Fire Safety Services Supervisor

Job Summary:

Facilities Maintenance Operations (FMO) offers building & landscape maintenance, and custodial services to Harvard faculties and departments on a fee-for-service basis. All services are provided in strict accordance with customer-determined standards. As such, FMO operates as an in-house alternative to contractor services and therefore must manage itself under the same principles that guide any successful maintenance service business. 

The Fire Safety Services group includes a large hourly workforce (+ 38 technicians) that maintain, repair, inspect and test building fire protection and life safety systems throughout the University on a fee-for-service basis. The maintained equipment inventory includes fire alarm systems, fire pumps, fire suppression systems, emergency lighting systems, and emergency generators used to power life-safety circuits and critical systems. The group supports a central fire alarm reporting system that receives building alarm signals through the University Operations Center (which relays them to the municipal fire departments)  and maintains on-site staffing 24 x7 for alarm response and service. The group is UL listed to perform third-party pre-acceptance testing and reporting for the Authority Having Jurisdiction. In addition to these core services, the group installs and modifies building fire alarm and suppression systems on a limited basis.

The Supervisor of Fire Safety Services is responsible for the group’s oversight and performance, including planning and completion of all assigned work performed on fire safety systems throughout Harvard University. Develops Standard Operating Protocols (SOPs) for all core work functions, including inspection and testing, preventive maintenance, customer notifications; continually adjusts those SOPs to maintain compliance and optimize resource efficiency. Responsible for the creation and success of Service Level Agreements with primary customer groups for all core services. Provides technical guidance to project management teams (including internal and external engineering and design consultants) regarding maintainability and operation of system design and equipment selections. Oversees and inspects work for acceptable levels of quality and employee productivity. Administers and delivers all performance management actions for the work group.

Job-Specific Responsibilities:

• Develops and continuously refines SOPs for all core work activities, including required inspection and testing of equipment/systems maintained by the group. Establishes the process for the temporary impairment and restoration of building life safety systems to support ongoing building operations or construction activity.

• Establishes protocols and standard progressions for prioritization for all work to ensure full compliance with regulations for proper testing and inspection of all equipment. Establishes timeliness standards for completion of all work in compliance with applicable codes and to ensure optimization of workforce productivity.

• Monitors information from work management database daily to ensure accuracy of descriptions for activities required, work performed, and customer information and billing instructions. Establishes protocols for maintenance (including archival storage) of paper and electronic records of fire safety system testing programs and results.

• Provides guidance to customers in the establishment of work scopes for the installation, maintenance, renewal or expansion of life safety systems or equipment across campus. Manages or supports additional technical resources as needed. Performs O&M review of customer plans for installation or upgrade of life safety equipment.

• Develops Service Level Agreements to ensure highest levels of performance and accountability. Regularly solicits customer feedback on timeliness and quality of services to ensure high levels of satisfaction. Performs regular audits and analyses of all maintenance and response activities, workforce productivity, and external vendor support to identify trends and opportunities for improvement; prepares customer and management reports of findings and recommendations. 

• Works closely with Campus Services Safety Officer to ensure up-to-date safety instructions and procedures are in place for all work routines and spaces. Works closely with Campus Services Life Safety Officer and Electrical Compliance Inspector to stay current on NFPA, MEC, OSHA and other applicable regulations and best practices. Continuously incorporates required changes into work group SOPs to ensure life safety program compliance as well as optimal alignment of Campus Service organizational resources and responsibilities. 

• Selects and develops all hourly and exempt staff positions in consultation with the Director. Develops and administers employee communication and feedback strategies and systems to ensure high levels of awareness, teamwork, and work group harmony. Directly provides employee coaching, counseling, and disciplinary actions, as required to ensure consistent performance, opportunity, and treatment of all FSS staff.

• Works closely with staff of Campus Services Procurement and others at the University to ensure efficient and cost-effective coordination of materials and services needed to carry out the work. Determines inventory changes for FSS-specific items maintained in the FMO Stockroom. Establishes and manages relationships for sub-contracted service providers.

• Assists the Manager in the preparation of annual financial plans; monitors and updates those plans based on activity throughout the fiscal year. Performs special short and long-range projects as directed.

Physical Requirements: 

• Must be able to access non-handicap accessible spaces for observation of building operating equipment.

• Must be able to enter confined spaces, use ladders, and wear a negative-pressure half-face respirator or equivalent.

Emergency Status Designation:

• Critical Operations Personnel (required to provide on-site support during emergency situations as determined by management).