Facilities Coordinator, Community Libraries of Providence, Providence, RI

Posted September 7, 2023

Facilities Coordinator

Community Libraries of Providence

Salary: $61,360.00

Hours: Full-time 40 hours per week.

Posted: September 7, 2023

Deadline: Applications accepted until the position is filled.

Position Description:

Community Libraries of Providence (CLPVD) is made up of 9 unique structures, including historical buildings designed as libraries, re-adapted spaces (former bank & firehouse), and a rental (Boys & Girls Club of Providence). Each library comes with its unique challenges/opportunities. CLPVD is a proud recipient of the 2021 Rhody Award for Community from Preserve Rhode Island and the Rhode Island Historical Preservation & Heritage Commission, recognizing the library’s commitment to preserving the special architecture and history of our libraries while respectfully updating the interior and exterior to support a wide-range of community services and programs in the 21st century.

The Facilities Coordinator is a member of the Administration Team and will serve as supervisor across the system intermittently, as needed, reporting to the Library Director. They will be based at the Rochambeau Library, but work across the system of 9 libraries to identify ways to improve the efficiency, comfort, cleanliness, organization, safety, and level of inclusion/welcome in all public and staff spaces. In all decisions, environmental sustainability and stewardship will be a deciding factor. They act as a sounding board for staff and community partners, utilizing their expertise to make recommendations for furniture selection, design, and usage of different sections of each building, bringing a system wide perspective to each decision. They ensure that the facilities design visually reflects the mission and vision of CLPVD. At times, they may work with the Facilities Committee and other staff to identify new locations/co-locations for future building projects.

The Facilities Coordinator is responsible for maintaining a secure and well-functioning work environment at all nine CLPVD locations. They ensure the safety and security of each building, working collaboratively with Homeland Security, the Nonviolence Institute, the local police department, and other community organizations (i.e., those who support individuals experiencing homelessness or mental health challenges) to establish and implement safety recommendations in a manner consistent with the library’s mission.

The Facilities Coordinator identifies grants, evaluates the fit of the opportunity, and, if relevant, applies for funding. The Facilities Coordinator will work closely with the Director of Philanthropy in stewarding major gifts benefiting library infrastructure, including major renovation projects. Participating in fundraising activities requires a strict adherence to privacy and confidentiality in regards to donors at all times.

The Facilities Coordinator collaborates with the Head of Maintenance to arrange for repairs, track expenses, coordinate with external vendors, and respond to emergencies or facility concerns.

The Facilities Coordinator will spend part of their time each week as an Adult Services Librarian. They will work 1.5 – 2 days per week on a service desk, covering two evenings, with occasional weekend shifts (approximately one Saturday per month).

Essential Job Functions:

Maintenance Responsibilities, performed in collaboration with the Head of Maintenance:

Arranges for regular maintenance of equipment and internal systems (e.g. heating and cooling systems, alarms, security cameras).
Drafts and implements preventive maintenance schedules for buildings and equipment and conducts routine inspections at each library location to identify needs for repairs or renovations.
Maintains an updated record of invoices, warranties, and service plans from external partners (e.g. suppliers, insurance agents, security guards).
Researches new services and appliances to facilitate operations, prioritizing environmentally sustainable solutions.
Applies, or assists with applications, for required environmental permits.
Works with IT on audio/visual.
Develops policies and procedures and implements strategies to ensure that CLPVD complies with all legal requirements, codes, and regulations related to facilities issues.
Inspects or arranges for expert inspection of structures and systems (e.g. fire alarms, HVAC, ventilation, plumbing, etc.) on a regular basis and identifies needs for repairs/upgrades.
Coordinates with external vendors, such as cleaners and insurance agents, and conducts cost analyses when purchasing new systems or services.

Safety and Security

Analyzes the safety and security of each building in partnership with partners, such as Homeland Security, the Providence Police, the Nonviolence Institute, USI Insurance (property insurance), Beacon Mutual (workers compensation insurance), and others as they are identified.
Ensures compliance with health and safety regulations and best practices.
With the Admin team, updates patron behavior and safe child policies as needed.
Maintains up to date safety & security plans for each library building; files reports with the city and the RI Office of Library and Information Services as required.
Selects appropriate monitoring systems and maintains all equipment.
Creates and conducts emergency preparedness planning and training.
Proactively forms relationships with other community agencies serving people experiencing homelessness, mental health issues, food insecurity, and other challenges to create more equitable and inclusive library spaces.
Manages safety personnel (outside vendor or staff) and coordinates closely with other community organizations.

Project Management

Oversees building projects and renovations as part of a staff and board team.
Meets regularly with staff to discuss wishlists for library updates (furnishings, etc.).
Develops and monitors the Facilities budget in collaboration with the Head of Maintenance and Business Manager.
Conducts research and compares costs and benefits when evaluating new vendors.
Recommends updates to library arrangement; maximizing efficiency, cleanliness, service, comfort, and inclusivity, always with a systemwide lens.

Grants

Responsible for researching, writing, and managing facilities grants, including Champlin, CDBG, and other federal opportunities.
Spends and monitors grant funds, evaluates the program, and writes all required reports.
Collaborates with the Director of Philanthropy to steward facility gifts, including major gifts for renovations.

Adult Services Librarian

Supports planning and presenting a menu of programming for adults at the Rochambeau Library.
Answers questions, provides tech support, and orients patrons visiting the libraries.
Provides coverage at the Adult Services desk two evenings per week and one Saturday per month.

Requirements and skills:

Strong knowledge of facilities management operations; experience with facilities management software is a plus.
Familiarity with office equipment and security systems.
Well-organized with the ability to prioritize tasks.
Sound judgment and the ability to think quickly during emergencies
Experience with grant applications and grant management.

Exceptional communication, presentation and negotiation skills.
Patient and calm in stressful situations; prioritizes clear communication with library staff in each building as well as administration.
Knowledge of Federal, State, and local regulations and codes.
Strong analytical ability and experience utilizing Excel and other MS Office tools.
Capital project management experience.
Experienced with understanding job specifications.
Prioritizes environmental stewardship in all decisions.
Knowledge of historical preservation principles and/or willingness to work collaboratively with experts in preservation in all projects.
Ability to maintain confidential written and oral information about donors and staff.
Bilingual English/Spanish preferred.

Experience and Training:

An MLIS degree from an ALA accredited institution is required. A minimum of 3-5 years working in a public library is preferred. Must demonstrate a sustained interest, understanding, and an aptitude for the following areas of facilities coordination: safety and security; arrangement of space; grant writing for capital projects; historical preservation; and, environmental regulations/“Green” opportunities.

Send resume, cover letter and three references to:

Maria Melvin, HR Manager, [email protected], (401) 467-2700 x.1606.