Manager, Facilities Budget & Administration

DEPARTMENT: Facilities, Design, & Capital Improvements
REPORTS TO: Facilities, Design, & Capital Improvements team
CLASSIFICATION: Exempt               
SALARY: $70-$85K per year
DATE: April 2024

Note: This position requires a cover letter for consideration. Refer to the “How to Apply” section of the job description for details.

POSITION OVERVIEW

The Manager, Facilities Budget & Administration reports to the Senior Vice President of Facilities, Design, & Budget Capital Improvements and is responsible for the management, supervision, and coordination of the departmental budget (operating and capital) and spending, as well as all executive level reporting and general administration for the department.

ESSENTIAL FUNCTIONS

  • Manage and track the departmental operating and capital budget including budget vs. actual reporting, with cost control and cost savings strategies, and with the proper knowledge of project scopes to ensure the proper coding of all expenses.
  • Analyze and allocate all costs to the proper funding sources and track Board-authorized spending amounts, including tracking of specific project expenditures and capital projects.
  • Develop financial tracking models, analyze monthly trends, and gather data from the team to forecast end of the year projections as well as future costs.
  • Collaborate with the Finance department on the annual budget planning process and other tasks, as needed.
  • Develop and prepare budget variance analyses and year-end projections for presentation to the Finance Department.
  • Understand the lifecycle and growth of the facility and its future needs; manage a five-year capital plan.
  • Collect and analyze financial data pertinent to future departmental operating needs. Identify trends or changes in business needs, translating the information into the department's financial goals.
  • Develop tracking models, analyze trends, and gather data to drive operational initiatives and execution of projects.
  • Provide strategic, business-decision support through research, analysis of data/information, and provide clear presentation of takeaways to Senior Management and Board of Directors to drive initiatives.
  • Use reporting techniques to provide labor forecasts and ensure proper management of overtime when it comes to shift coverage, weather events, special events, or projects requiring the use of overtime; ensure that OT is regulated and within budget.
  • Manage all Buildings & Grounds updates to staff, Committees/Board, and Executive groups.
  • Manage Buildings & Grounds associated funding requests and grants, including providing information/cost for grant items, tracking, and reporting of grant items.
  • Work with the Director of Engineering on all utility usage tracking and analyze utility usage to compare actuals to projected usage and cost.
    • Work with the Director of Engineering on all Port Authority quarterly and yearly true-ups for utilities.
  • Collaborate with the Director of Engineering to create tracking methods and models that generate metrics to measure change, including utility use, contract spending, service requests, costs by space, and various other analyses.

REQUIRED SUPPORT FOR ORGANIZATIONAL EVENTS

  • Participates in the annual 5K fundraiser and September 11th commemoration, as assigned.
  • Assists with other special projects and events in support of 9/11 Memorial and Museum, as assigned.

QUALIFICATIONS/SKILLS/REQUIREMENTS 

  • Bachelor’s degree preferred.
    • Note: While a bachelor’s degree is preferred, we enthusiastically encourage applications from Veterans or veteran spouses with various educational backgrounds. This includes those with an associate degree as well as individuals actively working towards a bachelor’s degree. Your dedication and diverse experiences are highly valued, and we welcome the opportunity to consider your application.
  • Minimum of 3+ years of experience.
  • Knowledge of the requirements of facility management.
  • Strong financial and analytical skills.
  • Professional and flexible manner.
  • Ability to work and think independently, take initiative, and meet deadlines.
  • Ability to interact well with a wide range of people and personalities of all levels within and outside the Memorial & Museum.
  • Strong attention to detail, exceedingly well organized, and technologically savvy.
  • Working knowledge of Microsoft suite.
  • Strong written and oral communication skills
  • Must adhere to a policy of strict confidentiality in terms of information regarding 9/11 victims, bid documents, security and life safety incidents, and labor relations.

HOW TO APPLY 

  • Include position you are seeking in the email subject field
  • State the location where job posting was seen
  • Send resume and cover letter to 911mmbgjobs@911memorial.org

PHYSICAL DEMANDS/WORK ENVIRONMENT

The physical demands and work environment described in this job description are representative of those that the employee will encounter and are expected to meet to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is required to see, be mobile, and have the ability for 2-way communication with the public and staff.

The work environment is an indoor, climate-controlled office environment comprised of cubicles, walled-offices and group conference rooms. The noise level in the office environment is usually low. Employee will be required to comply with organizational Health and Safety Plan. Minimal travel is required.

  • This job description is a descriptive list of the responsibilities and qualifications associated with this position and are not intended to be all inclusive. Employees are expected to also perform other business-related duties as assigned by the supervisor or other management.
  • The organization reserves the right to change, modify, or reassign job responsibilities, duties and scheduled work hours as per business needs.

The National September 11 Memorial and Museum (9/11 Memorial & Museum) is an equal opportunity employer. Applicants who meet the qualification requirements of the role will receive consideration without regard to their race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

The National September 11 Memorial & Museum (9/11 Memorial & Museum) is committed to an organizational culture that supports and reinforces our values regarding diversity, equity, inclusion, and accessibility (DEIA). We seek to build a collaborative, open, and equitable space where staff want to be, knowing that their contributions, professional expertise, and distinct voices are valued and respected. We encourage and celebrate an inclusive environment where candor and participation, when it comes to sharing ideas and collaborative problem-solving, are welcomed regardless of one’s role at the Museum or background.

Reasonable accommodation may be made to qualified candidates, during the interview process, to enable individuals with disabilities an opportunity to interview.