Facilities, Safety, and Security Administrator

TITLE: Facilities, Safety, and Security Administrator

STATUS: Full Time, Year-Round, Exempt

LOCATION: In-person, with occasional remote hours 

REPORTS TO: Director of Facilities, Safety, & Security

DEPARTMENT: Facilities, Safety, & Security 

SUPERVISES: Night Manager

WORKS WITH: Facilities Department, Health Office, HR, local first responders 

COMPENSATION: Grade 4 - $55,000 - 65,000

BENEFITS: Health, dental & vision insurance, FSA, 403B employer contribution, paid time off, life insurance, short- and long-term disability, Employee Assistance Program

SCHEDULE: Occasional weekend work and extra hours during the summer Festival

SUMMER ONLY: Three meals a day, free access to classes, performances, talks, and studio usage

This role is a comprehensive and multifaceted position that demands strong organizational, project management, and interpersonal skills. The core responsibility is to assist the Director of Facilities, Safety, and Security in the day-to-day operation and management of the Facilities Department and is responsible for planning, implementation, and evaluation of the Facilities administrative, maintenance, accessibility, safety, and security initiatives at Jacob’s Pillow. Year-round, this position is heavily steeped in project management that supports the Facilities department, advancing ongoing accessibility initiatives, and emergency preparedness for each upcoming Festival and long-range plans. 

RESPONSIBILITIES

• Administration & Project Management

• Create and enhance systems and standard operating procedures that advance the work of the Facilities, Safety, & Security Department.
• Steward hiring and training of all new staff or seasonal employees. 
• Work closely with the Director of Facilities, Safety, and Security to review existing practices, plan for upcoming capital improvement projects, and provide administrative support for the department
• Monitors department budget, inputs coding, and processes receipts. 

• Facilities Maintenance

• Collaborates with the Director of Facilities, Safety, and Security to implement preventative maintenance schedules
• Coordinates routine maintenance and repair work, with staff or service providers as required
• Responds to daily maintenance requests from staff by prioritizing and delegating tasks to the appropriate personnel or contractors

• Coordinates the work of service contractors (e.g., gas, electric, plumbing) to ensure timely service and repairs
• Schedules and manages inspections and emergency repairs in collaboration with external vendors
• Assists with the operation and maintenance of water and septic systems, ensuring regulatory compliance and operational efficiency
• Ensures proper maintenance of Pillow vehicles, delegating tasks to staff or service providers as needed
• Assists in the planning, coordination, and preparation for changing weather conditions to protect campus facilities and infrastructure
• Acts as the primary liaison for the department in the absence of the Director of Facilities, Safety & Security ensuring smooth operations and effective coordination across teams.

• Safety, Security, and Emergency Planning

• Collaborates with the Director of Facilities to develop, maintain, and implement emergency preparedness plans, including Emergency Action plan, Exercise & Training Plan, Deployment Maps, and Evacuation Maps.
• Keep up to date on contemporary security practices for performing arts venues to inform Pillow policies and operating procedures. This includes representing the Pillow through peer groups and local gatherings 

• Incident Reporting 

• Create an efficient, consistent, and sustainable system and staffing plan for incident response
• Track incident reports and analyze trends to inform training and procedural improvements
• Conduct risk assessments and provide recommendations for mitigation of risk based on internal data and industry trends

• Oversee contracted and internal first responders

• Liaise with Becket Police, Becket Fire, Massachusetts State Highway Patrol, and internal stakeholders 
• Provide onsite orientation, supervision, and support for health and safety staff and emergency response teams
• Build and maintain a strong relationship with local law enforcement, EMTs, and health system partners

• Accessible Campus Planning 

• Ensure compliance with federal, state, and local accessibility and safety requirements
• Serve on the Accessibility, Safety, & Security Committee
• Assist the Human Resource Department to create an employee onboarding and training plan
• Advise and collaborate on best practices for safe and efficient crowd movement
• Assist the Accessibility Coordinator with accessibility questions and requests

PRIORITIES IN THE FIRST YEAR

• Streamline and codify administrative, maintenance, accessibility, safety, and security processes.
• Expand and refine the Emergency Action Plan and resources.
• Foster strong relationships with vendors, contractors, and local first responders.
• Analyze and visualize 2024 data to guide future projects and policies.
• Set accessibility, safety, and security benchmarks aligned with peer organizations.
• Implement efficient systems to enhance Facilities operations.

REQUIRED QUALIFICATIONS

• Demonstrated expertise in managing complex projects, ideally overseeing building construction, renovation, and maintenance initiatives.
• Familiarity with preventative maintenance, emergency repairs, and regulatory compliance for facilities and infrastructure.
• Certification in CPR, First Aid, or emergency response.
• Experience in emergency preparedness planning, incident reporting, and contemporary security practices for public venues.
• Proven ability to supervise staff and collaborate with cross-department teams and external partners.
• Excellent written and verbal communication skills for clear instruction, reporting, and coordination.

PREFERRED QUALIFICATIONS

• Familiarity with accessibility standards and crowd management best practices.
• Project management training or certifications (e.g., PMP).

SKILLS & ABILITIES

• Committed to a culture of continuous learning and growth, with a focus on advancing Inclusion, Diversity, Equity, Accessibility, and Belonging efforts, while fostering a welcoming, equitable, and supportive environment where everyone feels valued.

• Flexibility to adjust project plans to serve the programs & mission of Jacob’s Pillow. 
• Critical thinking and decision-making in high-pressure situations.

WORKING CONDITIONS & PHYSICAL DEMANDS

• Pushing, pulling, or lifting objects 25-50 lbs alone or with assistance 
• Working outside in inclement weather and wooded areas
• Extended periods of standing and sitting
• Working nights and weekends
• Working in shared office spaces at a stationary desk 

*We believe that no one meets 100% of the listed qualifications. We are less concerned about whether you’ve done everything on a laundry list of specific things and more interested in cultivating a pool of candidates who want to join a connected, mission-driven, hard-working team driven by creativity, curiosity, inclusion, integrity, flexibility, and partnership.

HIRING PROCESS

• Apply: Interested individuals are encouraged to send a cover letter, resume, and references by submitting an application using the “Apply” buttons below. Video and/or audio applications are welcome (though not required) in addition to written expressions of interest.
• Interview: Pre-screening on Zoom, Hiring Manager Interview on Zoom, In-Person Interview with Panel, Hiring Manager, and Tour of Grounds.
• Supplemental Materials: A writing sample, spreadsheet example,  or other relevant materials may be requested from candidates should they be top candidates. 

If you need accommodations to make this application process happen, please connect with us at hr@jacobspillow.org. We will work to support you through the application process via email, phone call, and/or video chat.