Deputy Director, Facilities Operations

Summary

The Deputy Director of Facilities Operations position is located in the Office of Facilities Management and Reliability (OFMR) and serves as a senior advisor to the Director of Facilities Management. The incumbent is responsible for providing executive leadership and direction, planning, management and administration for complex agency-wide facilities maintenance and operations, including 24-hour-a-day utilities operation services.

Duties

1. Serves as senior advisor to the Director of Facilities Management, and museums and research center directors on facilities operations and maintenance matters affecting the Smithsonian (SI). Provides advice on major program issues, formulates SI policies, identifies and develops program goals and objectives, and develops resource plans. Provides management oversight of and technical advice for facilities operations and maintenance functions across the Smithsonian. 2. Leads, directs, coordinates and integrates functions, programs and responsibilities for facility operations and maintenance, including: janitorial, custodial and laborer services; recurring, corrective and preventive maintenance of all building systems and components; HVAC and other building system operations on a 24/7 basis; and snow removal and other infrastructure emergency response requirements. 3. Ensures adherence to safety policies and the development and implementation of effective safety procedures and practices, incorporating safety into planning and operations, correcting safety deficiencies identified through inspections and evaluations, and working with all partners and stakeholders to improve safety. 4. Directs, through subordinate supervisors in ten zones and a central maintenance division, a staff of approximately 700 employees in a variety of professional, technical, administrative, skilled and unskilled trade and labor occupations. Collaboratively sets performance standards and evaluates individual and organizational performance and takes action to recognize contributions or improve performance as warranted. 5. Leads strategic planning and the development, pursuit and attainment of strategic goals and objectives for facilities operation and maintenance. Develops and implements means and methods to measure and track goals and overall performance and directs action as needed to ensure success in full support of the Facilities Management mission and vision. Oversees the development and implementation of new operational concepts, systems, methods, service standards, and performance measures to improve the quality and effectiveness of program operations and customer service, as well as ensure well-balanced use of staff, materials and financial resources to support the mission of the Smithsonian. 6. Meets regularly with Senior Leaders from Museums, Research Centers and other partners to understand changing requirements, establish priorities and coordinate efforts to ensure mutual success. Makes decisions on organizational improvements needed as a result of the recommendations of Zone and Building Managers, and periodic evaluations of organizational success in meeting objectives. These decisions may involve changes in organizational structure, delegated authorities and organizational relationships 7. Oversees and administers federal appropriations for OFMR maintenance and operations across and within all Zones, ensuring that adequate control systems are established and applied to monitor expenses and keep them within budgeted amounts. Ensures that activities associated with financial management and related reporting systems are responsive, accurate and efficient. Monitors the obligation of funds and takes action to put available funds to work promptly. Adheres to financial management policies and procedures contained in relevant SI policies, directives and manuals. 8. Undertakes a variety of senior level representational and liaison duties. Participates in and represents SI in high level policy meetings and conferences, making significant contributions on matters pertaining to facilities management. Represents Smithsonian's facilities management programs and activities before SI senior leadership, the Regents, Congressional Committees, the Office of Management and Budget, other jurisdictional entities, and professional societies and associations. Interacts with the National Park Service, General Services Administration, and other public sector organizations, as appropriate to support the needs and interests of the Institution. 9. Keeps abreast of the latest private and public sector developments in the fields of facilities management and operations. Promotes continuous partnering and benchmarking with counterparts in other organizations. Evaluates the applicability of those developments to the Smithsonian and incorporates best practices into SI facilities programs.

Requirements

Meets the basic qualifications and specialized experience as listed below.

Qualifications

BASIC QUALIFICATIONS A. Degree: Undergraduate and graduate education: Major study in engineering, industrial arts, property management, business administration. -OR- B. Experience: Examples of qualifying specialized experience include: Managing a maintenance program for office or apartment building complexes, hospitals, recreation facilities, military, or other special-purpose installations, including planning maintenance activities, and developing preventive maintenance programs. Conducting surveillance activities over construction and maintenance operations performed by a variety of private contractors, including reviewing project plans and specifications for workability, informing contractors of construction and reporting requirements, and supervising operations for conformance with project plans. Performing maintenance or construction work, including estimating material and labor costs for a variety of construction or maintenance projects (such as construction or maintenance of brick, frame, structural steel, reinforced concrete, and other type structures ranging from one- or two-story buildings to larger structures), directing actual work operations, and maintaining appropriate contacts with the organization funding the project. SPECIALIZED EXPERIENCE In addition, applicants must have one year of specialized experience at or equivalent to the GS-15 level. Specialized experience is defined as managing an extensive building operations and facilities maintenance program; or conducting surveillance activities over construction and maintenance operations performed by a variety of private contractors. The applicants that meet the basic qualifications will be evaluated further against the following criteria: 1. Skill in leading a facilities management program or organization to include functions such as facilities maintenance, custodial services, horticulture/grounds keeping, logistics support, utility system and HVAC system operations 2. Interpersonal skills in building cooperative relationships and negotiating solutions involving complex and occasionally opposing interests. This includes explaining positions/solutions, both orally and in writing, and gaining acceptance by colleagues, customers, and leaders at all levels. 3. Knowledge and skill in executive level program planning, budgetary processes, and resource management including developing program/project performance tracking and upward report systems and establishing results-based performance measures. 4. Demonstrated experience developing, implementing, and evaluating policies and procedures that govern or support facilities management programs and organizations. This includes applying strategic planning and management principles to enhance operational efficiency, improve organizational effectiveness, address complex facilities-related challenges, and achieve long-term mission and infrastructure objectives. 5. Skill in leading, supervising, and managing a multi-disciplinary and talented workforce, including fostering teamwork and high morale, as well as attracting, retaining, and motivating employees.

How you will be evaluated

The qualifications listed in this document will be used along with your resume and your responses to the questions posed in the electronic application process to determine the candidates who will move forward in the evaluation process. When crafting your responses to the questions, please provide concise, detailed information on your background and experience. Important Note: Your resume and supporting documentation will be compared to your responses to the occupational questionnaire or other assessment tool for consistency. If a determination is made that you have rated yourself higher than supported by your resume, you will be assigned a rating commensurate to your described experience. Your resume should provide sufficient information regarding how your education and experience relate to the major duties and qualifications criteria listed for this position. PART-TIME OR UNPAID EXPERIENCE: Credit will be given for appropriate unpaid work on the same basis as for paid experience. Part-time experience will be credited on the basis of time actually spent in appropriate activities. To receive credit for such experience you must indicate clearly the nature of the duties and responsibilities in each position held and the average number of hours per week spent in such employment. You may preview questions for this vacancy.

Benefits

The Smithsonian offers a comprehensive benefits program for both Federal and Trust employees. See www.sihr.si.edu for details. We also offer a rich program of services and opportunities to balance and enhance your work life. They include: Smithsonian Early Enrichment Center (an accredited educational program for children between the ages of 3 months to 6 years), transportation benefits, professional interest groups, employee advocacy groups, special events such as brown bag lunches, an annual picnic on the Mall, an annual holiday party, free lectures, behind-the-scenes tours and employee discounts at our theaters, shops and after-hours events. These and other programs have made the Smithsonian one of the top places to work in the government.

Required documents

Your application package should include the following documents: Uploaded resume or detailed resume created in the USAJOBS Resume Builder Current and former Competitive Service candidates: submit a copy of your most recent SF-50, and an additional SF-50 indicating tenure of at least one year at the GS-15 level. SES candidates with Reinstatement eligibility based on prior Competitive Service employment: submit a copy of your most recent SF-50, and an additional SF-50 indicating Competitive Service tenure and Reinstatement eligibility. Unofficial school transcripts, if the position has an education requirement or if you are using education to qualify. If selected for the position, you must provide an official transcript before appointment. Proof of U.S. accreditation for foreign study, if applicable. A recent performance evaluation, if requested. Proof of Veteran's Preference - DD214 (Member 4 Copy) if you are requesting a special appointment authority, such as VEOA. Proof of severe disability if you are requesting special placement consideration. Proof of eligibility for a military spouse appointment, such as a permanent change station military order.

How to apply

Click on the "Apply Online" button on the upper right side of the page. Please Note: -You must apply for this position online through the 'Apply Online' button and submit required supplemental documents (if they are relevant to you). -You may submit required documents by uploading them online during the application process; OR -If you are unable to apply online, paper applications may be accepted with prior approval of the Contact Person listed below. -The complete application package, including any required documents, is due in the Smithsonian Office of Human Resources on the closing date of the announcement by 11:59 PM Eastern Time.

Other information

SUPERVISION EXERCISED The Deputy Director supervises professional and administrative staff, to include the following functions as required: Recruit, select, and develop employees, including Senior Managers; provide leadership and technical advice; oversee performance management and appraisals; and provide guidance to subordinates. Assign work and monitor work progress for compliance with organizational goals. Communicate work requirements and provide guidelines and performance expectations for staff through the formal employee performance management system. Observe performance and conduct work performance appraisals. Provide informal feedback and periodically evaluate employee performance. Resolve informal complaints and grievances and advise employees of formal processes as deemed appropriate. Develop performance improvement plans and recommend personnel actions as necessary. Advise and counsel employees on matters related to work and administrative requirements. Effect disciplinary measures as appropriate to the authority delegated in this area. Review and approve or disapprove leave requests. Identify employee training requirements and authorize appropriate training requests; and ensure that subordinates are aware and trained in safety requirements and comply with provisions of safety regulations. SUPERVISORY CONTROLS The Director of Facilities Management provides administrative direction in terms of broad guidance on overall policy, program objectives, and delegated authority. Within this framework, the incumbent, in turn, independently plans and carries out assigned responsibilities as the recognized authority for facilities operations and maintenance. Major policy questions or controversial issues are discussed with the Director for decision or guidance. The incumbent keeps the Director informed of all significant program activities and potential problems. Work performance is appraised in terms of overall effectiveness in achieving program objectives. SECURITY LEVEL This position has been reviewed to determine the level of POSITION SENSITIVITY. Based on the nature of the work, the position has been determined to be Public Trust/HIGH RISK. This designation will require (1) a pre-employment Security Agency Check (SAC) for the prospective incumbent; and (2) a subsequent comprehensive background investigation and favorable adjudication in order to continue in the position. EEO The Smithsonian Institution does not discriminate against any employee or any applicant for employment on the basis of race, color, religion, sex, national origin, political affiliation, sexual orientation, marital status, disability, age, membership in an employee organization or other non-merit factors. REASONABLE ACCOMMODATION The Smithsonian provides reasonable accommodation to applicants with disabilities. If you need an accommodation for any part of the application and hiring process, please notify the contact person listed in this announcement. The decision on granting a reasonable accommodation will be made on a case-by-case basis. RELOCATION Relocation expenses will not be paid.

What to expect next

After you apply and the position has closed, you will receive an acknowledgement email that your submission was successful. We usually have a large response to senior level positions and it may take some time to effectively review application packages. We will contact you by email as decisions are made.