Interim Director of Facilities (Temporary)

Oversee and maintain accountability for all aspects of Facilities and Office Services, ensuring the highest standards and adherence to all internal and external obligations. Institute and enforce policies and processes to ensure safety, maintenance, cleanliness, and adequate supplies and services for all sites. Maintain proper licensure, registrations and certifications of facilities and sufficient property and liability insurance coverage for all SAGE sites, programs, and services.

Reports to: Chief Financial and Administrative Officer

Status: Full-time, Exempt, Management Position

Location: Based at SAGE’s national headquarters in midtown Manhattan; travel required to various SAGE and external locations

Schedule: Generally 35 hours/week, schedule may vary in accordance with business necessity; must be reachable 24/7 in event of emergency

Assignment will be from September 2021 through January 2022. This position will be responsible for the administration of SAGE physical facilities in NYC.

Duties and Responsibilities

Facilities:

  • Establish, maintain, and enforce processes for procurement of facility maintenance supplies and vendors, in compliance with regulatory and contractual obligations
  • Oversee the functioning of all building systems including mechanical, electrical, fire/life safety, plumbing, and waste management
  • Serve as primary contact for building management of NYC facilities, clarifying obligations and ensuring they are met; Manage leases, renovations/alterations, maintenance and repair of facilities; select and collaborate with vendors to maintain all NYC facilities
  • Hire, supervise, and train Manager to direct Maintenance staff, ensuring full and consistent coverage at all NYC sites
  • Create and implement security policies and procedures to ensure that the work environment for the NYC sites are safe for all stakeholders
  • Arrange employee workstation allocation and office furniture
  • Maintain, review, and report on data pertaining to facilities management, including and not limited to safety, security, maintenance, cleanliness, and adherence to budget
  • Coordinate capital improvement/renovation projects and office/program moves, and serve as central contact
  • Create and disseminate ADA-compliant policies and procedures, concerning venue event selection by all programs and departments

Office Services:

  • Establish and oversee/execute process for procurement of goods and services for all sites, including and not limited to durable goods such as furniture, and non-durable goods such as office supplies, business cards, and, where applicable, food services, in compliance with regulatory and contractual obligations
  • Hire, supervise, and train administrative/clerical/support staff as applicable
  • Ensure external Reception is adequately covered for intake of external phone calls to the organization
  • Maintain accountability for inventory of administrative office supplies; oversee process to account for other supplies and materials
  • Serve as primary contact with agency’s insurance broker for  D & O, Property, Liability, and related coverage; closely collaborating with Programs, Human Resources, Finance, and other internal stakeholders to ensure coverage is applicable to all current and expanding programs and services
  • Maintain facility-related permits, licenses, and certificates as applicable and ensure they are kept current
  • Develop, implement, and communicate procedures and plans to respond to natural disasters and other emergencies, to minimize risk to constituents, employees, and property
  • Establish off-site storage policies and procedures; oversee all aspects of any necessary offsite storage
  • Review, and report on data pertaining to business services, including and not limited to supply use/cost vs. budget
  • In collaboration with Human Resources, develop and implement processes for the onboarding and off-boarding of employees to ensure inventory and integrity of agency property and resources; implement similarly for applicable non-employees, such as interns, temps, and consultants
  • Provide general oversight of automated room reservation system

Other:

  • Collaborate with colleagues across the organization to help achieve the organization’s goals; actively participate in and contribute as appropriate to internal SAGE meetings; provide leadership relating to facilities, office management and other matters as appropriate
  • Provide updates and training to management staff and all employees as pertinent
  • Participate in employee onboarding and off-boarding as needed
  • Assure that the office is closed or open as appropriate on days with inclement weather or emergencies, consulting with Executive and Human Resources staff and assuring effective communications with all staff regarding site closings, schedule adjustments, or other changes
  • Collaborate closely with and provide IT backup as needed to support IT functions when IT staff are absent
  • Take other actions to support the smooth functioning of SAGE offices and programs, in accordance with business or program necessity

Knowledge, Skills, and Abilities

  • Ability to work independently and manage multiple diverse projects simultaneously; must be flexible and able to prioritize appropriately
  • High level of attention to accuracy, detail, organization, and follow-through
  • Basic computer systems knowledge – Microsoft Word, Excel, and Outlook – and ability to learn new systems that may be appropriate to this position
  • Strategic, analytical, and operational thinker; creative problem-solver
  • High level of professional, personal judgment and discretion; ability to maintain confidentiality and to offer counsel to members of management and staff related to areas of expertise
  • Ability to effectively supervise and support staff and create a positive working environment in this department
  • Excellent interpersonal, communication, and diplomacy skills with staff and outside contacts such as vendors and regulators
  • A strong and natural collaborator, instinctively sharing information with those who need it and seeking to understand the needs of colleagues in other departments and to cooperate effectively with them
  • Integrity and honesty
  • Commitment to SAGE’s mission

Qualifications

  • Bachelor’s Degree or substantially similar experience
  • Demonstrated management experience in Facilities, Business Management, Administration, Operations, or related field
  • Ability to hire, train, and supervise staff, and to work collaboratively with all internal and external stakeholders
  • Familiarity with LBGT programs, community centers, supportive housing, or other programs serving vulnerable populations preferred

Physical Requirements

  • Able to lift large boxes, furniture, and other items weighing up to 40 pounds
  • Ability to occasionally climb ladders and perform other physical tasks as needed
  • Able to see, hear, and quickly respond to sounds or dangerous situations
  • Able to move safely over uneven terrain, confined spaces, or in extreme weather
  • Ability to travel between various locations within NYC

Indicators of Success in Position

  • Sites are maintained, cleaned, and secured appropriately and efficiently
  • Physical space in office and program facilities leveraged to maximize use
  • Organization’s property and liability policies are up to date and sufficiently cover the nature and extent of our work
  • Policies and procedures are clear working well relating to all office management matters, including ordering/replacing office equipment, work supplies, business cards, etc.
  • Procurement policies and practices are consistent with regulatory and agency expectations for fiscal prudence and efficient operations
  • Such other factors as may indicate effectiveness in meeting the responsibilities of the position

How to Apply: Please send a résumé and cover letter to careers@sageusa.org with “Interim Director of Facilities” in the subject line. No phone calls please.

Equal Employment Opportunity
SAGE is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, ethnicity, creed, color, religion, sex or gender, sexual orientation, gender identity, gender expression, alienage or national origin, ancestry, age, citizenship status, marital or family status, family medical history or genetic information, veteran status, HIV serostatus, military or military discharge status, height, weight, disability or handicap, domestic violence victim status, employment status, socioeconomic status, criminal history or arrest record, sexual or other reproductive health decisions, natural hair or hairstyle, or any other status or characteristic protected by applicable federal, state, or local laws. SAGE is dedicated to this policy, with respect to all matters concerning employment.