Part Time Operations Manager of Facilities

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.

Posted Job Title

Part Time Operations Manager of Facilities

Job Profile Title

Building Administrator

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 Operations Manager reports to the Associate Director of Facilities Operations and is a key partner in delivering high quality service and operational efficiency, contributing to the success of the department and the school.

Job Description

Responsibilities include:

Operations

• Support building operations by providing direction to facilities, security, housekeeping, and contracted services personnel. Must be comfortable initiating interactions with customers, vendors, and service personnel, providing direction/oversight, and following through to ensure compliance.
• Participate in inspections, ensure accurate recordkeeping, provide reports as requested.
• Assist with key management and distribution and with building access management.
• Oversee operation of mailroom, shipping and receiving.
• Complete a variety of projects upon request to support operations of the Facilities Department.

Customer Service

• Serve as a welcoming and accessible first point of contact for the Facilities office. Provide customer service to students, faculty, staff, responding to phone, email, and walk-in inquiries.
• Utilize customer communication software (currently FreshDesk) to respond to inquiries and requests.
• Triage incoming communications and route them to relevant team members for reply.

Projects & Administration

• Support facilities team with the logistics of planning, execution and communication about a variety of facilities team projects.
• Assist with scheduling and managing timelines and distribution of materials.
• Assist with communications related to special projects, ensuring timely and effective messages to appropriate audiences and following up as appropriate.
• Manage all Facilities department equipment and supplies, keep accurate inventory of event equipment, and place orders as needed.

Event Scheduling & Support

• Serve as back up for the Manager of Scheduling and Event Services (MSES) when they are out of office, assisting with event scheduling requests, event planning meetings and walkthroughs.

Other duties as assigned

Candidate Qualifications:

Associate's degree and 2-4 years of experience or equivalent combination of education and experience. Experience in a higher education setting is preferred.

Attention to detail, ability to work in a fast-paced environment and remain calm under pressure, ability to follow established processes and procedures. Excellent 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.

Excellent organizational skills and the ability to manage multiple projects and priorities are required.

Proficiency in use of technology including Office 365, communication and collaboration tools. Commitment to learning and incorporating new technologies to improve service delivery and efficiency.

This position works fully on site and is not eligible for hybrid work. The schedule will vary with the Law School's academic and event calendar, however the usual hours will be Monday - Friday between 7am and 5pm.

Frequent walking, standing, and the ability to lift 25 lbs unassisted are required.

A cover letter is required with application.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Law School

Pay Range

$23.80 - $32.00 Hourly Rate

To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/Law-School/Part-Time-Operations-Manager-of-Facilities_JR00113475