"Associate Director of Facilities Operations"

Job Description

Associate Director of Facilities Operations

University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn's distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America's Best Large Employers in 2023.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

Posted Job Title
Associate Director of Facilities Operations

Job Profile Title
Associate Director C, Facilities

Job Description Summary
The University of Pennsylvania Carey Law School is one of the nation's oldest and most distinguished law schools. The School offers a unique approach, incorporating cross-disciplinary legal education, a distinctly collaborative environment, and an innovative curriculum to enrich student learning. The small and highly interdisciplinary faculty achieves scholarly excellence while emphasizing a shared effort to advance understanding of the law. The result is an intellectual community that bridges traditional boundaries and disciplines within a renowned internal culture of collegiality, making the University of Pennsylvania Carey Law School an extraordinarily supportive academic community for all its members.

The University of Pennsylvania Carey Law School staff play a critical role in providing a world-class educational experience, supporting faculty, students, alumni, and fellow staff members in a collaborative, ambitious environment.

The Facilities Department at Penn Carey Law plays a vital role in creating and maintaining a safe, functional, and welcoming environment for students, faculty, staff, and visitors. The department is responsible for a broad range of services including capital planning, design and construction management, space planning, building operations, maintenance, security, housekeeping, comprehensive event scheduling and support, and sustainability. The staff members of the Facilities Department take pride in stewarding the law school's four-building complex to a standard of excellence which matches the academic mission and supports the members of the law school community.

The Associate Director of Facilities Operations (ADFO) reports to the Managing Director of Facilities and directly supervises the Operations Manager and Operations Coordinator. The ADFO leads the daily operations of the complex, with primary responsibility for oversight of the maintenance program, housekeeping, security, and sustainability. This position is a key partner in delivering high quality service and operational efficiency, contributing to the success of the department and the school.

Job Description

Job Location - City, State
Philadelphia, Pennsylvania

Responsibilities include:

Operations

• 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.

Maintenance & Building Systems

• 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.

Sustainability

• 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.

Supervisory

• 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.

Other Duties as assigned

Candidate Qualifications

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 are required. The successful candidate will demonstrate strong problem-solving skills and will have a 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.

This position is considered essential. The position is fully on site and is not eligible for hybrid work. The usual schedule is Monday-Friday, 8 a.m.-5 p.m. The position requires coordination of paid time off (PTO) around the school's academic calendar and event schedule and will occasionally require early morning, evening, and weekend work.

A cover letter is required with application.

The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status or any class protected under applicable federal, state or local law. For clarity, this includes not discriminating on the basis of ethnicity, gender, gender identity or expression, and military status as required by the American Bar Association Standard 205.

Department / School
Law School

Pay Range
$76,000.00 - $90,000.00 Annual Rate
Salary offers are made based on the candidate's qualifications, experience, skills, and education as they directly relate to the requirements of the position, and in alignment with salary ranges based on external market data for the job's level. Internal organization and peer data at Penn are also considered.