Director of Facilities Operations, Planning & Projects

University of Pennsylvania•Los Angeles, CA

4d•$110,907 - $135,000•Onsite

About The Position

The Director of Facilities Operations, Planning & Projects is the senior administrative leader and functional subject matter expert for facilities operations, maintenance, planning initiatives, and projects at the Annenberg School for Communication. Reporting to the School’s Chief Financial Officer & Executive Director of Facilities Operations, the Director advises and supports that leader on maintenance and operations and on the planning and execution of small and capital projects. The position ensures that maintenance, repairs, and general building operations meet established standards and preserve and enhance the school’s physical environment and resources. It is the principal liaison for daily facilities operations with University departments and coordinates services involving maintenance, building systems, utilities, housekeeping, security, and construction. Working with the CFO/Executive Director and cross-functional teams, the Director provides strategic direction and oversight for master planning, space planning, room reconfigurations, and renovations. The role oversees capital project formation and feasibility analyses, develops project scopes and budget estimates, and facilitates plans that use facility resources effectively to support operational, research, and educational needs. This position is considered essential, is not hybrid-eligible, and requires 24/7 on-call availability for facilities emergencies.

Requirements

Bachelor’s degree and 7 to 10 years of experience, or an equivalent combination of education and experience.
Demonstrated facilities operations management experience in public-serving environments and understanding of the diverse needs of a community-oriented institution.
Strong managerial experience overseeing and delegating assignments and ensuring work meets high standards.
Experience coordinating external vendors to arrange repairs or services, track costs, and ensure budget compliance.
Experience with strategic space planning.
Extensive knowledge of construction processes, project controls, cost estimating, value engineering, and complex capital projects.
Experience integrating sustainability, energy management, and accessibility principles into capital projects and facilities planning.
Familiarity with procurement processes, design and construction contracting methods, and capital budgeting practices.
Experience preparing materials and presentations for school and University leadership, advisory boards, trustees, donors, or external stakeholders.
Proficiency with MS Office Suite, including MS Project, PowerPoint, and Excel; shared drives; facilities ticketing systems; and project management software.
Outstanding written and verbal communication, organizational, time-management, prioritization, and workload-management skills; resilience, flexibility, and an inclusive attitude.
Ability to work independently and with teams, build relationships, interact professionally, and support a diverse, collaborative, and professional environment.
Adaptability, multitasking, and decision-making skills while maintaining focus on core building management responsibilities.
Occasional ability to lift 25 to 50 pounds; bending, crouching, stooping, standing, or walking is typically required.
A cover letter and resume/CV are required for consideration.

Nice To Haves

Experience in a university setting.
Professional licensure or certification such as Registered Architect (RA), Professional Engineer (PE), Certified Educational Facilities Professional (CEFP), Project Management Professional (PMP), Facility Management Professional (FMP), Certified Facility Manager (CFM), or a similar credential.

Responsibilities

Supervise, coordinate, and administer facilities operations, including maintenance, repairs, renovations, housekeeping, safety, and security for facilities and surrounding grounds.
Coordinate with University operations departments to support safe building functions, including maintenance and repair of HVAC, electrical and mechanical systems, utilities, elevators, security and safety systems, and signage.
Collaborate with FRES, DPS, Allied Security, EHRS, other University departments, building occupants, and outside vendors; serve as a liaison among them.
Address occupant concerns promptly and foster service-oriented collaboration, accountability, innovation, and continuous improvement.
Implement and oversee the facilities support ticketing system to triage, track, and complete community requests.
Troubleshoot facilities problems, recommend and implement long-term solutions, and conduct or delegate daily building tours to assess conditions.
Develop and document standard operating procedures and best practices for routine processes.
Supervise and direct the daily work of a Building Services Assistant and monitor housekeeping and security quality control.
Monitor University work orders and ensure follow-up as needed.
Collaborate with the ASC Director of Events on facilities logistics and the impacts of special events.
Manage office space assignments, moves, storage spaces, and the inventory, handling, and disposal of stored goods.
Coordinate and communicate utility shutdowns and emergency drills; inform the school community about repairs, service interruptions, construction impacts, and emergencies.
Partner with the CFO/Executive Director on long-range facilities planning, multi-year plans and projections, facility renewal, operational alignment, and life-cycle costs.
Develop multi-year financial models and strategies for facilities initiatives, preliminary cost models, and feasibility assessments.
Assist with Capital Needs Statements and Funding Certification documents for capital project initiation and funding.
Provide space and feasibility planning and pre-design expertise for projects ranging from office renovations to major building redesigns.
Liaise with architects, engineers, and external consultants and represent the school at planning and design meetings.
Provide departmental leadership and administrative oversight for deferred maintenance, capital construction, renovations, and other projects.
Monitor contractor and vendor performance for quality, budget, and timeline compliance.
Coordinate temporary displacement related to capital projects, including swing space, furniture and equipment moves, and storage.
Perform additional duties as assigned.

Benefits

Comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits.
Flexible spending accounts for eligible health care and dependent care expenses.
Tuition assistance for employees, spouses, and dependent children at Penn; dependent children may also receive tuition assistance at other institutions.
Basic, matching, and supplemental retirement plans, with pre-tax or Roth savings options.
Substantial time away from work during the year.
Long-term care insurance.
Wellness and work-life programs and resources.
Professional and personal development resources.
Access to University resources, libraries, athletic facilities, cultural activities, and recreational activities.
Discounts and special services, including arts, entertainment, transportation, and other goods and services.
Flexible work options and flexible work hours.
Penn Home Ownership Services forgivable loan for eligible employees buying a home or residing in West Philadelphia.
Adoption expense reimbursement for eligible employees.