"Senior Building Administrator, Wharton Operations"

Job Details

Senior Building Administrator, Wharton 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
Senior Building Administrator, Wharton Operations

Job Profile Title
Building Operations Manager

Job Description Summary
The Senior Building Administrator is responsible for overseeing daily operational and maintenance activities across Wharton's eight buildings, spanning over 1,000,000 square feet. This role supervises two Building Managers and coordinates the work assignments of three union service mechanics. The Senior Building Administrator ensures the seamless operation of facilities, work order management, vendor coordination, and emergency response efforts while maintaining Wharton's commitment to excellence in facilities management. Reporting to the Senior Associate Director for Operations, this role also collaborates with various stakeholders, including housekeeping, security, project management, and space planning teams, to support the overall functionality of Wharton's facilities.

The Senior Building Administrator oversees and coordinates daily maintenance activities, ensuring timely work order processing, scheduling, and resolution. This role conducts regular building inspections to ensure the proper functioning of mechanical, electrical, and HVAC systems while also tracking work order costs and expenditures to maintain budget compliance. Managing vendor relationships is an essential aspect of the role, ensuring that contracts and services are executed efficiently and to the highest standards. Additionally, the Senior Building Administrator collaborates with housekeeping teams to uphold cleanliness and safety protocols and monitors preventative maintenance schedules to ensure the longevity and efficiency of building systems. In a leadership capacity, the Senior Building Administrator supervises two Building Managers, providing guidance, training, and performance oversight. The role also assigns and manages work for three union service mechanics to ensure daily operations run smoothly. Serving as a key point of contact for faculty, staff, and building occupants, this position addresses facility-related concerns while working closely with the Senior Associate Director for Operations to develop and implement best practices for facility management.

Emergency and crisis management is a critical function of this role, as the Senior Building Administrator serves as a first responder for facility-related emergencies across all Wharton buildings. The individual in this position is responsible for triaging urgent maintenance and safety concerns, dispatching appropriate personnel and resources for quick resolution, and being available on-call 24/7 to manage off-hour facility issues. The role also involves significant project and space management responsibilities, working closely with Senior Associate Directors for Facilities, Projects, and Space & Scheduling to plan and execute faculty and staff office relocations. The Senior Building Administrator oversees internal and external moving vendors to ensure smooth transitions and supports strategic space planning efforts to optimize facility utilization. Additionally, this role manages special projects aligned with Wharton's long-term facility goals. The Senior Building Administrator is responsible for event, security, and administrative oversight, ensuring classroom setups and scheduling align with academic and event requirements. This position provides support for special events by coordinating logistics, facility setup, and operational needs. Facility-related databases and platforms are maintained and updated by this role to ensure accurate and accessible information is available to stakeholders. The Senior Building Administrator also works with security teams, including Allied Universal and DPS, to uphold a safe and secure environment within Wharton buildings.

This is a salaried position that requires flexibility in working hours to meet operational demands. The Senior Building Administrator must be available on-call 24/7 to manage urgent facility-related concerns. The role also involves moderate lifting and moving of up to 50 pounds on a regular basis, including furniture, equipment, and materials.

Job Description

Required Qualifications:

• Education & Experience - Associate's degree in facilities management, engineering, business administration, or a related field, or an equivalent combination of education and experience. Minimum 5-7 years of experience in facilities operations, building management, maintenance coordination, or a related field.
• Leadership & Supervision - Experience supervising and mentoring staff, particularly Building Managers or maintenance personnel. Strong ability to coordinate teams, delegate tasks effectively, and provide performance feedback.
• Facilities & Project Management - Proven experience overseeing daily facility operations, including mechanical, electrical, and HVAC systems. Ability to manage complex projects, including relocations, space utilization, and vendor coordination. Knowledge of preventative maintenance programs and compliance with safety regulations.
• Vendor & Contract Administration - Experience working with external vendors, including negotiating contracts, managing service agreements, and ensuring compliance. Understanding of building systems maintenance, including floor care, window cleaning, security systems, and other essential facility functions.
• Emergency Response & Crisis Management - Experience responding to facility-related emergencies, including triaging urgent maintenance issues and dispatching teams. Ability to develop and implement response strategies in collaboration with other administrators.
• Financial & Work Order Oversight - Experience tracking budgets, monitoring expenditures, and ensuring cost-effective facility management. Proficiency in work order management systems (such as AIM or FRES) to support maintenance tracking and reporting.
• Communication & Organizational Skills - Strong written and verbal communication skills to interact with internal stakeholders, vendors, and external partners. Ability to multi-task, prioritize projects, and work independently in a fast-paced environment.

Preferred Qualifications:

• Higher Education Experience - Bachelor's degree in facilities management, engineering, business administration, construction management, or a related field. Experience working in higher education facilities management or within a university setting.
• Advanced Facilities & Project Expertise - Familiarity with building automation systems and energy management tools (such as Lutron, HVAC controls, etc.). Experience managing capital improvement projects or major building renovations.
• Leadership & Training Development - Experience developing training programs or mentoring teams in facilities operations. Background in change management, helping teams adapt to new technologies or processes.
• Technical & System Proficiency - Experience using work order tracking software (such as AIM, FRES, or CMMS systems). Familiarity with AutoCAD, space planning tools, or project management software.
• Emergency Preparedness & Compliance - Certifications in OSHA safety, emergency response, or risk management. Knowledge of fire code compliance, environmental regulations, and building security standards.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Wharton School

Pay Range
$76,000.00 - $95,000.00 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.

Equal Opportunity Statement

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.

Special Requirements
Background checks may be required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.