Assistant Director of Facilities

University of Pennsylvania

10d•Onsite

About The Position

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. Independently identifies mechanical, structural, housekeeping, and general facility needs and directly manages the daily resolution of maintenance problems with FRES and/or outside contractors in assigned buildings totaling 222,092 sq.ft. (Building Administrator). Manage FRF and small projects in assigned facilities. Management of Athletic Department's security and access systems for 12 buildings and 8 outdoor facilities for roughly 1,200 DRIA Staff and student-athletes. Work directly with housekeeping managers to ensure charge specification and departmental needs are met. Oversight of DRIA work order reconciliation. Ensure work order-related services and charges are in line with expectations and requested service. Coordinates event housekeeping and bleacher cleaning needs for Intercollegiate events. Manage events as Head Event Manager or Assistant Event Manager as assigned. Reports to and receives general administrative support from the Assistant Athletic Director for Facilities.

Requirements

BA/BS degree required.
Proficiency in MS office applications (Word, Excel, and PowerPoint) required.
Exceptional organizational, oral and written communication skills.
Meticulous and practical with a team player attitude.
Candidate should possess the ability to manage time and work independently under minimal supervision, exercising initiative and judgment in setting priorities, as well as handling multiple tasks under pressure.
Ability to interact with individuals at all levels.
Experience working in an office environment (university setting a plus) with knowledge of technological tools used to conduct meetings.
Ability to work evenings, weekends, and/or holidays as required.
A Cover Letter and Resume/CV are required to be considered for this position. Please upload your Cover Letter where it asks you to upload your Resume/CV; multiple documents are allowed.

Nice To Haves

3-5 years’ experience in athletic facilities and operations or similar field preferred.

Responsibilities

Independently identify mechanical, structural, housekeeping and general facility needs.
On call 24/7 for issues in assigned facilities.
Manages the daily resolution of maintenance problems with FRES and/or outside contractors for assigned facilities totaling over 200,000 sq.ft.
Works with FRES Project Management on coordination and oversight of FRF and building system replacement/improvement projects.
Analyze all DRIA work order costs monthly for charge and work hour accuracy.
Prepare monthly report and present to Assistant AD and FRES Area Manager for review.
Follow up with FRES Area Manager to ensure agreed upon charge corrections are made.
Management of Athletic Departments security and access systems for 12 buildings, 8 outdoor facilities and roughly 1,200 staff and student-athletes.
Manage DRIA technological security needs and work directly with DPS & DRIA IT on improvements and repairs.
Managing CCTV camera viewing software and card swipe access into buildings, including projects to upgrade systems.
Management of Key inventory and door punch code system.
Schedule and monitor Allied Security for Penn Park.
Direct oversight of DRIA housekeeping needs with FRES housekeeping leadership.
Perform weekly building tours of DRIA facilities with housekeeping leadership on all three shifts.
Coordinate event housekeeping and IMC needs for intercollegiate and special events.
Oversee all preparations of assigned facilities for games, practices, and special events. Duties include coordinating rental services, set up, & breakdown.
Direct oversight of Pest Control in Athletic Department Facilities.
Oversee FRES and Contracted Service provider to address pest control issues in facilities.
Develop initiatives to decrease future pest control issues in all DRIA facilities.
Management of small projects in assigned facilities. Identify scope and work with FRES and/or general contractors to estimate, schedule, and complete work. Small projects include, but not limited to office renovations, flooring replacement, equipment installations/inspections, wayfinding, furniture selection/replacement.
Assist in oversight of temporary employees, interns, event staff, and work studies for day-to-day facility needs and event staffing.
Manage events as Head Event Manager (volleyball, women’s basketball, gymnastics) or Assistant Event Manager (football, men’s basketball, Penn Relays, and rental events) as assigned. Head Event Manager is responsible for all aspects of a successful event including, but not limited to security, home/visiting team communication, head coach communication and POC, referee coordination, FRES staff direction and communication, Game staff (announcer, scoreboard operator, ball runners, court moppers, scorekeepers) direction and communication, equipment placement and set-up. The Head Event Manager is also responsible to ensure ancillary aspects (marketing, ESPN+ streaming, development gatherings) of the event are operating without issue and provide support to those groups when needed.
Other duties and responsibilities as assigned.

Benefits

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
Comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits
Flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars
Tuition assistance for employees, spouses, and dependent children
Dependent children are also eligible for tuition assistance at other institutions
Retirement plans (Basic, Matching, and Supplemental) allowing pre-tax or Roth savings
Wide variety of investment options through TIAA and Vanguard
Substantial amount of time away from work
Long-Term Care Insurance
Wellness and Work-life Resources
Professional and Personal Development resources
Access to a wide range of University resources as well as cultural and recreational activities
Discounts and Special Services (arts and entertainment, transportation, mortgages, new cars, cellular phone service plans, movie tickets, theme parks)
Flexible Work Hours
Penn Home Ownership Services (forgivable loan for eligible employees)
Adoption Assistance (reimbursement for qualified expenses up to two adoptions)