Associate Director of Facilities
Description
Please note: a cover letter is required for this position. Please tell us about your interest in working for KIPP and/or in the education/nonprofit sector!
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Position Summary
The Associate Director of Facilities will join KIPP’s leadership team during an exciting phase of growth and development. KIPP is currently at the peak of our real estate construction, building new facilities to support our expansion in Stockton and enhancing the quality of our facilities in the Bay Area. This individual will work closely with the Managing Director of Real Estate and Facilities and the Director of Real Estate to address the full spectrum of real estate and facilities needs for existing schools, while also assisting in the planning of capital maintenance strategies for all KIPP facilities. The position reports to the Managing Director of Real Estate and Facilities.
This role is crucial in ensuring strong execution, enabling our portfolio of schools to be housed in stable, long-term facilities. Responsibilities include executing a comprehensive facility maintenance strategy and managing budgets for facility projects. The role also involves processing and analyzing facility-related data, such as space utilization, rent expenditures, and maintenance costs, to identify trends, forecast future needs, and optimize resource allocation. This analysis entails creating reports, trackers, dashboards, visualizations, tools to support decision-making processes and enhance operational efficiency of schools. Additionally, the role supports construction and renovation projects, fosters the ongoing development of external and vendor relationships, and contributes to other real estate and facilities functions as needed.
The ideal candidate for this position possesses extensive knowledge of school operations as they relate to buildings and equipment, with the ability to anticipate problems, implement solutions, and complete routine repairs promptly. This individual should demonstrate strong customer service and project management skills and the capacity to build effective relationships with school based staff, manage vendors, and navigate ambiguity with ease. They should be enthusiastic about addressing a variety of high-priority challenges faced by the organization and be willing to roll up their sleeves to help out. We seek someone who is passionate about KIPP’s mission and embodies our organization’s values.
The role is based out of our Regional Office in downtown Oakland (BART accessible), with frequent travel to our local schools and communities throughout the Bay Area – including San Jose, the Peninsula, San Francisco, the East Bay and Stockton. This position is available immediately.
This is a hybrid role with the expectation that up to 4 days per week be spent on site at our school campuses and/or at our Regional Support Office in Oakland.
Preferred Qualifications
Experience:
- At least 3-6 years of experience in K-12 school campus facilities management at a school setting and or school operational leadership addressing facilities needs.
Education:
- Bachelor's degree required
Knowledge/skills required:
- Exhibits exceptional customer service and communication skills and ability to maintain continuous, empathetic relationships with on-site school staff. Demonstrates expertise in understanding their challenges and effectively collaborating to develop tailored solutions that enhance operational efficiency and achieve high customer satisfaction. This approach fosters strong partnerships, ensuring that all facility-related needs are addressed promptly and effectively to support the organization’s mission and values.
- Outstanding project management skills and the ability to coordinate and maximize the contributions of others.
- Results orientation and the ability to get things done well, with careful attention to detail.
- Skilled at creating slide decks, as well as analyzing, interpreting, and using data for improvement, and drive results. Proficient using Ms Office/G-Suite applications to create spreadsheets and trackers for space, utilities, building sub-systems, maintenance, vendors and other facility related tasks and systems.
- Ability to self‐direct and prioritize among competing goals and exhibit flexibility in a fast‐paced, entrepreneurial environment.
- Familiarity with Computerized Maintenance Management Systems and use it to track and resolve issues communicated by the school staff.
- Facilities management experience including knowledge of buildings and equipment with ability to foresee problems, implement solutions and complete ordinary repairs in a timely manner. Ability to read and interpret construction drawings, project specifications and plans.
- Demonstrated knowledge of building trades including plumbing, electrical, HVAC, and carpentry.
- Knowledge of applicable codes and regulations related to K-12 facilities and building system operations. Ability to read building codes and provide a roadmap for repairs and improvements based on existing conditions of systems and assets.
- Planning, fiscal, and forecasting experience with an understanding of how to keep costs to a minimum while providing best care for facilities
- Inclination to quickly and effectively build relationships and engage a diverse group of stakeholders including school administrators, landowners and school district administrators.
- Strong financial acumen and analytics; resourceful with limited budget and resources.
- Adept at thinking strategically, translating plans into action, and exhibiting excellent judgment.
Essential Functions and Responsibilities
Development and execution of an integrated facilities management strategy across 22 (and growing) KIPP schools to ensure stable, safe, teaching and learning environments
Strategic Facilities Management:
- Develop and execute an integrated facilities management strategy across all KIPP schools, ensuring environments are stable, safe, and conducive to teaching and learning.
- Collaborate with the Regional Operations team to ensure facilities management strategy integrates with other systems of support for school-based Operations teams.
- Manage the development and implementation of a long-term facilities plan, supporting tools and training for each school in collaboration with school leaders and the Director of Real Estate.
- Organize cross-functional resources to provide effective, differentiated support tailored to various facility types (e.g., leased, district-owned, KIPP-owned).
- Develop a maintenance program to ensure safety and maintain the physical integrity and financial soundness of KIPP schools. Develop systems to track periodic maintenance needs.
- Conduct bi-annual or more frequent inspections of each school facility.
- Oversee the triage and resolution of incoming facility service requests from schools, coordinating necessary actions with facility owners and service providers.
- Supervise and coordinate facilities support work, including contractor and vendor services, facilities planning, construction procurement, facility repair, supply ordering and delivery, document retention, and special facilities requests.
- Develop and maintain a comprehensive set of essential management tools for each school, including an up-to-date inventory of keys and access devices, detailed records of physical assets, a curated list of approved vendors, utilities, and clearly defined maintenance schedules and scopes for all facilities.
- Oversee and manage facility-related capital projects, encompassing both deferred maintenance tasks and smaller-scale capital initiatives, ensuring timely and budget-conscious execution.
- Implement various facility and physical asset-related initiatives as assigned by the Managing Director of Real Estate and Facilities.
Communication and Collaboration:
- Establish and maintain effective communication systems with school partners to ensure that facility conditions are adequate to support educational activities. Schedule and conduct regular meetings with schools to address their facility needs.
- Conduct regular site visits to assess the condition of facilities, perform inspections, oversee facility projects, and meet with contractors, vendors and landlords.
New Construction and Renovation Support:
- Assist the Managing Director of Real Estate & Facilities in due diligence, pre-development, permitting, and vendor project management for new construction and renovation projects as necessary.
Regulatory Compliance and Documentation:
- Shared responsibility for various compliance and processes with the Director of Real Estate, including the Proposition 39 application process, SB740, and tax exemptions. This includes conducting facility needs assessments, as well as collecting and generating necessary documentation.
- Ensure that all regulatory inspections are conducted, including those for fire protection systems, elevators, and health and safety evaluations of facilities..
- Collaborate with the Operations and Finance departments to apply for local, state, and federal facilities grants and programs, including SB740 and the Charter School Facilities Incentive Grant.
- Manage special projects such as preparing for district presentations, supporting school start-ups, and rolling out new facility initiatives.
- Assist with facility invoice processing, generating invoice trackers and other administrative tasks as needed.
Team Collaboration:
- Act as a team player, collaborating effectively with other departments and colleagues to support the overarching goals of KIPP Public Schools Northern California.
- Perform additional duties related to real estate and capital projects as assigned by the Managing Director of Real Estate and Facilities, ensuring flexibility and responsiveness to evolving organizational needs.
Physical, Mental and Environmental Demands
Physical: Ability to navigate office and school campuses, and hold meetings in different spaces. Much of the day involves sitting and visiting schools. Ability to access and utilize technology. Occasional lifting/carrying of equipment 1-20 lbs. Physical agility to move self in various positions in order to execute duties effectively, which may include kneeling, walking, pushing/pulling, squatting, twisting, turning, bending, stooping and reaching overhead
Mental: Stress of deadlines and normal work standards, ability to analyze problems and generate alternatives, work with interruptions, concentrate for long periods of time, read, calculate, perform routine math problems, memorize and recall objects and people.
Environmental: Office and school environment subject to constant interruptions and distractions. Frequent on site school environment and travel up-to 4 days a week. KIPP adheres to health and safety guidelines as outlined by the CDC, CDE, and public health agencies’ recommendations.
Classification
This is a full-time, exempt position based on a full year calendar cycle, based out of our Regional Support Office with frequent travel to schools and districts.
About KIPP Public Schools Northern California
We are a thriving nonprofit network of 22 free, public charter schools open to all students. At KIPP, we believe all children should grow up free to create the future they want for themselves and that schools can and should be a critical factor in making that vision a reality. Together with families and communities, we create joyful, academically excellent schools that prepare students with the skills and confidence to pursue the paths they choose—college, career, and beyond—so they can lead fulfilling lives and build a more just world.
Our student community consists of over 7,000 elementary, middle, and high school students in East Palo Alto, Oakland, San Francisco, San Lorenzo, San Jose, Redwood City, and Stockton. 79% qualify for free or reduced price lunch, 23% are multilingual learners, and 10% have special needs. We strive to cultivate a representative team of teachers and leaders that reflect our students’ diversity.
Compensation
KIPP Northern California is dedicated to you and your family's well-being! We offer a competitive salary as well as a comprehensive benefits package including medical, dental, vision, and transportation benefits.
We benchmark annually against comparably-sized non-profit organizations in the regions where we operate, to offer competitive salaries. The salary range for this position is between $108,000 and $132,000. Most candidates would be compensated at $118,000.
How to Apply
Please submit a cover letter and resume by clicking apply on this page.
Please note: a cover letter is required for this position. Please tell us about your interest in working for KIPP and/or in the education/nonprofit sector!
KIPP Northern California Public Schools does not discriminate on the basis of age, race, ethnicity, color, national origin or ancestry, cultural background, religious creed, sex, gender identity or expression, sexual orientation, marital/registered domestic partner status, physical or mental disability, medical condition, genetic information, military or veteran status, primary language, citizenship or immigration status, or any other consideration made unlawful by federal, state, or local laws.