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University of Pennsylvania · 2 months ago

Associate Director of Facilities Operations

Philadelphia, PA

Full-time

Onsite

Lead/Staff, Director/Executive

$76K/yr - $90K/yr

3+ years exp

The University of Pennsylvania is a world-renowned leader in education, research, and innovation. The Associate Director of Facilities Operations will oversee daily building operations, maintenance, security, and sustainability for the Penn Carey Law complex, ensuring a safe and functional environment for the university community.

Continuing EducationEdTechEducationSTEM EducationUniversities

Growth Opportunities

Responsibilities

Oversee all daily building operations, housekeeping, and security for the Penn Carey Law complex. Identify, prioritize, and resolve building issues. Communicate issues and priorities to service providers, conduct diligent follow up to ensure full resolution in a timely manner. Ensure that service level expectations, schedules, and budgets are communicated and met

Respond to emergencies, work cooperatively with relevant authorities and service providers to resolve situations, and communicate with stakeholders. Develop and document procedures and systems for building operations and safety and security regulations for the law school. Manage interactions with Public Safety, security staff, and others around VIP visits

Oversee all security operations for the law school complex. Ensure compliance with safety and security policies and university procedures and maintain complete and accurate records. Working with DPS and FRES, oversee annual emergency drills and testing of emergency and life safety equipment

Manage keying and electronic access control for the complex

Oversee all housekeeping services and communicate with housekeeping management to ensure excellent service level. Take the lead in regular meetings with housekeeping management, participate in QC programs and inspections. Develop and oversee the execution of regular and special housekeeping project work throughout the complex

Develop data and systems to improve efficiency in building operations. Work with a commitment to continuous improvement, participate in process improvement activities. Work in a collaborative manner with the rest of the Facilities team and colleagues across the law school to support the school’s mission and goals. Work collaboratively with Facilities & Real Estate Services (FRES), Division of Public Safety (DPS), Environmental Health & Radiation Safety (EHRS) and other departments across the University. Serve on cross-departmental and university-wide teams, representing the law school to FRES, Public Safety, and others

Oversee all building maintenance and repairs in law school buildings and surrounding grounds, including preventive maintenance and seasonal work. Engage with Facilities & Real Estate (FRES) management to ensure thorough and timely completion of all regular annual and requested work

Gain familiarity with all aspects of the buildings and operate with an understanding of the technical aspects of planning for, operating, and maintaining buildings and building systems, keeping abreast of industry best practices and university standards

Conduct regular and thorough inspections of all law school buildings, identifying maintenance, housekeeping, security and operational issues and taking action to correct them. Troubleshoot problems, recommend and implement solutions to problems and emergencies

Coordinate utility shutdowns, understanding impact on and working to avoid disruption to academic and building operations. Maintain on-call status during shutdowns, emergencies, or investigations

Communicate status of repairs and interruptions to utility service to end users and work to execute the deliverable in a reasonable time with the least disruption possible

Provide oversight and direction to the service mechanic, tradespeople, contractors and outside vendors

Represent Penn Carey Law to Facilities Real Estate Services’ and campus sustainability efforts. Manage implementation of university environmental campaigns and ensure law school participation in a variety of sustainability efforts, including but not limited to, waste diversion, composting, and energy reduction

Take the lead on the law school’s participation in energy monitoring and reduction, including the “Red Day” program. Compile and present reports on energy usage. Identify and implement changes to increase energy efficiency

Collect and maintain data on the law school’s sustainability efforts and provide reports as requested

Stay abreast of university standards and industry best practices, initiating their implementation, where appropriate

The ADFO directly supervises the Operations Manager and Operations Coordinator, including hiring, training, and annual performance reviews. This position also provides functional supervision to the Service Mechanic and Security Site Supervisor

Manage schedules and workflows to ensure that the team’s work is completed timely and well. Ensure appropriate staffing of special events and projects

Model and instill a culture of initiative, service, attention to detail, and a proactive approach

Qualification

Facilities managementBuilding operationsMaintenance oversightSustainability initiativesTeam supervisionOffice 365 proficiencyTime managementCommunication skillsProblem-solving

Required

Bachelor's degree and 3-5 years of experience or equivalent combination of education and experience in facilities management, preferably in a higher-education setting

Excellent time management and organizational skills

Keen attention to detail

Ability to prioritize among competing demands and to think clearly in a fast-paced environment

Excellent verbal and written communication skills

Maturity and discretion

Strong problem-solving skills

Track record of reliability and service

Proficiency in use of technology in daily building operations, including Office 365, communication and collaboration tools

Commitment to learning and incorporating new technologies to improve service delivery and operational efficiency

Benefits

Health, Life, and Flexible Spending Accounts: Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family’s health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.

Tuition: Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.

Retirement: Penn offers generous retirement plans to help you save for your future. Penn’s Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.

Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family—whatever your personal needs may be.

Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you’re newly hired, you won’t have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.

Wellness and Work-life Resources: Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That’s why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.

Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.

University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University’s libraries and athletic facilities, or visit our arboretum and art galleries. There’s always something going on at Penn, whether it’s a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you’re right in the middle of the excitement—and you and your family can enjoy many of these activities for free.

Discounts and Special Services: From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.

Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.

Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.

Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.