Director of Buildings & Grounds - Full Time

Job Description

Job Description

Cover Letter and resume required to be considered for the position.

Join Our Team as a Building and Grounds Director and help make a difference in the lives of children, youth, and families!

Job Summary

Are you passionate about supporting the healthy development of children, youth, and families for a brighter future?
Look no further! At Northern Children’s Services (Northern), every role in the organization contributes to helping us achieve our mission and vision.
We believe that every child and youth has the potential to transform themselves – no matter their background or life situation.
We work to “walk the talk” when it comes to our organizational values: Excellence, Respect, Resilience, Cultural Humility & Justice, Healing, and Wellness.

Why Choose Us? As a Building and Grounds Director, you’ll embark on a fulfilling journey.

• Leadership Opportunity
• Supportive Environment
• Empowerment and Progress
• Effective Communication
• Empowerment Through Planning
• Continuous Monitoring and Progress
• Documentation Excellence
• Networking and Collaboration

Benefits:

• We offer comprehensive health, dental, and vision insurance for full-time employees.
• Life Insurance/AD&D and LTD: We provide full-time employees with a $20,000 life insurance policy through Mutual of Omaha Company at no cost. Additionally, Mutual of Omaha LTD coverage and AD&D insurance offer financial security to our employees and their families.
• Our partner insurance company offers a range of self-funded insurance plans, including accident insurance, cancer insurance, life insurance, critical illness coverage, and short-term disability insurance, providing additional financial protection to our employees.
• 401(k) Retirement Plan: We offer a 401(k)-savings plan with a generous matching contribution after one year of employment.
• Paid Leave: Employees have access to generous paid time off or sick leave, allowing them to prioritize their health and well-being.
• Employee Assistance Program (EAP): Our EAP offers confidential referral and counseling services to help employees and their families manage life's challenges, including stress management, legal and financial concerns, depression, and substance abuse.
• Legal Services: Self-funded legal services provide valuable support and resources for various legal matters.

Qualifications You Bring:

• Expertise
• Physical Capabilities
• Trauma-Informed Approach
• At Northern Children’s Services, Inc., we value diversity, inclusion, and the well-being of every individual. Join us in our mission to empower children and families, one meaningful interaction at a time. Apply today and be a part of something truly extraordinary!

Northern Children's Services supports the healthy development of children and youth, while stabilizing their families to build stronger communities. Everything we do at Northern Children's Services is designed to create a better future for our families.

Description
The Director of Buildings & Grounds provides leadership and administrative oversight for the maintenance and safety of Northern Children’s Services’ 6.5-acre campus located in Philadelphia’s Roxborough neighborhood. This role leads a team of staff to ensure facilities, grounds, and security operations comply with regulatory requirements and align with organizational priorities. The Director oversees construction and improvement projects, manages budgets and procurement processes, supports compliance and audits, and partners with internal and external stakeholders to maintain a safe, functional, and welcoming environment for children, families, and staff.

THE FOLLOWING ARE THE ESSENTIAL FUNCTIONS OF THIS POSITION

LEADERSHIP
• Ensures full compliance of Northern’s buildings, grounds, and swimming pool with all applicable regulations and internal policies.
• Participates in campus planning, including sustainability, safety, and functionality of Northern’s facilities.
• Manages building and grounds improvements and projects, and new construction, including liaising between contractors, architects, and regulatory bodies.
• Facilitates the zoning and licensing processes when needed for specific projects, and follows through with all requests until approval is granted.
• Oversees a team of seven (7) full-time staff, including the direct supervision of the Maintenance Supervisor and Custodial Supervisor.
• Conducts weekly formal supervision with direct reports and plans and facilitates monthly team meetings.
• Serves as Northern’s security point-person for the 24-hour Security contractor and security camera contractor and ensures contractor accountability and incident response coordination.
• Oversees the management of key card access for all Northern contractors, ensuring proper authorization, tracking, and security compliance.
• Manages contractors and vendors effectively, ensuring accountability and adherence to contracts.
• Obtains multiple bids/estimates for facilities projects and upholds Northern’s commitment to equitable representation of a range of people and backgrounds.
• Collaborates with the programs and the Quality Assurance department on preparation for, participation in, and response to all city and state audits.
• Develops, oversees, and participates in the department’s emergency after-hours on-call schedule, ensuring adequate coverage when needed.
• Supports the planning and execution of organizational and program events hosted on Northern’s campus.
• Works closely with Northern staff and Buildings & Grounds Board Committee members by supplying details related to campus improvement projects, providing consultative input on the feasibility of proposed projects, and all other needs as requested.
• Serves as a partner to Northern’s Volunteerism staff to plan and support group volunteer experiences tied to campus improvement needs and serve as point of coordination for on-site volunteer events as needed.

PLANNING & MONTORING
• Takes the lead on administering and monitoring the department’s ticketing system, Fresh Desk, ensuring alignment with daily task assignments and effective communication with staff requesting tasks.
• Ensures that all projects are completed within the targeted completion dates and within stated costs.
• Develops preventative maintenance plan in alignment with organizational priorities and budget.
• Ensures the development, maintenance, and monitoring of department Standard Operating Manuals (SOPs), and task logs.
• Reviews (at least annually) the functions and performance of the Buildings & Grounds Department to ensure adequacy, efficiency, and adherence with regulatory requirements.
• Maintains organized electronic records of project plans, bids, estimates, permits, and compliance documentation, using Northern’s Microsoft 365 Office SharePoint app.
• Oversees implementation of safety protocols and ensures campus-wide compliance.
• Ensures the timely completion and documentation of all required fire drills, including monthly drills and semi-annual nighttime drills for residential buildings.

COMMUNICATION
• Promotes and ensures effective communication between Buildings & Grounds staff and staff from other departments.
• Builds strong collaborative relationships with programs and administrative staff to ensure organizational needs are effectively supported
• Prepares clear, well-structured written reports, manuals, and correspondence to support leadership decision-making and regulatory compliance.
• Provides regular updates to the Leadership Team, Board of Trustees, its’ Buildings & Grounds Committee, and Northern’s staff Safety Committee to ensure transparency and informed decision-making.

SKILLS & COMPETENCIES
• Leadership & Communication Skills
o Excellent collaboration skills
o Strong written and verbal communication skills.
o Strong project management skills with the ability to juggle multiple competing priorities.
o Ability to define problems, collect data, establish facts, and draw valid conclusions.
o Ability to effectively present information and respond to questions from various internal and external stakeholders.
o Applies critical thinking to assess situations, triage issues, and prioritize responses based on urgency, safety, regulatory requirements, and organizational impact.
o Demonstrates the ability to work effectively with diverse populations, including residents with child welfare or justice system involvement and clients with behavioral health diagnoses.
o Maintains sound professional judgment and appropriate boundaries in all interactions with residents, clients, staff, and contractors.

• Technical Knowledge
o Excellent working knowledge of electrical, plumbing HVAC, and other systems and the ability for practical application.
o Ability to accurately calculate numbers, including addition, subtraction, and percentages.
o Ability to read and understand complex instructions, such as regulatory policies.
o Excellent working knowledge of computers, digital applications such as Fresh Desk, and pertinent software programs, including Microsoft Word, SharePoint, PowerPoint, and Excel.

QUALIFICATIONS
Education:
• Bachelor’s degree required. Degree in a facilities management, construction management, or a related field preferred
• Trade certification preferred

Experience:
• Eight to ten years of progressively responsible experience working in facilities, construction, or grounds management. At least 3-5 years of supervisory and at least 3-5 years of administrative experience.
• Demonstrated ability to oversee buildings & grounds operations across a campus or multiple sites.
• Demonstrated ability to produce clear written reports, project documentation, and compliance materials for internal and external audiences.
• Experience managing capital campaign projects preferred.

Special skills:
• Preparing and monitoring project budgets
• Project management
• Task management system

PHYSICAL REQUIREMENTS & WORK ENVIRONMENT
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. Travel is required for this position.
• Ability to walk up and down stairs.
• Ability to occasionally lift up to 25 lbs
• Ability to operate a calculator and computer.
• Current valid driver’s license.
• Travel within the Philadelphia region is required.

SCHEDULE
This position is full-time, generally Monday–Friday, 9 a.m.–5 p.m., with flexibility required to accommodate contractor schedules, evening/weekend events, and participation in the overnight on-call rotation.

Trauma-Informed Principles

Northern Children’s Services is committed to fostering a therapeutic environment rooted in safety, nonviolence, and resilience. Our policies are guided by trauma-informed principles, ensuring that we create a supportive and healing atmosphere for clients and staff.

A trauma-informed approach recognizes that past experiences, including trauma, can significantly impact a person’s behavior, emotions, and interactions. Therefore, we strive to:

• Use emotional intelligence : Respond with empathy and awareness, even in difficult situations.
• Communicate effectively : Listen actively, ask clarifying questions, and avoid judgmental language.
• Understand trauma’s impact : Be aware that clients or colleagues may react based on past experiences, not just the present moment.
• Apply person-first, strengths-based language : Focus on people’s strengths and abilities rather than defining them by their challenges (e.g., saying "a person experiencing homelessness" instead of "a homeless person").

By adhering to these principles, we ensure that our workplace is not only effective but also compassionate and inclusive for everyone.

Americans with Disabilities: As with all positions at Northern Children’s Services, Inc. we recognize the importance of accommodations individuals with disabilities. In that, we are committed to every extent possible accommodating disabled individuals. We recognize the American With Disabilities Act of 1991 and understand the need to reasonably accommodate employees. All accommodation will be evaluated on case- by- case basis, evaluating the essential functions of the positions.

DISCRIMINATION IS PROHIBITED IN EMPLOYMENT, PROMOTION, ASSIGNMENT OR DISMISSAL, ON THE BASIS OF RACE, RELIGION, COLOR, AGE, SEX, NATIONAL ORIGIN, and HANDICAP, OR RECEIPT OF SERVICES FOR MENTAL DISABILITY.