Job Abstract

Reporting to the Yale University Art Gallery (YUAG) Director of Facilities, manage the internal and external environments of one of the finest university art museums in the world.
Ensure that daily inspection of the facilities and its HVAC mechanical systems are conducted. Evaluate the proper operation of all building mechanical systems, determine corrective action needed for repair and implement the solution. This position is the one of three primary responders and is rotating schedule to be on call 24/7. Provide remote operation for all computerized climate monitoring systems. Serve as backup for Director of Facilities. Emergency Response team member responsible for providing support, supplies, and immediate response to all Gallery emergencies.
Provide training of all building mechanical systems and the computer software required to monitor and run them to incoming Director of Facilities and incoming Manager of Facilities.
Direct, schedule, and supervise building maintenance and custodial services, repairs and alterations, and energy conservation activities. Ensure performance is timely, cost effective, and of high quality.
Supervise four (4) C&T staff members and student employees. Provide daily schedule and detailed instructions from internally received service requests. Review and approve weekly timecards.
Coordinate six (6) Yale custodians working in the facilities and working with the Central Facilities Superintendent to determine all the cleaning duties and needs. Provide the custodians with a schedule and ensure proper coverage for all special events, Yale classes, and Gallery meetings. Coordinate University Grounds Maintenance activities related to the maintenance of the Gallery’s sculpture gardens and courtyards ensuring the safety and appearance of the art.
Coordinate the daily operation and maintenance of the lighting and shade control systems. Manage the proper lighting of art in conjunction with the Gallery’s Exhibition and Registrar department personnel.
Supervise the receipt, resource planning and performance of all internally received Facilities Task Requests (FTR).
Develop and manage renovation and alteration projects from start to finish under the direction of the Director of Facilities.
Maintain records of various types of data, which show the performance of the building management systems (Metasys, Crestron, Nyson), fire protection system, integrated pest management (IPM), etc., and analyze the data gathered to determine performance and corrective action.
In conjunction with the Director of facilities and the YUAG Chief Conservator, coordinate an Integrated Pest Management protocol. Provide first line support to Gallery staff for pest and rodent reports. Collect all found pests and rodents and report to Chief Conservator. Work with University Pest Management contractors to providing access to YUAG facilities.
Coordinate and oversee the on-site work of Yale physical plant workers and third-party personnel performing routine maintenance or emergency repairs. Ensure that the impact to the art and other aspects of the facility are controlled, taking any necessary and appropriate precautions.
Liaise with central Facilities Planners/ Project Managers to coordinate and oversee the day-to-day on-site work of outside contractors working on renovation projects. Ensure that the impact to other parts of the building or other mechanical systems is controlled, taking the appropriate precautions.
Update the two-week schedule of Facility department activities in an effort to provide information for Gallery staff.
Represent the Facilities department at weekly meetings related to the planning of special events and arrange for the execution of all facility related items. In partnership with the Gallery’s Special Events Coordinator, supervise and assist outside caterers with facilities-related needs.
Maintain vehicle provided for this position. Preferred: Ability to work with specialty hand and power tools (e.g. circular and reciprocal saws) and light woodworking machinery. Preferred: Proven use of CAD programs 1. Reviews and determines staffing needs, job posting requirements, salary guidelines, and labor agreement interpretations for exempt and non-exempt staff in one or more functional department of the University. 2. Manages the administrative support needs for exempt and nonexempt staff and provides recommendations, improvements, solutions and assistance as needed. 3. Manages and monitors technology needs, conducts inventory, and system requirements for the assigned departments. 4. Develops and prepares budgets, financial forecasts, and financial analyses and the actual vs. budgeted performance reports for the departments. 5. Manages the use of facilities in one or more departments including office space, work stations, equipment, and office supplies. 6. Manages administrative support for activities of one or more departments to ensure timely completion of projects. 7. Manages and coordinates training sessions for assigned departments when new policies or practices are adopted. 8. Ensures compliance with University and federal regulations as they apply to the assigned departments. 9. Identifies, plans, and develops administrative policies for the assigned departments. 10. Assists in reviewing and implements University and departmental policies as they pertain to the administrative functions of the assigned department. 11. Assesses and makes recommendations regarding staff development and staffing levels. 12. Monitors, develops, plans, and executes systematic research on user requirements through such mechanisms as surveys, interviews, focus groups and competitive analysis. 13. Manages a staff of exempt and non-exempt employees. 14. May perform other duties as assigned. Bachelor’s Degree in related field and three years of related experience or an equivalent combination of education and experience.