Manager, Events and Operations, Polsky Exchange

University of Chicago•Hyde Park, IL

5d•Onsite

About The Position

The Polsky Center runs a top-ranked business accelerator, the Edward L. Kaplan, ’71, New Venture Challenge; operates a multi-disciplinary co-working space called the Polsky Exchange; and manages the George Shultz Innovation Fund that invests in early-stage ventures. The Polsky Exchange is a 21,000 square-foot, multi-disciplinary co-working space and small business incubator. Through the Polsky Exchange and the Illinois Small Business Development Center (SBDC) at the Polsky Exchange, local business owners gain access to experienced advisors, educational programs, and a network of resources designed to strengthen operations, expand opportunities, and build long-term success. Members include business owners and innovators in the community, as well as UChicago students, faculty, and staff who are actively working on entrepreneurial ventures or involved in Polsky Center programs. The Polsky Exchange is located on Hyde Park’s vibrant 53rd Street corridor and open for member co-working and programming five days a week. Reporting directly to the Executive Director of the Polsky Exchange, the Events and Operations Manager plays a pivotal role in optimizing the operation and usage of the Polsky Exchange. The Manager is instrumental in fostering revenue growth for the Exchange by actively promoting and marketing available spaces to potential users, while supporting member success and experience through strong customer service and ensuring member compliance with Exchange rules and safety standards. Given the in-person nature of the Exchange and its work, this position is an in-person, on-site role. This position provides professional support and solves straightforward problems for a broad range of business operations and academic activities. May develop and implement office procedures and policies and ensures compliance. May prepare and monitor the budget for a unit.

Requirements

Minimum requirements include a college or university degree in related field.
Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.
Proficiency in Microsoft Word, Excel, and PowerPoint.
Enthusiastic willingness to learn new software programs.

Nice To Haves

Associates degree in business, management, hospitality, or related field.
Background in fast-paced environments, especially in customer-facing roles.
Familiarity with event logistics.
Maintenance and repair operations and administrative experience.
Understanding of Airtable a plus.
Great applicants for this role will be committed to going above and beyond to help others.
This person needs to be very comfortable with learning and working with various software and platforms/databases.
Resourcefulness, creativity, detail-orientation, and work independently.
Effectively multi-task under deadlines, ask questions as necessary, and open to receiving feedback.
This person will have great verbal communication skills both in person and on the phone, in addition to strong written communication skills.
Promote department goals, working well with staff at all levels of the organization, as well as vendors, service providers, and other external constituents.

Responsibilities

Oversees day-to-day operations of facilities, including maintenance, repairs, and safety compliance.
Monitors systems (electrical, elevator/lift, plumbing including restrooms, kitchen, and water fountains, and heating/cooling) and reports major issues to Mid America Group immediately.
Places work orders to address needs through the 360 Work Order system.
Manages space utilization and rental agreements, including evaluating space requirements and optimizing space layouts to maximize space utilization.
Coordinates rental agreements and manages renter relationships.
Assists with developing and implementing marketing strategies to promote available rental spaces both internally and externally.
Maintains accurate records of occupancy, rental income, and rental terms.
Collaborates with vendors, contractors, and service providers for facility-related projects.
Supports the development and implementation of strategies to enhance facility efficiency, functionality, and aesthetics.
Places orders for office and kitchen supplies as needed.
Sorts and distributes mail for Polsky staff and dedicated desk renters.
Communicates with Security officers and porters to ensure the safe, clean, and functional operation of the facilities.
Builds and cultivates relationships with stakeholders including the University’s Commercial Real Estate Office, Department of Safety and Security, and others as appropriate.
Provides logistical support for events, including setup, coordination, and breakdown as appropriate.
Liaise with event planners, internal teams, and external vendors to ensure seamless event execution.
Manages event space reservations, ensuring proper setup and resource allocation.
Works with parties who have reserved space to confirm setup, tables/chairs needed, time for load-in and load-out.
Monitors door access Cbord system and controls space usage by appropriate parties, including ensuring doors are locked and unlocked in accordance with hours of operation and programming schedule.
Grants access to new members and assists them in securing a CNET ID, being approved by the Department of Safety and Security, securing a new card at ID and Privileges, and activating the new membership card.
Books conference rooms for members and event spaces for paid reservations.
Manages calendar to avoid double-booking.
Populates contract templates for events, based on requests and draft event terms, for Executive Director review and approval.
Serves as first point of contact for members with general and space-related questions.
Assists in the monitoring of the various financial and budgetary activities, including vendors contracts, and preparing and monitoring budget for facility maintenance, event logistics, and space and desk rentals.
Identifies cost-saving opportunities and optimizes resource allocation.
Works closely with the Operations team to coordinate procurement activities.
Ensures facilities and members comply with regulations and safety standards.
Develops and enforces security protocols and emergency procedures for events and facilities.
Shares regular updates with Exchange staff and other stakeholders where relevant on internal and external events.
Engages with colleagues across the Polsky Center and other stakeholders to identify areas for collaboration and learning, Provides welcoming environment to Exchange members and visitors.
May support other Polsky Center events as needed.
Responsible for training office staff on office procedures and compliance protocols.
Coordinates special projects.
Researches and analyzes data to create reports, and may create other reports for grants and contracts.
Performs other related work as needed.