Executive Director, Facilities Management and Planning - Facilities Department (2025-26)

Ref. 11132

Under the general direction of Senior Leadership, the Executive Director of Facilities Planning, Capital Programs, and Management is responsible for the strategic oversight, planning, and execution of all facility-related initiatives across the District. This includes the development and implementation of the Facilities Master Plan, management of new construction and modernization projects, and coordination of capital improvement programs to ensure safe, equitable, and high-quality learning environments. The Executive Director serves as the primary liaison between the District, school communities, architects, contractors, and public agencies-ensuring alignment with educational goals, regulatory compliance, and fiscal accountability. Responsibilities include overseeing site acquisition, managing funding applications and bond expenditures, monitoring construction progress and budgets, guiding long-range facilities planning, and ensuring transparency with stakeholders through effective communication and community engagement. The role also includes supervising multidisciplinary teams, establishing operational standards, and leading cross-departmental efforts to deliver efficient, innovative, and equity-focused facility solutions.

TITLE:

Executive Director,

Facilities Management and Planning

REPORTS TO:

Deputy Chief, Facilities

DEPARTMENT:

Facilities

CLASSIFICATION:

Classified Management

Confidential

FLSA:

Exempt

WORK YEAR/HOURS:

261 days

ISSUED:

Created: April 2016

SALARY GRADE:

CFCA 25

BASIC FUNCTION: Under the direction of the Deputy Chief Facilities, the Executive Director of Facilities Management and Planning plans, organizes, directs, and reviews activities related to facilities planning and design, school utilization, and real estate management, to ensure that all facilities meet the highest standards of design, construction, and appropriateness for the educational activities they were intended to foster; and all new educational facilities are constructed in a manner consistent with the highest standards of efficiency, safety, economy, and quality.

REPRESENTATIVE DUTIES: (Incumbents may perform any combination of the essential functions shown below. This position description is not intended to be an exhaustive list of all duties, knowledge, or abilities associated with this classification, but is intended to reflect the principal job elements accurately.)

ESSENTIAL FUNCTIONS:

• Develop and use a team-based approach to leadership and management of Facilities Management and Planning. Assist department heads in developing evaluative criteria to ensure accountability of all personnel.
• Ensure District compliance with all county, state, and federal mandates, requirements, obligations and commitments related to projects for facility upgrade, modernization, and/or modifications to existing facilities and grounds.
• Develop, recommend and execute plans for provision of economical school facilities commensurate with legal and educational requirements.
• Assist in planning for new construction by participating in preconstruction conferences. Coordinate required inspections and related engineering programs with public agencies.
• Visit all construction projects at frequent intervals to assure that plans, specifications, codes, and regulations are being observed and followed.
• Maintain liaison with governmental agencies having jurisdiction over or providing services to school buildings. Maintain necessary records and prepare periodic reports.
• Ensure fiscal accountability and efficiency.
• Ensure that standards consistent with applicable law are maintained.
• Supervise and inspect the improvement and renovation work performed by outside contractors and verify that the terms of all such contracts have been fulfilled before authorizing payments.
• Work with architects in the construction and modernization of facilities to ensure compliance with District requirements and economy.
• Supervise technical review of plans and specifications prepared by architects and confer with mechanical engineer on proposed specifications.
• Recommend approval of preliminary plans, completed work drawings, and specifications. Develop, recommend, interpret, and evaluate facilities policies, regulations, procedures, and standards. Review construction cost estimates.
• Establish bidding and construction schedules, and prepare and issue contract documents and addenda.
• Investigate and evaluate new materials, techniques, and methods for providing adequate, economical educational facilities.
• Maintain and update all records, drawings, and descriptive materials of all school facilities, sites, and portable buildings.
• Continue to grow professionally through research, graduate studies, collaboration with colleagues, and professional meetings and conferences.
• Supervise, evaluate and hold accountable the performance and professionalism of assigned staff; interview and select employees, and recommend transfers, reassignments, terminations, and disciplinary actions; plan, coordinate, and arrange for appropriate professional development opportunities for assigned staff.
• Perform related duties as assigned.

QUALIFICATIONS:

The District determines whether a candidate is qualified based on fulfillment of prerequisites, relevant work experience, ability to perform the essential functions, reference checks, effective interpersonal and communication skills demonstrated by interview performance and/or writing samples, and achievement on performance-based assessments (if applicable) that demonstrate the candidate possesses the requisite knowledge, skills and abilities. Meeting prerequisites only satisfies the initial screening process and does not indicate the candidate is qualified to perform the essential functions of the position.

KNOWLEDGE OF:

• Applicable federal, state, and District codes, regulations, policies and procedures governing work scope Planning, organization and direction of a school facilities department in a large school district Design, construction, supervision, and management of large construction projects
• Maintenance rehabilitation, modernization and operations of large facilities
• School construction finance and alternative funding mechanisms
• School facility funding application submission procedures and requirements
• Public law related to land management, acquisition and sale
• Principles and practices of effective supervision and personnel management
• School district organization patterns and operating procedures
• Relevant state and federal regulation and procedures; applicable laws, codes, regulations and policies Long-range planning methods
• Organization and direction of facilities management and planning activities
• Terms, practices and procedures used in the planning, design, construction, modernization, of school buildings and facilities
• City general plan, redevelopment and zoning policies, procedures and regulations
• Budget preparation and control
• Planning, organization and coordination needed for assigned program
• Diversity, sensitivity and competence with regard to issues of race, learning or other ability, ethnicity, culture, religion, gender, socio-economic group, sexuality or other orientations or cultural markers
• Correct English usage, grammar, spelling, vocabulary and punctuation
• Computer software, hardware, and related technology

ABILITY TO:

• Plan, organize and administer a facility program for a large school District
• Demonstrate excellent and effective written and spoken communication skills in English, including content, context, communication, conciseness, grammar and usage
• Establish and maintain effective working relationships with multi-faceted public and private agencies and District departments, community, and others of diverse backgrounds, experience, and personalities
• Model effective communication skills using tact, patience, and courtesy to understand and respond to the needs and expectations of team members and customers
• Establish credibility with numerous constituents, effectively handle sensitive personnel issues, and be comfortable and effective working with all levels of an organization
• Demonstrate cultural competence with diverse groups across race, ethnicity, religion, gender, class, and sexuality Plan, prioritize, organize schedule and assign duties
• Assess the needs of a broad range of constituencies and incorporate necessary elements into an operational plan Train, supervise and evaluate personnel
• Analyze situations accurately and develop effective action plans
• Read, interpret and work from construction drawings and blueprints
• Prepare and present clear and concise comprehensive narrative and statistical reports
• Lead and coordinated District efforts toward securing funding for projects
• Interpret, apply and explain rules, regulations, policies and procedures
• Operate personal computer, related software, and other office equipment

PREREQUISITES

• Bachelor Degree
• Master's degree in architecture or related field preferred
• Eight (8) years experience in architecture or related field; experience with responsibility for the design, production or field supervision of various types of construction such as educational, commercial, multi-residential and/or public sector
• Five (5) years supervisory/managerial experience
• Demonstrated success in the planning and building of projects of major proportion such as school facilities
• Successful experience in working well in diverse economic, multicultural and multi-lingual communities and environment
• Demonstrated knowledge of fiscal management, cost controls, accounting procedures, budget development, and supervision
• Valid California Driver's License

PRE-EMPLOYMENT PROCESS:

Employment eligibility will include fingerprints, tuberculosis and/or other employment clearance

WORKING CONDITIONS

ENVIRONMENT:

Office and diverse school site environments; driving a vehicle to conduct work; fast-paced work; constant interruptions

PHYSICAL REQUIREMENTS:

Consistent mental alertness; sitting or standing for extended periods of time; walking over rough or uneven surfaces at construction sites; lifting, carrying, pushing, and pulling objects up to 50 pounds, occasionally 50+ pounds; bending and twisting at the waist, reaching overhead, above the shoulders and horizontally; dexterity of both hands and fingers while performing duties; seeing to read, write, assess property, prepare reports and use the computer; hearing and speaking to exchange information, in person or on the telephone, and make presentations.

NON-DISCRIMINATION POLICY:

The Oakland Unified School District does not discriminate in any program, activity, or in employment on the basis of actual or perceived race, religion, color, national origin, ancestry, age, marital status, pregnancy, physical or mental disability, medical condition, genetic information, veteran status, gender, sex, or sexual orientation.