Assistant Director of Facilities Business Services - Facilities Management

TITLE

Assistant Director, Facilities Business Services

JOB SUMMARY

The Assistant Director, Facilities Business Services serves as a strategic partner to the Director, Facilities Business Operations & Compliance, with a primary focus on financial oversight, data analytics, operational support, and workforce coordination. This position is instrumental in managing the Facilities Operations budget, overseeing key analytics initiatives, and supporting human resource functions such as onboarding, offboarding, and basic employee lifecycle processes. Additionally, this role maintains and updates departmental website content to support clear communication and transparency across campus. This supervisory role is ideal for a detail-oriented, systems-minded professional who thrives at the intersection of operations, finance, technology, and people management within a dynamic public university setting.

ORGANIZATIONAL RELATIONSHIPS

Reports to: Director, Space Management, Real Estate, and Assets

Supervises: May supervise staff and/or student assistants.

ESSENTIAL DUTIES - May include, but not limited to the following:

• Oversee Facilities Procurement Strategy: Develop and implement procurement strategies that align with departmental goals, ensuring cost-effective purchasing of goods and services related to facilities management, maintenance, and construction.

• Ensure compliance with institutional and state financial policies, procurement guidelines, and accounting practices.

• Budget Alignment & Cost Controls: Collaborate with finance and facilities teams to align procurement activities with budgetary goals; identify opportunities for cost savings and operational efficiency through strategic sourcing and volume purchasing.

• Assist in the development, monitoring, and management of the Facilities Operations budget, including operations, utilities, custodial services, grounds, and capital renewal planning.

• Analyze spending trends, prepare forecasts, and provide regular budget reports and dashboards to departmental leadership.

• Identify opportunities for operational efficiency and cost savings.

• Lead data collection and analysis to support key performance indicators (KPIs), maintenance metrics, energy usage, staffing levels, and workflow efficiency.

• Develop and maintain dashboards, charts, and reports using data visualization tools (e.g., Power BI, Tableau, etc).

• Leverage CMMS and financial systems to support data-driven decision-making, resource planning, and strategic facilities initiatives.

• Benchmark performance against industry standards and peer institutions.

• Coordinate onboarding and exiting processes for facilities employees, including communication with HR, provisioning of equipment and access, and orientation support.

• Maintain employee rosters, organizational charts, and job description documentation for assigned teams.

• Serve as a point of contact for employee-related administrative tasks and questions regarding department procedures.

• Assist in coordinating training documentation, performance evaluation schedules, and compliance tracking.

• Create, update, and maintain content for the Facilities Operations section of the university website, including service descriptions, contact directories, forms, and announcements.

• Ensure web content is accurate, accessible, user-friendly, and aligned with university branding and web standards.

• Support internal communications and information dissemination related to operations, staffing changes, and campus notices.

• Contribute to strategic planning initiatives, campus master planning, and deferred maintenance prioritization.

• Assist in the development and implementation of policies, procedures, and standard operating protocols.

• Support vendor selection processes, including RFP/RFQ preparation, bid evaluation, and contract monitoring.

• Participate in emergency planning and after-hours response coordination as needed.

• Supervise administrative or technical support staff involved in budget, analytics, or HR coordination tasks.

• Foster strong working relationships with Facilities teams, HR, Finance, IT, and other campus stakeholders.

• Represent Facilities Operations in campus committees, working groups, or meetings as assigned.

ADDITIONAL DUTIES

• Performs other duties as requested.

EDUCATION

Bachelor's degree in Business Administration, Finance, Public Administration, Facilities Management, or a related field. Master's degree in Business, Public Administration, Facilities, or related field preferred.

EXPERIENCE

Three (3) or more years of progressive experience in facilities operations, finance, or administration, including supervisory and data analysis responsibilities. Proficiency with Microsoft Excel, financial and work order systems (e.g., FAMIS, AiM, TMA), and data visualization tools (e.g., Power BI, Tableau) and familiarity with basic human resource processes and web content management preferred.

REQUIREMENT

Regular and reliable attendance at the University during regular scheduled days and work hours is an essential function of this position.

All employees share the responsibility of maintaining information security and privacy requirements within the university by adhering to Federal and State regulations, and TWU Policies & Procedures.

KNOWLEDGE, SKILLS, AND ABILITIES - The following are essential:

• Working knowledge of Texas public procurement and budget regulations.

• Knowledge of employee onboarding systems, website CMS platforms (e.g., WordPress, Drupal), and HR coordination in a university setting.

PHYSICAL DEMANDS

The physical demands described in the Essential Duties and below are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

The employee may be required to travel.

WORK ENVIRONMENT

All employees are responsible for maintaining an environment that is free from discrimination, intimidation, harassment, including sexual harassment. Work is normally performed in a typical interior work environment.

SAFETY

TWU promotes a safe working environment. Employees are responsible for completing assigned tasks safely and efficiently, and supervisors are responsible for creating and maintaining a safe work environment. Employees must report any unsafe work conditions or practices, as well as any near-miss incidents, to their supervisor and Risk Management. Supervisors and employees should ensure that injury/accident reports are submitted to the Office of Human Resources and Risk Management within 24 hours of the incident.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Texas Woman's University, an AA/EEO employer, provides equal opportunity to all employees and applicants for employment and prohibits discrimination on the basis of race, color, national origin, religion, gender, age, disability, veteran status, sexual orientation, or any other legally protected category, class or characteristic.

All offers of employment will be contingent on the candidate's ability to provide documents which establish proof of identity and eligibility to work in the United States. Positions at Texas Woman's University deemed security-sensitive require background checks and verification of all academic credentials.

If you are a male between the age of 18 and 25, federal law requires that you must be registered with the U.S. Selective Service System, unless you meet certain exemptions under Selective Service law. Under HB 558, enacted by the 76th Texas State Legislature, if you are currently of the age and gender requiring registration with Selective Service, but knowingly and willfully fail to do so, you are ineligible for employment with an agency in any branch of Texas state government. For additional information regarding registration or status, you can contact the Selective Service System at 847-688-6888 or www.sss.gov.