Associate Director, Facilities

University of Chicago • Chicago, IL

5d • $68,000 - $85,000 • Hybrid

About The Position

The University of Chicago Booth School of Business is the second-oldest business school in the U.S. and second to none when it comes to influencing business education and business practices. Since 1898, the school has produced ideas and leaders that shape the world of business. Their rigorous, discipline-based approach to business education transforms students into confident, effective, respected business leaders prepared to face the toughest challenges. Chicago Booth has the finest set of facilities of any business school in the world. Each of the four campuses (two in Chicago, one in London, and one in Hong Kong) reflects the architectural traditions of its environs while offering a state-of-the-art learning environment. Chicago Booth is proud to claim: -an unmatched faculty. -degree and open enrollment programs offered on three continents. -a global body of nearly 56,000 accomplished alumni. -strong and growing corporate relationships that provide a wealth of lifelong career opportunities. As part of the world-renowned University of Chicago, Chicago Booth shares the University's core values that shape the distinctive intellectual culture. At Booth, they constantly question and test ideas, and seek proof. This extraordinarily effective approach to business leads to new ideas and innovative solutions. Seven of the Booth faculty members have won Nobel Prizes for these ideas - the first business school to achieve this accomplishment. For more information about the University of Chicago Booth School of Business, please visit: http://www.chicagobooth.edu/.

The Associate Director, Facilities is responsible for ensuring exceptional customer service in all aspects of interior and exterior building maintenance and renovation within a world-class physical environment. This role oversees and supports major maintenance, service, safety, and sustainability contracts, including managing quotes exceeding $50K and collaborating on RFPs for capital project contracts to ensure timely, compliant, and effective service delivery. The Associate Director also assists with the management of capital project budgets, tracks spending throughout projects, and helps ensure timelines and deadlines are consistently met. Core responsibilities include managing contracts and procedures related to the work order management system, including system setup, staff training, and ongoing maintenance. The Associate Director assists the Senior Associate Director in developing and implementing building safety and security policies, procedures, and operating systems, including arranging and conducting safety training and drills for building occupants as needed. This role plays a key part in identifying and implementing initiatives, improvements, and projects that enhance operational efficiency, reduce emissions, and promote sustainability. Additionally, the position supports the marketing and communication of sustainability achievements within the Booth community and facilitates change management efforts to achieve sustainability objectives. The Associate Director works within Booth Facilities and collaborates closely with the Office of Sustainability to ensure Booth continues to lead in advancing its published sustainability goals. This position is not eligible for employer-sponsored employment authorization.

Requirements

• Minimum requirements include a college or university degree in related field.
• Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

Nice To Haves

• Bachelor’s degree.
• Degree in business or facilities management.
• Background successfully managing facilities.
• Background in procurement, payment, and contracting.
• High degree of computer literacy.
• Proven exceptional organization, diplomacy and communication skills with many types of constituencies including faculty, staff, students, vendors, suppliers, etc.
• Proven skills in contract management.
• Proven skills in project management.
• Strong organizational skills and prioritize multiple projects with deadlines.
• Strong verbal and written skills.
• Independently create and/or modify documents to demonstrate and document systems, processes and actions that result in a well-run facility.
• Gather benchmark and analyze system data to detect and trend building systems, and provide analysis to proactively adjust assigned systems and processes to maximize building utility.
• Understanding and appreciation of higher education.

Responsibilities

• This position will be heavily involved in keeping service and maintenance contracts up to date, along with ensuring purchase orders and payments are delivered, executed and established in a timely manner.
• Creates RFPs which may include a focus on sustainability for areas where that makes sense.
• Assists in evaluating bid documents and recommends vendors who can work as partners for services and maintenance, or upgrades. Works closely with facilities procurement and Booth Accounting and Budget.
• Assists the Senior Associate Director of Building Services and Access, in conjunction with UC Safety and Security, to develop, institute and enforce policies, procedures and an emergency action plan, for building safety, security and emergency so they align with or exceed University standards. Regularly executes drills for evacuation, shelter in place, and severe weather for emergency preparedness in the building.
• Assists the Senior Associate Director in forming and training an emergency response team within the building, in conjunction with University Safety and Security. Organizes training and informational sessions in regards to life safety for building Emergency Response Team, and Facilities and Security staff, including CPR and AED training.
• Works as an additional point of contact for the building access and camera systems, assisting with daily oversight and troubleshooting. Collaborates with Booth Facilities and Security staff to ensure these systems operate effectively during routine operations and emergencies. Provides support and serves as backup to the Senior Associate Director of Security and Access as needed, including coordination with UCPD and Safety and Security.
• Manages and oversees the contract for the building work order system and ensures it is being utilized properly. Trained as an administrator for the system and provides training to staff as needed. Works closely with building engineers to ensure the system is a useful tool in organizing workload.
• Assists in the management of contracted staff of union and non-union persons to support world class facilities for student, faculty, and staff. Facilities maintenance, upkeep and safety, managing service agreements and contracts as well as projects to maintain and upgrade building systems, infrastructure and appearance.
• Building renovation projects; assists in managing all interior and exterior modifications, capital renovations, improvements, or corrections. Works closely with Chief Engineer to ensure building systems are running and maintained properly. Identifies when systems need upgrades or replacement, and then solicits bids and estimates, as well as assists in executing contracts where needed.
• Assists with management of operating budgets and with management of multi-year capital budgets. Effectively identifies, implements, supports, and utilizes computer systems, such as computerized maintenance management systems, door access systems, work order systems, and financial accounting systems, to provide regular reports that document identified benchmarks and trends that are useful and effective for senior management.
• Develops strong positive relationships with campus constituents including the Office of Sustainability. Evaluates current sustainability practices and recommends changes or improvements to existing initiatives. Works to identify areas in Booth-owned buildings where new sustainability procedures could be impactful. Reviews financial impacts of sustainable practices and helps calculate return on investments for projects or products which assist in reaching objectives. Assists with implementing innovation in areas of sustainability and ensuring efficient use or management of these innovations. Incorporates and coordinates all signage, messaging, communications to promote sustainable projects and encourage behavioral changes in the Booth population to assist with reaching these goals. Facilities liaison between student, staff and faculty groups who are also interested in engaging Facilities in sustainability objectives.
• Works as part of the building project team to oversee Harper Center construction and capital projects throughout the year with an eye on efficiencies and impact on the carbon footprint. Assists with developing, executing and enforcing building policies surrounding sustainability. Works to ensure transparency in regards to goals, objectives and progress for each goal or initiative set. Engages with other University divisions, specifically the Office of Sustainability to ensure a unified front of working towards goals. This includes working with EF campus on projects that impact Booth and the University as a whole. Works closely with building engineers to understand best practices which are already in place, and projects underway to improve our system efficiencies. Assists in implementing any platforms, systems or analytics that may be essential to building emissions management. Assists with relaying this information to the Office of Sustainability and the Booth population on demand.
• Proactively identifies substandard conditions and services and recommends corrective actions. Interprets needs and gaps in service to collaborate with and recommend appropriate services to colleagues and vendors.
• Performs other related work as needed.

Benefits

• The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 5,001-10,000 employees