Assistant Director of Grounds

Position Summary:

The Assistant Director of Grounds is part of the Facilities department at Vanderbilt University and is a key contributor responsible for the daily and strategic management of theGrounds Department. Duties includesupervision of all staff in the in the Grounds Department; planning scheduling organizing and directing work; training of personnel; staff evaluation praising coaching and discipline; shop organization; maintaining shop spaces and equipment; managing supplier services; data collection and analysis; planning and implementation of new programs; making recommendations to leadership; and leading a safe and efficient operation.The Grounds Manager works as a subject matter expert and partners with all university departments working closely with multiple campus and community stakeholders to maintain and enhance the diverse outdoor environment of the campus. The position reports to theDirector of Campus Services.

About the Work Unit:

Facilities provides facilities support for all construction renovation and routine maintenance of university buildings and infrastructure; housekeeping services for approximately 5.8 million square feet of academic administrative residential and recreational space; grounds care for 330 acres that home to more than 300 tree and shrub varieties and was designated as an arboretum in 1988; turf care for indoor and outdoor athletic fields; and utilities for Vanderbilt University and Vanderbilt University Medical Center.

The Grounds Department is responsible to the day-to-day routine maintenance and long-term care for all campus outdoor spaces which includes turf care of all campus lawns; turf care for indoor and outdoor artificial and natural athletics fields; care and maintenance of all trees and shrubs; perennial and annual landscaping; litter removal and outdoor trash collection of all outdoor areas parking lots and parking garages; maintenance and operation of all irrigation systems; maintenance and repair of all hardscaping; snow and ice removal activities; storm clean-up; outdoor event support including commencement and student move-in/move-out.

Key Functions and Expected Performance:

• Manages all day-to-day operational and administrative activities of the Grounds Maintenance Program and assigned staff;monitors workload work orders available resources and work scheduling to ensure delivery of services.

• Plans prioritizes and manages efficient and economical grounds maintenance and horticultural programs in accordance with the seasonal calendar and current weather conditions to ensure that expected levels of appearance plant health cleanliness and public safety are attained.

• Identifies and implements opportunities to reduce costs and increase efficiencies.

• Maintains a safe and attractive landscape across the university campus.

• Collaborates with stakeholders to scope design install and maintain athletic turf fields campus green spaces landscape beds drainage systems plant materials trees mulch hardscapes parking lots and garages roads loading docks waste collection areas and outdoor waste receptacles throughout campus.

• Plans and oversees support services for programs activities and events for university student or outside groups. Includes collaboration with various departments and groups to scope plan and execute support for outdoor campus events.

• Manages various supplies equipment and building operations including university vehicles and assigned program spaces.

• Researches analyzes compares and summarizes grounds and landscape maintenance best practices.

• Tracks compiles and reports data on the results of all program activities on monthly quarterly and annual basis including expenses labor hours work order completion planned work completion project statuses inspections and training.

• Researches and makes recommendations on the most appropriate equipment products techniques and services to meet organizational goals.

• Maintain an understanding of current and emerging improvement needs for plant material plant health soil health drainage aesthetics and safety.

• Provide training to all Grounds staff on topics such as safety proper work techniques chemical application equipment operation and other topics. Serves as a resource and trainer to less experienced personnel. Ensures all employees are working in accordance with university safety policies and procedures.

• Sources products and services that support departments activities and follows established purchasing procedures. Oversees purchasing actions of subordinate staff.

• Establishes and maintains positive working relationships with all areas and departments within the university and local community.

• Provides supplier management to ensure positive partnerships delivery of goods and services within contract terms quality goods and services delivered timely and effective communication and the timely receipt of accurate invoices reports and rebates.

• Makes decisions and resolves routine issues / problems arising from contracted services and ensures suppliers comply with all applicable rules regulations and policies.

• Serves as a primary point of contact for service and material pricing quality availability and delivery of services and materials.

• Collaborates with Purchasing and Payment Services on RFP development RFP review and analysis and participation in bidding process as subject matter expert.

• Checks validates and processes supplier invoices to ensure that charges are in accordance with contract terms.

• Raises awareness in aspects of proper use of the university grounds at all levels of the University through presentations goal setting mentoring and education to communicate the purpose and importance of treading lightly and taking action to avoid damage to the campus grounds to event organizers facilities departments administrative departments student organizations and academic departments.

• Promotes the opportunities and appropriate use of the campus outdoor environment to all Vanderbilt community members.

• Ensures Grounds operations are compliant with applicable rules regulations and policies such as OSHA TOSHA EPA DOT USDA TWRA Metro Nashville and others.

• Other duties as assigned.

Leadership

• Ensures a strong and resilient organizational structure through effective management of current staff and operations evaluation of operations for improvement opportunities and assisting management with analysis and planning.

• Evaluates coaches and develops direct report staff regularly.

• Guide teach and lead all team members to ensure organizational effectiveness professional interpersonal interactions excellent communication ownership commitment and teamwork.

Supervisory Relationships:

• This position does have supervisory responsibility for frontline and professional staff. This position reports administratively and functionally to the Director of Campus Services.

Education and Certifications:

• A bachelors degree from an accredited university is required.

• Additional post-secondary education is preferred.

• Applicable professional certifications are preferred.

Experience and Skills:

• At least 5 years of related experience leading university-level grounds maintenance operations is required.

• Demonstrated effective communication interpersonal and teamwork skills are required.

• Excellent organizational skills record-keeping abilities and attention to detail are required.

• Demonstrated skills utilizing Adobe Acrobat and Microsoft Office applications is required.

• A valid TN drivers license and ability to satisfy Vanderbilt University MVR requirements is required.

• Experience with work order management systems is preferred.

• Previous facilities maintenance and operation work experience is preferred.

• Previous frontline service staff management is preferred.

• Previous vendor service contract management experience is preferred.

• Previous Higher Education work experience is preferred.