• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $90,000 - $110,000

Position Summary

Reporting to the Executive Director of Building Services and Capital Planning, the Associate Director of Facilities Maintenance and Operations provides operational, administrative, and compliance support for planning, coordinating, and implementing repairs, maintenance and renovation projects. This position ensures all projects align with institutional goals, safety standards, and regulatory compliance. This role serves as a critical liaison among internal and external stakeholders, CU Facilities trades, and external vendors.This role provides project oversight to various trades for building upkeep, including core technical roles like HVAC technicians, electricians, and plumbers, alongside skilled craftspeople such as carpenters, painters, locksmiths and groundskeepers all to support and maintain the smooth operation of over 360,000 square feet of classroom and office space. 

Responsibilities

1. Project Coordination

• Support planning, scheduling, budgeting, and execution of capital and renovation projects.
• Maintain project documentation, progress reports, and milestone tracking.
• Assist with procurement, vendor selection, and contract administration.
• Coordinate project communications among internal departments and external partners.   

2. Space Planning

• Collaborate with departments to assess space utilization and optimize layouts.
• Maintain updated space inventories and support relocation or renovation logistics.
• Provide reports and diagrams to assist leadership in space allocation decisions.

3. Vendor and Contractor Liaison

• Serve as the main point of contact for contractors, vendors, architects, and engineers.
• Ensure adherence to project schedules, institutional standards, and safety requirements.
• Monitor performance, review invoices, and facilitate issue resolution.

4. CU Facilities Liaison

• Partner with CU Facilities to ensure compliance with design standards, codes, and maintenance procedures.
• Coordinate work orders, inspections, and punch-list activities.
• Communicate facility updates and ensure operational readiness post-project.

5. Work Order Management

• Oversee the intake, prioritization, and completion of facilities-related work orders.
• Ensure timely communication of updates to stakeholders and accurate reporting.

6. Key Management

• Administer key and access control systems for renovated and existing facilities.
• Maintain accurate records of key assignments and access permissions.
• Coordinate with Security and Facilities to uphold access policies.

7. Performs other duties as assigned.

Minimum Qualifications

• Bachelor’s degree, plus a minimum 4-6  years of experience in project coordination, facilities operations, or compliance roles required.

• Experience in higher education, institutional, or public sector settings preferred.

• Must have strong organizational, communication, and stakeholder management skills.

• Knowledge of construction processes, safety regulations, and building systems required.

• Proficiency in project management software (MS Project, Smartsheet) and space planning tools.

• Familiarity with NFPA standards, OSHA regulations, and fire/life safety systems highly desirable

• Ability to coordinate effectively with vendors, safety officers, and security personnel is a must.

• Evening and weekend work may be required from time to time, based on operational needs.

• Must be able to work with diverse constituencies and support an inclusive work environment.

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.