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Posted Feb 07

Vice President for Capital Projects and Facilities Management

New York City Full Time

ABOUT QUEENS LIBRARY

Queens Library, a private non-profit corporation located in Queens, New York is known worldwide for creative public service, innovative library technology, diversity, outreach and dozens of “firsts” in the library world. We enrich lives. Queens Library's circulation, attendance and other indicators consistently rank among the world's highest. We serve a diverse urban community of 2.3 million from 65 library locations. In addition to serving its customers’ diverse interests and backgrounds, the Library contributes substantially to the quality of life and economic vitality of its neighborhoods. Queens Library is determined to continue setting the standard for proactive, customer-centered library services that respond to the current and future needs of its community.

DUTIES AND RESPONSIBILITIES:

Reporting to the Chief Operating Officer and Senior Vice President (COO), the Vice President of Capital Projects and Facilities Management leads and oversees all facilities maintenance and management operations, and all capital construction projects. With 65 service locations in the Borough, the Queens Library offers robust services and collections for all of the communities of Queens. The Vice President of Capital Projects and Facilities Management will oversee all facilities maintenance and environmental service operations and associated staff to ensure that the physical plants are in excellent working order and can support the mission and vision of the Queens Library. The Vice President of Capital Projects and Facilities Management will oversee all phases of planning, contracting and execution of capital construction and renovation projects through the development, implementation, and administration of appropriate design criteria, budgetary processes, and procurement of the goods and services necessary to implement projects. Leads the Library’s efforts to build and maintain innovative, customer friendly libraries that meet the functional, operational, spatial, aesthetic and budgetary requirements of the Queens Library and meet the Library’s 10-year capital plan goals regarding sustainability, resiliency, growth, and efficiency.

FACILITIES AND CAPITAL PROJECT MANAGEMENT

  • Coordinates and oversees all facility maintenance, mechanical and environmental/custodial services for 65 service locations in Queens.
  • Coordinates and oversees all capital construction activities for new construction and renovation projects, including preparation of designs, specifications and cost estimates and oversees and participates in contractor and architect meetings and permitting activities, the obtainment of necessary and appropriate approvals to keep projects on budget and on schedule, the preparation of mandated reports, calendaring and scheduling, and construction management. Ensures that all phases of construction projects are completed in accordance with specifications and with minimal interruption to site personnel and public operations.
  • Identifies new opportunities and develops options to meet long term capital needs, including but not limited to development partnerships, land acquisition and leasing; oversees ULURP process in consultation with the General Counsel.
  • Serves as the Library’s liaison with City and State agencies, funders, and elected officials, community groups, design commissions and other key stakeholders regarding construction projects.
  • Maintains and/or produces a variety of print and electronic files and/or records, including procedure manuals, renovation and construction policies, master project lists, appropriation status, monthly spending reconciliations, and other reports as necessary. Prepares interim and completed project reports.
  • Supervises and directs the establishment, maintenance, approval and coordination of all construction and maintenance documentation, including scopes of work for Requests for Proposals and invitations to bid, change orders, statements of work, etc.
  • Participates in the preparation of reports for the Board of Trustees’ Buildings and Grounds Committee, including resolutions and action items required for Board approval. Is Department Liaison to the Buildings and Grounds Committee.
  • Ensures the appropriate level of on-site supervision for all projects to confirm project performance criteria are being met; ensures compliance with quality standards of safety and construction.
  • Assigns project managers to specific projects and integrates engineering elements into unified designs for review and approval.
  • Evaluates potential sites and/or condition of existing locations for the purpose of determining maintenance, construction and/or renovation requirements and ensures all project needs, requirements and specifications are identified. Responsible for locating and securing interim library sites while facilities are closed for construction, renovation or maintenance/repairs.
  • Administers construction contracts and conducts periodic on-site observation of work during construction to ensure compliance with plans.
  • Assembles and manages required teams of consultants and contractors. Oversees and supervises the work of contractual service providers (Owners Representatives, Construction Managers, engineers, and contractors).

FINANCIAL & RESOURCE PLANNING

  • Prepares department budgets and is responsible for ongoing analysis and resource allocation to ensure prudent fiscal oversight. This includes operational and capital budget formation and, as required, budget requirements for new facilities, and those buildings undergoing renovations and/or expansions. Oversees, monitors and analyzes the implementation and utilization of materials, retained vendors, procurement of goods and services in accordance with policies and procedures, City and State regulations and industry standards to ensure fiscally sound operations and project management.
  • Develops project budgets including hard and soft costs. Oversees and manages allocated funding and performs cost/benefit analyses to ensure that the efficient use of available funding and resources is maximized; implements cost control measures and procedures to create efficient and cost effective workflows and processes.
  • Prepares the Library’s annual and 10-year capital funding requests, including funding requests to NYC Council Members, State legislative delegation and Queens Congressional delegation. Participates in articulating and advocating for the Library’s capital and operational funding needs to NYC Council members and the Queens Borough President.
  • Oversees and manages departmental and project budgets. Maintains monthly forecasts and cash flow analyses and ensures that controls are in place for expenditures to keep projects within allocated budgets.
  • Introduces cost saving concepts to produce design and operational excellence with minimum costs.
  • Actively contributes to sustainability initiatives by directing, developing or implementing solutions that will enhance the Library’s efforts to lead in this area.

STAFF LEADERSHIP AND MANAGEMENT

  • Leads and manages a diverse team of professionals including Directors, engineers, capital project managers/coordinators, designers, contract managers, planners, facility supervisors, maintainers, custodians and support staff.
  • Encourages the continuous professional development of staff and conducts regularly scheduled performance management plans (PMP’s).
  • Identifies and oversees development needs of team including continuing education and licensing needs/opportunities for staff and ensures team is trained and prepared to provide services needed by the Library system.
  • Oversees large team of employees working from a number of different locations throughout the Borough.
  • Monitors work flow and work products, results, methods and procedures.
  • Leads and manages facilities, custodial and capital projects’ departmental staff, coordinates planning and cross-functional work teams and plans, oversees and evaluates overall employee work product, impact and effectiveness. Ensures department works collaboratively across the institution and in partnership with external partners.

STRATEGIC PLANNING AND SUSTAINABILITY STEWARDSHIP

  • Advocates and provides leadership in the strategic planning process for facilities maintenance, critical infrastructure maintenance and capital construction; meets agreed upon deadlines in accordance with the Library’s strategic plan. Works closely with the Management Council to ensure established strategic capital planning is developed.
  • Develops and implements new policies and procedures for facilities management and capital renovation/construction projects as necessary. Identifies existing policies and procedures requiring revisions due to impacts on renovation/construction projects and operations.
  • Plans, coordinates and oversees internal and external capital construction/renovation projects meetings. Ensures collaborative working environment throughout the institution and builds a cooperative, team focused approach to planning, development and implementation for both internal and external stakeholders.
  • Responsible for overseeing the development and implementation of the Library’s sustainability efforts, including the reduction in the use of energy and increases in recycling and the use of recycled products. Promotes the integration of these efforts into the Library’s facilities.

MINIMUM QUALIFICATIONS:

EDUCATION and EXPERIENCE/QUALIFICATIONS

Bachelor's Degree in Civil or Mechanical Engineering or other related engineering discipline, architectural design, construction or related field required; professional engineering license and/or advanced degree preferred. Minimum of (10) ten years of progressive responsibility and experience leading a large, multidisciplinary team of engineers, facility managers, custodians, designers and project managers.

Must have:

  • Experience overseeing capital construction and major renovation projects for a multi-site organization.
  • Extensive experience leading and overseeing numerous projects simultaneously.
  • Ability to read, analyze, produce and interpret financial and budget reports.
  • Ability to develop and cultivate business relationships with existing and prospective clients and stakeholders.
  • Strong writing and verbal communication skills and ability to apply time management principles to complete multiple projects with competing priorities and deadlines.
  • Excellent skills with MS Office software.
  • Requires knowledge of and experience with:
    • Contract administration for large-scale construction and maintenance projects in excess of (20) million dollars. Projects under management include facilities that range in size from 5,000 sq. ft. to 300,000 sq. ft.
  • Strong working knowledge of OSHA standards, fire, safety procedures and Material Safety Data Sheet (MSDS) regulations.
  • Extensive experience with building design, development, construction, and project management processes and procedures, including design/build contracting, and procurement processes using public funds. Strong working knowledge of management procedures, developing, monitoring and managing budgets, leading and motivating a diverse team across a number of work site locations, training, and program implementation.
  • Valid NYS driver’s license and ability to travel locally.

Preferred:

  • LEED Certification and Project Management Professional Certification.
  • Knowledge and experience with:
    • RFP and Bid processes
    • Contractual terms and conditions/contract negotiations.
    • Rules and regulations regarding use of public funds for capital construction projects
  • Experience with MS Project and Computer Aided Design systems.

To Apply: Please email your resume and cover letter to: Execsearch@queenslibrary.org, and reference “Vice President of Capital Projects & Facilities Management – External” in the subject line. Resumes will only be accepted by email.

The Queens Library is an Equal Opportunity Employer.

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