; prepare bid specifications in compliance with City of Oakland requirements as necessary for all such contracts and ensure that contracts meet annual budget parameters.
Make periodic assessments of the cost effectiveness and functions of building and service contractors and make recommendations for value engineering.
Write, release, review, and, in consultation with the CFO, award RFPs and RFQs in compliance with City of Oakland requirements for replacement or upgrading of equipment and systems or for new projects.
Partner with internal earned revenue stakeholders to assist with the optimal profitability and maintenance of garage and cafe physical spaces in alignment with organizational priorities.
Oversee the engineering function to ensure the effective and economical protection of collections, visitors, staff and volunteers, property, physical plant and collaborate with collections staff to maintain and monitor the HVAC systems in order to maintain an environment that supports the conservation of collections.
Oversee and participate in research, engineering, acquisition, and installation of new equipment.
Partner in the evaluation of business processes to assess how facilities and operations oversight can improve company workflows, decrease manual labor, and reduce human error.
Oversee the external and internal events operations functions, including set up, break down, and event operations logistics, in collaboration with event program and project managers.
Oversee the upkeep of the Museum’s gardens and living collections in compliance with established standards.
Ensure the effective and economical safety and protection of collections, visitors, staff and volunteers, property, and physical plant.
Provide direction to the contracted security function at the Museum and at off-site locations.
Ensure proper functioning of all security and safety systems, alarms and warning alerts, including training on and compliance with standard operating procedures for response to alarms and emergency situations.
Ensure compliance with OSHA requirements and ensure ongoing review, update and testing of the Museum’s Illness and Injury Prevention Program, emergency preparedness, and business continuity plans.
Oversee the regular functioning of the Health & Safety Committee that assists with monitoring and implementing safety plans and addresses other safety issues and concerns, including assigning an appropriate Chair and staff.
Ensure ongoing and systematic emergency preparedness training and drills are taking place routinely for Museum constituents.
Lead a collaborative process on effective space allocation throughout the Museum for personnel and storage.
In coordination with Technology staff, plan and execute staff workspace relocations while improving office space health and safety conditions with minimal disruption to workflow.
Lead collaboration on the Museum’s long-range facility planning across its three physical locations, in consultation with other staff and the Board Facilities Committee, for ongoing investment in facility maintenance and improvements.
Act as the internal facilities expert to the construction contractor and construction manager, as applicable.
Collaborate with the construction contractor and construction manager to ensure: The requirements of the approved plans and specifications are being completely executed by conducting continuous inspection through all stages of construction contemplated. Plans and construction projects comply with legal requirements, construction project drawings, and specifications. Material and workmanship meet specifications. Problems are identified to the project and construction manager as they arise. Engineering and construction problems are identified, analyzed (including potential budget impacts), and communicated timely.
Supervise, develop, evaluate, and hire as needed the Facilities staff and appropriate vendor relationships.
Develop and maintain working relationships with City of Oakland personnel, especially Public Works with respect to maintenance costs, utilities, sewer, capital improvements and other City-controlled functions and budget.
Develop and manage the Museum’s $2+ million Facilities & Safety annual budget.
Work with finance staff and other appropriate departments on coordination and management of ongoing capital and other major facility maintenance and repair project budgets.
Manage the Museum capital improvement and facilities-related projects including, as appropriate, the RFP and RFQ process, vendor management, coordination of design selection process, bidding/negotiating, and supervising to completion.
Contribute to the development and implementation of Museum operating policies and procedures.
Serve as the primary liaison to the Facilities Committee of the Board of Trustees.