Chief Administrative Officer, Facilities Management, Procurement & Information Technology - CAMBA

Who We Are: CAMBA is a community of staff, volunteers, clients, donors, neighbors and partners who work together to build an inclusive New York City, where all children and adults have access to the resources and supports they need to thrive.  We take a comprehensive approach by offering more than 180 integrated programs in:  Education & Youth Development, Family Support, Job Training & Employment Support Services, Health, Housing, and Legal Services. We reach more than 73,000 individuals and families, including almost 13,000 youth. CAMBA serves a diverse cross section of New Yorkers from new mothers in Brownsville to job seekers in the Rockaways. More than half of our clients are immigrants and refugees from around the globe. Over 85% of our families are in living in poverty, reflecting the challenges faced by nearly 1.7 million New Yorkers today.

CAMBA’s Facilities Management Department manages the day-to-day operations and maintenance of all CAMBA sites, and is also responsible for management of CAMBA’s vehicle fleet. The Purchasing Department manages agency purchases, including, but not limited to, supplies and equipment. The Information Technology (IT) Department creates and maintains all of CAMBA’s technological systems, and is responsible for the installation, maintenance and troubleshoot of its network infrastructure, telephone systems, Internet access, computers, websites, database systems and security camera systems.

Position: Chief Administrative Officer of Facilities Management, Procurement & Information Technology

Reports To: CEO/President

Location: 20 Snyder Avenue, Brooklyn, NY 11226

What Does the Chief Administrative Officer of Facilities Management, Purchasing and Information Technology Do:

Building/Site Management & Capital Projects

• Communicates with Fiscal Department and applicable program staff regarding increases in rent and CAMBA’s share of expenses of sites.
• Oversees bidding process for expenses in excess of $5,000 related to the organization’s facilities.
• Develops and oversees the implementation and maintenance of an internal Building Information System (BIS).
• Ensures that facility resources are utilized appropriately and as planned.
• Monitors and completes real property tax abatement for Winthrop Street buildings.
• Monitors landlord’s delivery of Temporary Certificate of Occupancy or Certificates of Occupancy for all leased or licensed sites.
• Develops and implements systems and policy related to areas of oversight.
• Maintains and manages project status updates and communication with internal/external stakeholders.
• Ensures needed and appropriate repair and maintenance of CAMBA sites, including, but not limited to providing
• supervision/guidance to applicable program staff.
• Coordinates inter-departmental communication about repair and management, and or other facility matters as needed.
• Submits insurance claims for repairs of property damage at sites as appropriate.
• Works with funders on approval of rent increases, equipment purchases renovations etc.
• Ensures interior designs are addressed and interior and exterior design signage are created and installed.
• Manages vendor and landlord account management and payment status.
• Leads capital grant applications and projects, including, but not limited to, large capital project construction management, project cost estimation, project budget creation and management, project schedule creation and management of pre and post construction walk throughs and punch list creation.

Lease Management

• Is responsible for negotiating leases for new sites, extensions of existing leases and tracking lease expiration.
• Maintains lease extract for all leased spaces.
• Maintains and manages relationships with landlords related to lease terms, including ensuring communication with landlords and requests for repairs that are their responsibility per the lease.
• Alerts applicable program and Fiscal Department staff of pending lease expirations.
• Oversees rent allocation and repair and maintenance expenses to programs in which office spaces are occupied by multiple programs.
• Drafts lease amendments and extension letters as needed.

Vehicle Fleet Management

• Manages fleet of CAMBA-owned and leased vehicles, including ensuring vehicles are properly registered, insured, provided with EZ Pass, parking placards, gas cards, and preventative vehicle maintenance is practiced.
• Manages the process of ensuring staff who are authorized to drive for CAMBA meet standards, including coordination of testing for becoming CAMBA authorized drivers and ensuring licenses are up to date.
• Manages new car lease negotiations and analysis of lease buyout at end of term.
• Leads the implementation with appropriate CAMBA Executive Staff regarding implementation of new CAMBA vehicle policies and programs intended to reduce costs of commercial automobile policy.

Safety/Annual Submissions/Insurance & Reporting

• Is responsible for creating and updating the organization’s Emergency Management Plan.
• Develops and chairs the organization’s Workplace Safety Committee.
• Ensures document retention in accordance with CAMBA’s Document Retention Policy.
• Manages annual and routine filings and/or activities, including, but not limited to, property tax submissions, annual property registration, fire drill scheduling, and elevator and fire suppression system inspections.
• Acts as primary contact with insurance broker and participate in negotiation of all insurance coverages for organization other than health/dental/vision, including with regard to applications for new or renewal coverage, distribution of claims experience to appropriate CAMBA Executive Staff, and distribution for renewal proposals to same for insurance coverages such as liability, worker’s compensation, property, vehicle, cyber and construction project insurances; works with other primary contacts as appropriate or needed for other insurance coverages.

Procurement Policy Implementation

• Administers and communicates CAMBA’s Procurement Policy amongst programs and departments, ensuring adherence to Procurement Policy guidelines.
• Develops and strengthens Minority and Women-Owned Business Enterprise (MWBE) policy and program, including increasing the number of vendors.
• Manages the agencywide bidding process for vendors, including determining and implementing guidelines regarding amount threshold, frequency and review process, to ensure compliance with CAMBA and funders’ policy and procedures.
• Leads the development in consultation with appropriate Executive staff of a 3-year plan for managing the City-regulated 65A policy and procedures for all vendors according to available guidelines, including for process for determining the necessary number of vendor bids per year as per guidelines.
• Ensures invoice approvals, project approvals, vendor contract procurement & management for areas of responsibility.

IT Policy and Procedure Development and Implementation

• With the Senior Vice President in the IT Department, develops and implements policies and procedures for the Department, including regarding systems and processes, procurement and tracking.
• Ensures that IT policies and procedures are compliant and implemented throughout organization.
• Ensures that IT policies are implemented, utilized appropriately, as planned and that operations are in compliance with these policies.
• Collaborates with appropriate CAMBA Executive Staff to direct IT budgeting, strategic and tactical planning, business process re-engineering, and database system strategy.

Staff Management & General Administration – for Facilities Management, Purchasing and Information Technology Departments

• Ensures that all direct and subordinate staff members have what they need (i.e., support, training, skills, resources, supplies, technology, space, etc.) to accomplish their monthly goals and performance targets within the confines of each department’s operating budget.
• Communicates with peers on agency-wide issues and best practices.
• Leads and/or participates in special projects related to areas of oversight as needed.
• Conducts regular departmental staff meetings.
• Routinely practices "Management by Walking Around" via at least weekly visits to offices where departments are located to observe staff.
• Reviews and signs time sheets and manages time off requests.
• Prepares and administers performance appraisals for direct reporting staff, and for their subordinate staff as necessary.
• Directs, coordinates and participates in recruiting and interviewing potential staff.
• Ensures that any disciplinary action taken is in compliance with CAMBA's disciplinary policy and procedure.
• Makes hiring and firing decisions in consultation with Human Resources.
• Ensures the accuracy and timeliness of all weekly/monthly/quarterly/semester/annual reports and statistical information required for each department as needed for both CAMBA Executive Staff and funders.
• Builds (and encourage staff in building) open, honest, trustworthy relationships with referral sources, clients, staff, peers, CEO/President, funders, outside agencies, and the community.
• Confers with the CEO/President and/or other CAMBA Executive Staff as needed regarding operational and/or personnel issues.
• Immediately reports to the CEO/President and/or other CAMBA Executive Staff as needed regarding any monitoring visits, funder events, other significant events, and any incident that might subject CAMBA to liability.

Minimum Education/Experience Required:

• Bachelor’s Degree in business administration, finance or similar concentration required.

Other Requirements:

• Eight years of progressively responsible experience relating to facilities management, real estate, planning and project management, procurement and IT management in a similar sized organization and level of complexity, preferably nonprofit and/or government funded.
• Exceptional organizational skills and keen attention to detail and accuracy with an ability to manage multiple projects, prioritize work, manage timelines, and control project budgets.
• Ability to provide effective resolutions for complex issues.
• Ability to motivate and lead several departments that provide critical infrastructure for CAMBA’s many programs, and then to communicate effectively with applicable program staff regarding the policies and procedures of those departments.

Compensation: $240,000-$300,000 annually
When salary ranges are listed, the range would represent the low and high end for the applicable position & program. The salary offered would be based on various factors unique to each program and candidate. This includes but is not limited to experience, education, budget and/or program size, internal equity, skills and other factors that may be required for the position and organization.

Status: Full-time (35 hours per week)
Benefits: CAMBA offers a comprehensive benefits package including health insurance, dental insurance, 403(b) retirement plan with employer match, paid time off (vacation, personal, and sick time), and paid holidays.

CAMBA is an Equal Opportunity Employer. We value a diverse workforce and inclusive workplace. People of color, people with disabilities, and lesbian, gay, bisexual, and transgender people are encouraged to apply. We consider all applicants without regard to race, color, religion, creed, gender, gender identity, gender expression, national origin, age, disability, socio-economic status, marital or veteran status, pregnancy status or sexual orientation.

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