Assistant Director - Building Planning and Operations

Job Description

Job Summary:

Under the general direction of the Director of Building Planning and Operations, the Assistant Director oversees daily physical plant operations, routine facility maintenance, campus space operations, and vendor/contractor activities across the campus portfolio. Leveraging a strong technical background in Mechanical, Electrical, Plumbing, and HVAC systems, this role prioritizes daily facility performance, operational continuity, regulatory compliance, and infrastructure health in a complex, occupied institutional environment.

Additionally, the Assistant Director manages assigned capital, expense, and non-capital space and campus improvement projects, ensuring that construction, move management, and maintenance activities are seamlessly integrated into daily facility operations with minimal disruption to the campus community. This position directly supervises operational staff and serves as a key leader in emergency response and building continuity. 

Job-Specific Responsibilities:

Project Management

• Independently manages assigned capital, expense, and non-capital building, space, renovation, and campus improvement projects from initial planning through implementation and closeout. 
• Manages multiple concurrent projects of varying size, complexity, and funding sources. 
• Develops project scopes, budgets, schedules, implementation plans, and cost estimates and identifies project risks, constraints, and dependencies. 
• Responsible for all phases of assigned projects, including planning, design, scheduling, procurement, construction or implementation, occupancy, and closeout, as applicable. 
• Ensures that assigned projects and related procurement comply with applicable Harvard and Harvard Kennedy School (HKS) financial, procurement, and contracting policies and procedures, including competitive bidding or solicitation requirements, appropriate vendor selection, required approvals, and documentation of procurement decisions.
• Ensures that required contracts, purchase orders, funding approvals, and other authorizations are in place before work is authorized or begins, and that contract modifications and change orders follow established approval procedures. 
• Tracks project commitments and expenditures against approved budgets, reviews invoices and change orders for consistency with authorized scopes and contract terms,and provides timely financial and project-status reporting.
• Identifies and resolves project issues and escalates significant risks, scope changes, budget concerns, or operational impacts as appropriate. 
• Maintains organized and complete project records to ensure continuity, accountability, and appropriate closeout documentation. 
• Implements quality-control measures to ensure projects comply with HKS and University requirements, applicable codes and regulations, and established project standards. 

Stakeholder and Project Communication

• Works closely with HKS stakeholders to understand functional and programmatic needs and translate those needs into appropriate project solutions.  
• Maintains regular and timely communication with project stakeholders regarding schedules, status, impacts, decisions, risks, and required actions.  
• Coordinates with University departments, consultants, contractors, vendors, and other internal and external partners necessary to successfully deliver assigned projects.  
• Partners with the Director and other key Campus Planning and Operations (CPO) positions on projects with significant operational or community impacts to develop appropriate implementation and stakeholder communication plans.  
• Demonstrates a strong customer-service orientation while balancing stakeholder needs with project scope, budget, schedule, building constraints, and HKS priorities.

Space Planning, Moves and Relocations

• Supports a broad range of space-planning activities, including feasibility assessments, space studies, programming, office and classroom reconfigurations, furniture planning, and use analysis.  
• Develops space options and recommendations based on program requirements, available space, operational considerations, and established HKS standards.  
• Maintains accurate space plans and employee/department occupancy information and coordinates updates to applicable space-management systems.  
• Plans and executes campus moves and relocations, including schedules, logistics, furniture, vendors, technology coordination, and stakeholder communication.  
• Partners with the Director and other key CPO positions on significant relocations, temporary space needs, or situations involving competing space priorities.  
• Manages furniture selection, purchasing, installation, reconfiguration, and replacement associated with assigned projects and space initiatives.  

Campus and Space Standards

• Applies established HKS standards for offices, classrooms, administrative spaces, furniture, finishes, flooring, paint, and other space elements.  
• Monitors campus spaces and building aesthetics to support visual consistency, functionality, quality, and alignment with HKS community needs.  
• Identifies opportunities to update or improve space and furniture standards based on project experience, operational needs, industry practices, and stakeholder feedback.  
• Works collaboratively with the Director and other key CPO positions on the development and refinement of campus space standards.  

Contractor and Vendor Management

• Oversees and holds accountable external contractors, MEP trades, engineering consultants, and third-party vendors for contract compliance, performance quality, timeline adherence, and site safety standards.
• Monitors contractor and vendor performance, identifies deficiencies, ensures appropriate follow-up and corrective action, and escalates recurring performance or service issues as necessary.
• Monitors contractor compliance with applicable safety requirements and established work protocols, including appropriate work-area protection, signage, access restrictions, and cleanup. Ensures that identified deficiencies or unsafe conditions are promptly addressed and escalated, coordinating with Harvard Environment Health & Safety (EHS) as appropriate.
• Takes appropriate action when contractors or vendors fail to meet established safety, performance, or contractual requirements, including directing that work be paused and escalating concerns to the Director or appropriate University offices when necessary. Coordinates daily operational workflows and service delivery with broader University departments, internal service providers, and campus partners. 

Facilities and Building Operations Coordination

• Collaborates with the Director to manage day-to-day physical plant and building operations, preventive maintenance programs, and physical infrastructure.
• Provides day-to-day oversight of facilities operations and maintenance activities, establishing priorities, coordinating staff and service providers, monitoring work-order resolution and preventive maintenance, and ensuring timely and effective service delivery.
• Ensures that facilities operations, maintenance activities, construction, and renovation work are conducted in accordance with applicable EHS requirements, University safety policies, applicable codes, and regulatory standards. Coordinates with EHS and other University safety partners as necessary to address hazards, establish appropriate work controls, and ensure that required safety precautions are in place. Leverages technical expertise in MEP, HVAC, building automation, and underlying utility infrastructure to diagnose complex operational issues, oversee system repairs, evaluate operational risks, and optimize energy efficiency and building performance.
• Conducts regular walk-throughs of campus spaces, mechanical rooms, and common areas to ensure optimal functionality, quality, visual aesthetics, and safety standards.
• Serves as a primary technical escalation point for facilities issues, ensuring all building mechanical, electrical, and plumbing systems operate safely, reliably, and in compliance with local codes, OSHA, ADA, and environmental standards.
• Utilizes MaintainX and other applicable project, facilities, work-order, and space-management systems to document and track project activity, service requirements, space information, and related work.  
• Serves as a key member of the HKS facilities emergency response team, participating in a scheduled rotation and serving as a primary point of contact for building emergencies. Provides operational leadership and coordination during service disruptions, severe weather events, and other circumstances affecting campus operations, and provides backup support for building operations during the Director's absence or as needed.  

Capital and Infrastructure Planning Support

• Supports feasibility assessments and develops preliminary scopes, schedules, cost estimates, project histories, and other information necessary to evaluate potential capital, expense, and infrastructure projects.  
• Provides the Director with relevant project, space, cost, schedule, condition, and implementation information to support long-term building infrastructure and capital planning.  
• Assists in evaluating project alternatives and developing supporting documentation for proposed capital and infrastructure investments.  
• Identifies project risks, operational impacts, dependencies, and implementation considerations that should be incorporated into future capital and infrastructure planning.  
• Maintains project records, historical cost information, and lessons learned to support future planning and decision-making.  
• Supports the Director in assembling relevant project information necessary to develop comprehensive business cases and recommendations for proposed infrastructure and capital investments.  

Planning and Reporting 

• Provides regular project-status reporting to the Director and CPO team, including schedule, budget, risks, decisions, and upcoming milestones.  
• Supports development of short- and longer-term project and space-planning priorities.  
• Provides accurate and timely project information to support departmental planning, budgeting, and decision-making.  
• Identifies opportunities for process improvements, efficiencies, cost savings, and improved project delivery.  
• Performs other related projects and responsibilities as assigned.  

Supervisory Responsibilities 

• Directly supervises, trains, mentors, and evaluates assigned operational staff (e.g., Assistant Project Manager, operations technicians), establishing clear goals, setting work priorities, and fostering technical growth. 
• Fosters a collaborative, service-oriented team environment focused on operational excellence, responsiveness, and continuous improvement. 

Physical Requirements:

• Ability to travel throughout the HKS campus and other locations as required.  
• Ability to walk between buildings, climb stairs, and regularly inspect project sites and campus spaces.  
• Ability to access active construction and renovation areas as necessary and in accordance with applicable safety requirements.  
• Evening, weekend, or off-hours work may occasionally be required based on project schedules, moves, emergencies, or operational needs.

Qualifications

Basic Qualifications:

Any of the following applicant profiles will be considered:

• Bachelor's degree and 7+ years of progressively responsible experience in facilities or building operations, facilities maintenance, construction, renovation, space-planning, or building-related projects
• Associate's degree and 9+ years of progressively responsible experience in facilities or building operations, facilities maintenance, construction, renovation, space-planning, or building-related projects
• 11+ years of progressively responsible experience in facilities or building operations, facilities maintenance, construction, renovation, space-planning, or building-related projects

Note: in order for your application to be considered complete, you ​​​​​must submit a COVER LETTER and RESUME.

Additional Qualifications and Skills:

• Bachelor's degree in architecture, engineering, facilities management, construction management, project management, or a related discipline is preferred.  
• Demonstrated experience managing multiple projects though planning, implementation, and closeout; project budgets, schedules, vendors, and stakeholder relationships; and capital, expense, and non-capital projects in an occupied, complex operating environment.  
• Knowledge of construction, renovation, project management, space planning, and move-management principles and practices; mechanical, electrical, plumbing, HVAC, and other building systems sufficient to effectively manage projects in an operating facility; and applicable regulatory requirements, including ADA, OSHA, building codes, and health and safety requirements.  
• Strong budgeting, cost-estimation, scheduling, analytical, and organizational skills; demonstrated ability to develop project scopes, budgets, schedules, implementation plans, and project documentation.  
• Strong verbal and written communication skills and demonstrated ability to communicate complex project information clearly to a variety of audiences.  
• Demonstrated ability to build effective relationships with clients, stakeholders, University partners, consultants, contractors, and vendors. Strong customer-service orientation, judgment, diplomacy, problem-solving, and consensus-building skills.  
• Ability to identify project and operational risks, develop solutions, and escalate issues appropriately.  
• Demonstrated attention to detail, follow-through, record keeping, and project documentation.  
• Experience with computerized maintenance management systems (CMMS), work-order systems, project-management tools, and space-management platforms. MaintainX, ServiceNow, AutoCAD, Revit, or similar systems preferred. Proficiency with Microsoft Office, including Excel.  
• Experience working in higher education, institutional, or another complex occupied environment preferred.  
• Familiarity with sustainability, energy efficiency, and green-building practices preferred.  
• Experience managing an annual portfolio of projects totaling approximately $3M preferred.  

Certificates and Licenses: Certification(s) such as Certified Facility Manager (CFM), Facilities Management Professional (FMP), or equivalent a plus.

Additional Information

• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity, Education, Criminal, Credit
• Other Information: This position is based on our campus in Cambridge, MA, and required to work on-site 5 days/week. Critical/Essential Status: During emergency situations and severe inclement weather, this position may be designated as essential and critical to HKS operations and may be required to provide on-site or remote support as appropriate. 

IMPORTANT NOTE: To be considered for this position, applicants must submit a COVER LETTER and RESUME.

Work Format Details

This position has been determined by school or unit leaders that all duties and responsibilities must be performed at a Harvard or Harvard-designated location. Certain visa types may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 058. Please visit  Harvard's Salary Ranges  to view the corresponding salary range and related information. 

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to: 

• Generous paid time off including parental leave 
• Medical, dental, and vision health insurance coverage starting on day one 
• Retirement plans with university contributions 
• Wellbeing and mental health resources 
• Support for families and caregivers 
• Professional development opportunities including tuition assistance and reimbursement 
• Commuter benefits, discounts and campus perks 

Learn more about these and additional benefits on our Benefits & Wellbeing Page. 

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.

Salary Grade: 058