The Oregon Historical Society
  • Facilities
  • Portland, OR, USA
  • Salary
  • Full Time

The Facilities Deputy Director is responsible for working with the Facilities Director to ensure the operation of the OHS facilities, custodial, and security departments located at both the downtown and Gresham campuses, are maintained at peak efficiency, as well as maintaining the Society's physical plant, and the environmental well-being of its collections. This position is also responsible for managing the security department and all organization safety and security programs. This position assists the Facilities Director to ensure all aspects of the Board of Trustees Property and Facilities Committee meetings are prepared in advance. The Facilities Deputy Director plays a vital role in ensuring a safe, pleasant, comfortable and efficient environment that is essential to collection safety, staff and visitor safety, internal productivity, and a positive visitor experience. The Facilities Deputy Director will assist in preparing the facilities budgets and monitoring expenditures.

ESSENTIAL DUTIES AND RESPONSIBILLITIES

  1. Responsible for the oversight and hands on management of OHS buildings' engineering, maintenance and custodial services including but not limited to HVAC, digital controls, electrical, plumbing, elevators, OHS vehicles, and all other building components to ensure work is performed correctly and timely.
  2. Responsible for the oversight and hands on management of OHS safety and security department programs and services including but not limited to ensuring completion of site surveys, management of security officer force, facilitating and/or delivering appropriate training, and developing and administering organization security policies and practices.
  3. Develops, recommends, implements, maintains, and revises facilities, safety, security, and custodial operational policies, procedures, maintenance plans and checklists to ensure compliance with all local, state, and federal laws as well as maintaining industry best practices, alignment with the organization mission, vision, and values, and supporting the organization strategic plan in collaboration with the Facilities Director.
  4. Assists the Facilities Director with the facilities and security departmental budgets, including monitoring actual expenditures relative to established budgets.

JOB DUTIES

  • Oversees OHS facilities and security priorities and work schedules, including purchasing necessary parts and equipment and outsourcing services as necessary. Serves as backup for all facilities and security duties as needed.
  • Assists the Facilities Director regarding all major construction and renovation planning and updates the Facilities Director on the status of such construction and renovation project management.
  • Assists with the documentation needed for Property and Facilities Committee meetings. Regularly keeps the Facilities Director apprised of all major facilities issues for both the downtown and Gresham facilities.
  • Ensures staff and self receives appropriate statutory facilities and safety training and certifications, coordinating on-site training and retraining prior to certification expiration. Partners with Human Resources as needed for training and record keeping.
  • Serves as backup contact for relevant local, state, and federal agencies during inspections and meetings including but not limited to OHSA, Oregon OHSA, Fire Marshal, etc.
  • Participates and is a standing member of the OHS Health and Safety Committee and other committees as assigned.
  • Partners with Facilities Director and Human Resources as directed on post incident and accident investigations, analyses, recommendations, implementations, and improvements.
  • Maintains facilities, security, and safety files, documents, and programs, ensuring that they are compliant with local, state, and federal laws as well as in line with industry best practices; including but not limited to inspection and abatement reports, building drawings and schematics, evacuation maps, the Emergency Action Program, Hazard Communication Program, and other related items.
  • Obtains DPSST required certification and ensures compliance with all federal, state, and local security position requirements for security staff and self.
  • Updates the Facilities Director on security issues and security officer schedules.
  • Partners with the Facilities Director and/or senior management in long range strategic and operational planning involving existing or future facilities.
  • Evaluates equipment failure and makes recommendations and/or decisions (depending on the urgency and cost of the remedial action) regarding appropriate course of remedial action.
  • In collaborative effort with the Facilities Director, identifies appropriate and competitively priced sources for engineering maintenance and custodial supplies, materials, equipment, tools and services, security supplies and maintains adequate inventories to ensure uninterrupted performance of maintenance, custodial, and security tasks by Facilities and Security staff.
  • Ensures timely and accurate records of maintenance work are maintained including documentation of preventative and unscheduled maintenance according to industry standards and requirements, developing schedules and checklists as needed.
  • Performs, delegates or outsources HVAC, electrical, plumbing, elevator and interior building components (walls, doors, windows, flooring, painted surfaces, ceiling) for repairs, maintenance, modification or replacement.
  • Oversees maintenance of OHS vehicles and forklifts, including scheduling and performing regular preventative maintenance, performing repairs and unscheduled maintenance, and ensuring vehicles are clean, safe, and presentable.
  • Available on-call for building system/envelope notifications from the alarm company and also as part of the OHS Emergency Response Team for collections management related emergencies.
  • Responsible for maintaining materials, parts, and supply inventories and records, including hazardous materials and MSDS book.
  • Promotes and demonstrates personal safety practices at all times on OHS premises.
  • Maintains punctual, regular and predictable attendance.
  • Works collaboratively in a team environment with a spirit of cooperation.
  • Respectfully takes direction from supervisor.
  • Performs other duties as assigned.

SUPERVISORY RESPONSIBILITIES

Position supervises the Facilities Supervisor, Custodians, Warehouse Coordinator, Security Officers and Lead Security Officer including recruitment, training, retention, performance management, mentoring and terminations. In addition, the Facilities Deputy Director supervises outside service vendors and contractors and acts as project manager for all facilities and rental property modifications and new construction.

QUALIFICATIONS

Ability to perform essential job duties with or without reasonable accommodation and without posing a direct threat to safety or health of employee or others. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

Bachelor's degree in facilities management, commercial building management or related field and/or 8 years of progressively responsible experience in commercial building maintenance and construction, industrial equipment handling and management, or facilities management or equivalent combination of education and experience.

Previous experience recruiting and supervising maintenance and custodial staff.

Expert knowledge of standard practices and methods of commercial building HVAC systems design, construction, operation, maintenance, repair and modification, including related equipment, tools, and parts with an emphasis on preventative maintenance scheduling and implementation practices.

Expert knowledge of standard practices and methods of commercial building electrical systems design, construction, operation, maintenance, repair and modification including related equipment, tools, and parts with an emphasis on preventative maintenance scheduling and implementation practices and ability to read and understand building related schematics.

Expert knowledge of plumbing, metal-working, painting, and construction-level carpentry trades as applied in a commercial building maintenance environment.

Expert knowledge of occupational hazards and safety requirements for commercial building maintenance programs.

Expert knowledge of custodial industry standards, practices, methods, tools, and cleaning materials and the ability to teach custodial staff the same knowledge.

Experience managing maintenance of buildings over 50 years old.

Experience managing department budgets and expenses.

Preferred education and experience:

  • Non-profit budget management experience highly preferred.
  • Training in pressure vessel operation and maintenance, refrigeration, limited electrical maintenance, and welding as well as experience in basic carpentry, plumbing, glazing, painting, vehicle repair and maintenance, and operation and maintenance of lift equipment.
  • Advanced knowledge and experience of electrical, plumbing, and/or mechanical engineering highly preferred.

LANGUAGE SKILLS

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public. Ability to understand and apply highly complex policies and procedures.

MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

COMPUTER SKILLS

Job requires basic computer skills including logging on to systems, ability to communicate by email, ability to compose documents, enter database information, download forms, and preserve important data. Experience using MS Office products preferred.

REASONING ABILITY

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

CERTIFICATES, LICENSES, REGISTRATIONS

Currently trained or certified in the following areas, or able to obtain training/certification within 30 days of employment:

  • DPSST -Supervisory level certification
  • First Aid/CPR/AED for Adults, Children and Infants certification
  • Trained in the operation and use of a fire extinguisher in a commercial environment
  • Level IV Asbestos Identification training

Valid driver's license and the ability to pass a background check.

Preferred certificates, licenses and registrations:

  • Valid Limited Building Maintenance Electrician License
  • Valid Oregon Stationary Engineer license
  • Certification in welding

PHYSICAL DEMANDS

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 accommodations may be made to enable individuals with disabilities to perform the essential functions.

Ability to perform heavy manual labor for extended periods, often under inclement weather conditions; ability to climb ladders, operate a forklift, use hand tools. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee frequently is required to reach with hands and arms. The employee is occasionally required to stand; walk; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 50 pounds unassisted. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate to loud. While performing the duties of this job, the employee is frequently required to work near moving mechanical parts and work in high, precarious places. The employee is regularly required to work in environments with fumes, airborne particles, toxic or caustic chemicals and outdoor weather conditions. The employee is occasionally required to work with vibrating equipment.

The Oregon Historical Society
  • Apply Now

  • * Fields Are Required

    What is your full name?

    How can we contact you?

  • Sign Up For Job Alerts!

  • Share This Page
  • Facebook Twitter LinkedIn Email
.
logo events museum research library education about us blog join shop donate contact share