Senior Building Administrator, Wharton Operations

University of Pennsylvania•Philadelphia, PA

60d•$76,000 - $95,000•Onsite

About The Position

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.

Requirements

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.
Experience supervising and mentoring staff, particularly Building Managers or maintenance personnel.
Strong ability to coordinate teams, delegate tasks effectively, and provide performance feedback.
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.
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.
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.
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.
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.

Nice To Haves

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.
Familiarity with building automation systems and energy management tools (such as Lutron, HVAC controls, etc.).
Experience managing capital improvement projects or major building renovations.
Experience developing training programs or mentoring teams in facilities operations.
Background in change management, helping teams adapt to new technologies or processes.
Experience using work order tracking software (such as AIM, FRES, or CMMS systems).
Familiarity with AutoCAD, space planning tools, or project management software.
Certifications in OSHA safety, emergency response, or risk management.
Knowledge of fire code compliance, environmental regulations, and building security standards.

Responsibilities

Overseeing daily operational and maintenance activities across Wharton’s eight buildings, spanning over 1,000,000 square feet.
Supervising two Building Managers and coordinates the work assignments of three union service mechanics.
Ensuring the seamless operation of facilities, work order management, vendor coordination, and emergency response efforts while maintaining Wharton’s commitment to excellence in facilities management.
Collaborating with various stakeholders, including housekeeping, security, project management, and space planning teams, to support the overall functionality of Wharton’s facilities.
Overseeing and coordinating daily maintenance activities, ensuring timely work order processing, scheduling, and resolution.
Conducting 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.
Collaborating with housekeeping teams to uphold cleanliness and safety protocols and monitors preventative maintenance schedules to ensure the longevity and efficiency of building systems.
Supervising two Building Managers, providing guidance, training, and performance oversight.
Assigning and managing 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.
Serving as a first responder for facility-related emergencies across all Wharton buildings.
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.
Working closely with Senior Associate Directors for Facilities, Projects, and Space & Scheduling to plan and execute faculty and staff office relocations.
Overseeing internal and external moving vendors to ensure smooth transitions and supports strategic space planning efforts to optimize facility utilization.
Managing special projects aligned with Wharton’s long-term facility goals.
Ensuring classroom setups and scheduling align with academic and event requirements.
Providing support for special events by coordinating logistics, facility setup, and operational needs.
Maintaining and updating facility-related databases and platforms to ensure accurate and accessible information is available to stakeholders.
Working with security teams, including Allied Universal and DPS, to uphold a safe and secure environment within Wharton buildings.
Being available on-call 24/7 to manage urgent facility-related concerns.
Moderate lifting and moving of up to 50 pounds on a regular basis, including furniture, equipment, and materials.

Benefits

Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family’s health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.
Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.
Penn offers generous retirement plans to help you save for your future. Penn’s Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.
Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family—whatever your personal needs may be.
In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you’re newly hired, you won’t have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.
Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That’s why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.
Penn provides an array of resources to help you advance yourself personally and professionally.
As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University’s libraries and athletic facilities, or visit our arboretum and art galleries. There’s always something going on at Penn, whether it’s a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you’re right in the middle of the excitement—and you and your family can enjoy many of these activities for free.
From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.
Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.
Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.
Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.