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Vice President for Facilities Management and Planning

  • Industry: Facilities Management
  • Location: Dayton, Ohio
  • Client: Institution - Higher Education
  • Search ID: 17-0702-11

Helbling is representing University of Dayton in conducting an executive search for a Vice President for Facilities Management & Planning (VPFMP) who will be responsible for the efficient operational and financial performance of the functions of Facilities Management and Planning for the University. 

Serving as a member of both the President’s Cabinet and President’s Council, the VPFMP shall maintain a high level of customer satisfaction, and provide leadership in the operation, maintenance, renovation, and construction of University buildings, grounds, maintenance and upkeep, residential properties maintenance, parking lot maintenance, sustainability, energy management, real estate, and other physical plant infrastructure of the 400-acre campus totaling over 4.8M SF of buildings. This position will also be responsible for the safe operations of these units and related compliance with federal, state, and local laws and regulations. The Campus Facility Master Plan is prepared under the leadership of the VPFMP, and the role exercises leadership in the planning and design of all major construction work and new construction and the development/maintenance of a long-term campus environmental and building development plan. In the fulfillment of these responsibilities, the VPFMP supervises the personnel (including bargaining unit employees) assigned to the division, its finances and equipment, its contracts with vendors, contractors, architects, engineers, consultants, and other providers of goods and services, and initiates the formulation of any policies and procedures necessary for the accomplishment of the above responsibilities. The VPFMP is responsible for oversight of operational and capital budgets directly related to facilities, and will lead and drive focus on enhancing related internal controls & operational efficiency.

The VPFMP serves as the principal liaison between the division of Facilities Management & Planning and the internal “customers” whom it serves in the planning, design, construction, and operations and maintenance of their facilities, as well as the President’s Council & Facilities Committee of the Board of Trustees.

Responsibilities include:

  • Maintains collaborative and high-quality relations that foster mutual trust and respect with the various campus offices & the President’s Council to ensure support to all campus functions through appropriate facilities and core auxiliary services.
  • Operations and maintenance of all campus facilities and associated grounds, roadways, and utility distribution systems, and parking lot maintenance.
  • Supports operational safety and disaster planning for campus and indirect oversight of the environmental health and safety/risk management functions.
  • Annual operating budget of the division in excess of $20M and capital projects in excess of $40M to $50M annually. Ensures that a proactive and effective system of financial and procedural controls is implemented, adhered to, and properly reported. 
  • Serves as administrative liaison to the Facilities Committee of the Board of Trustees.
  • Directs the division of the provision of emergency services in the event of facilities problems caused by such things as accident or severe weather. This will require “on-call” availability of the VP 24/hours per day, 365 days/year.
  • Works with the Executive Director of Procurement and Payable Services in the preparation and awarding of contracts and to ensure the timely and accurate payment of vendors. Works with the office of the Controller in the reporting of all monthly accounting entries and the management of such. Works with the Office of Budgeting and Planning in the development and oversight of capital project budgets and the operational budget of the Facilities Division. Works with Treasurer to provide information needed to obtain external financing.
  • Directs all subset tasks of the Campus Master Plan effort, facility assessments, and/or space planning efforts.
  • Selects various university architectural and engineering consultants and coordinates appropriate/best architectural/construction delivery method for each approved construction project.
  • Maintaining the division’s website, maintenance, and public relations. 
  • Establishes and maintains mutually beneficial working relationships with local governmental and other external authorities responsible for economic development, zoning, permitting, and construction approvals and other regulations affecting the safe and efficient operation of campus facilities.
  • Ensures that the University is on track to achieve its stated commitments in energy efficiency and sustainability in accordance with the ACUPCC (Presidents’ Climate Commitment) and other green initiatives across campus.
The University of Dayton, founded in 1850 by the Society of Mary, is a top ten Catholic research university. The University seeks outstanding, diverse faculty and staff who value its mission and share its commitment to academic excellence in teaching, research and artistic creativity, the development of the whole person, and leadership and service in the local and global community.
To attain its Catholic and Marianist mission, the University is committed to the principles of diversity, inclusion and affirmative action and to equal opportunity policies and practices. As an Affirmative Action and Equal Opportunity Employer we will not discriminate against minorities, females, protected veterans, individuals with disabilities, or on the basis of sexual orientation or gender identity.
  • Bachelor’s degree in applied engineering, construction, business, or related fields or a combination of bachelor's degree plus specialized training in the management of facilities.
  • At least ten (10) years of experience in facilities management or comparable field. Experience should show increasing responsibilities. Specifically, candidates should be able to substantially demonstrate that they have:
    • a) had responsibility for or significant involvement with an annual operating budget of at least $15M; 
    • b) had responsibility for or significant involvement with the supervision of a unit with at least 100+ employees; 
    • c) coordinated or had significant involvement in coordinating the planning and direction of capital projects in excess of $40M/year; 
    • d) had experience in the preparation of annual and long-range plans; 
    • e) supervised external contractors providing services of at least $1M/year.
  • ​Demonstrated experience with all major aspects of facilities planning, construction, renovation and maintenance, and other major operational functions and their management for a campus or similar environment. 
  • Demonstrated ability to successfully collaborate with diverse user groups, including faculty and administrative staff, trustees, students, parents, and alumni and success in maintaining high levels of user/occupant satisfaction in the provision of facilities or analogous support services.
  • Excellent interpersonal, written, and verbal communication skills.
  • Demonstrated experience to effectively lead a complex and multi-dimensional business unit and team.
  • At least ten (10) years of experience with, office administration, budgeting, financial control, and general business operations; personnel and performance management; continuous quality improvement; or process management methods.
  • Experience in leading organizations that are reliant on integrated electronic information systems and their use in the automation of such functions as design, inventory/ordering, and scheduling.
  • Demonstrated experience in strategic planning and building consensus.
  • Demonstrated success in managing multiple priorities and constituencies in a fast-paced, lean environment requiring quick turn-around on key decisions.
  • Demonstrated experience in enhancing internal controls, and operational and organizational efficiency.


  • Higher Education or Non-Profit experience. 
  • Advanced degree such as Masters in Engineering, Public Administration, Business Administration, or related field.
  • A deep appreciation for the Catholic and Marianist mission of the institution. 
  • Previous experience working with a bargaining unit group.
  • Demonstrated success in enhancing workplace diversity and inclusion.
  • Successful experience in addressing and managing conflict.
  • Demonstrated success in establishing clear expectations and holding responsible parties accountable for their performance.
  • Certifications such as PMP, LEED AP, FMP, CFM, etc. 

Search Consultant: Ryan Pugh

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