Senior Manager, Facilities & IT at The University of Chicago in Chicago, Illinois

Job Description:

Department



PSD Applied Data Science Staff



About the Department



The MS in Applied Data Science program (MS-ADS) is a professional graduate program within the Data Science Institute (DSI) and Physical Sciences Division (PSD) at the University of Chicago. The DSI executes the University of Chicago's bold, innovative vision of Data Science as an evolving discipline; the PSD explores new frontiers in the physical and mathematical sciences to lead the world in inquiry and impact. The purpose of MS-ADS is to advance the careers of diverse students for technical- and/or management-focused careers in data science. Students may apply for full- or part-time admissions for the In-Person Program, Online Program, or Online MBA/MS Program. Admitted students benefit from a dedicated, full-service team in support of robust student and alumni outcomes. The MS-ADS program is located at the university's NBC Tower space in downtown Chicago, IL.



Job Summary



This position manages and leads all facilities and classroom operations priorities for a large, in-person graduate student body at the University of Chicago-the MS in Applied Data Science program (MS-ADS). All in-person classes for MS-ADS are held in the NBC Tower in downtown Chicago, IL and housed primarily on one floor of the building. The Senior Manager will oversee the 360-degree areas of support needed to run year-round courses across multiple classrooms, a variety of day-to-day facilities management needs, and long- and shorter-term projects. Although the academic operations that the Senior Manager leads are primarily in-person, there will be some hybrid and/or fully remote courses and/or events held throughout the year. Such events for this flagship graduate program will require collaboration with the professional and hourly operations staff that the Senior Manager will oversee. This team member will report to the MS-ADS Director of Academic Affairs and Operations and will indirectly (dotted line) report to the MS-ADS Faculty Director and Chief of Staff/Executive Director. The Senior Manager will join a mid-sized team of professional staff across multiple functional areas inclusive of instructional services, enrollment management, student affairs, career services, employer partnerships, and marketing/advertising/communications. The Senior Manager's scope of work supports the program's full-time faculty and part-time lecturers who teach year-round. The Senior Manager provides critical support for daily operations and strategy for this revenue generating master's program and will work with minimal to no guidance to manage, train, and hire (as needed) operations staff to provide the necessary level of service to students, faculty, and staff in the program.



Responsibilities

• Continually evaluates and reviews all operating practices and processes for their effectiveness and efficiency, recommending changes as needed.
  
  


• Compiles reports, protocol status summaries, quarterly reports, and conduct other administrative functions that support the facilities management of the floor where classrooms are housed.
  
  


• Maintains inventory, tracks classroom office supplies, and maintains classroom equipment and technologies.
  
  


• Submits work orders and recurring payments as needed in coordination with NBC Tower management and other vendors (e.g., classroom supplies, floor restrooms, floor offices and amenity spaces, floor utilities).
  
  


• Manages temporary guest and permanent staff and/or student access to the building.
  
  


• Manages the procurement of supplies and equipment needed for the 28th floor classrooms and ad hoc events.
  
  


• Ensures operations and facilities staff provide the highest level of client services to University stakeholders using the space-including phone calls and emails regarding operations and events at NBC Tower.
  
  


• Manages professional and hourly staff. Allocates resources and assesses policies for direct subordinates.
  
  


• Sets performance goals, provides feedback, and evaluates the performance of direct reports to foster professional development and ensure accountability.
  
  


• Sets the schedules for a minimum of two full-time, professional staff and two part-time, hourly staff to ensure the requisite on-site coverage of classroom facilities year-round.
  
  


• Assists in the planning, coordination, and execution of events that occur in-person, hybrid, and virtual with little to no oversight or direction.
  
  


• Works to implement ideas for improvement as they are identified in addition to providing post-event feedback on turnout and vendor performance with direction from others.
  
  


• Maintains internal and external event calendars.
  
  


• In coordination with the Director of Academic Affairs and Operations, assists with the planning required to allocate classroom space to individual courses each quarter (autumn, winter, spring, summer).
  
  


• In collaboration with the Operations Coordinators, manage the scheduling, planning, and execution of any one-off, non-course events held in classrooms (e.g., external partner lunch and learns for students, career services presentations, other ad hoc events).
  
  


• Maintains inventory, tracks office and classroom supplies, and maintains office and classroom equipment and technologies.
  
  


• Maintains a system for overseeing and tracking asset management, working closely with the PSD in compliance with the tagging, tracking and disposal of assets.
  
  


• Supports basic trouble-shooting of classroom-based technology to support instructors and students in academic courses (e.g., WiFi connection, Zoom). Elevates technology issues to the Physical Science Division IT team as needed.
  
  


• In collaboration with Physical Science Division IT leadership as needed, maintains understanding of current trends in classroom-based technology, and changes in IT protocols and policies.
  
  


• Develops facilities maintenance policies and procedures. Plans renovation and other facilities-related projects, including ensuring projects are completed on time and within budget. Receives requests for facilities services and supervises delivery of appropriate services.
  
  


• Monitors inspections of buildings, equipment and/or surrounding grounds for deficiencies and potential safety, health, or code problems. Reviews and authorizes written reports summarizing findings and recommends solutions.
  
  


• Manages movement of equipment and materials, maintains building security, and maintains information on building blueprints, space utilization data and equipment.
  
  


• Plans with staff from other units and reviews the work of contractors as well as facilities union and/or non-union staff.
  
  


• Performs other related work as needed.
  
  

Minimum Qualifications




Education:

Minimum requirements include a college or university degree in related field.

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Work Experience:

Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.

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Certifications:




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Preferred Qualifications




Experience:

• Minimum seven years related experience and at least two-year supervisory experience of full time and/or hourly staff.
  
  


• Previous experience working with faculty or other educators in a classroom setting.
  
  


• Previous experience working within a commercially rented building.
  
  

Preferred Competencies

• Proven track record of effective management and supervision of professional and/or hourly staff.
  
  


• Exceptional organizational skills: Oversee complex projects and schedules; maintain deadlines; work within budgets; set priorities and manage several projects simultaneously; successfully manage a workload which balances long-range planning with the unanticipated daily demands of the NBC Tower 28th floor operations.
  
  


• Strong interpersonal skills: Engage effectively with graduate students, faculty, staff, and multiple campus constituencies).
  
  


• Ability to manage multiple projects and schedules simultaneously, maintain deadlines, work within budgets, and set priorities.
  
  


• Proven track record of working independently with a high degree of initiative and as part of a team; self-directed and self-motivated; set personal and team goals and develop projects.
  
  


• Strong communication skills: Clear, effective, and tactful communication skills; handle sensitive information with discretion; synthesize and accurately present relevant information; ability to speak to a diverse range of staff, faculty, contractors and other professionals with varying education and backgrounds.
  
  


• Demonstrated history of creating and implementing systematic procedures that maintain high quality facilities.
  
  


• Strong customer service and hospitality skills; the temperament to work with a diverse and demanding population.
  
  


• High level of enthusiasm and dedication to the mission of the organization.
  
  


• Excellent problem-solving and decision-making skills.
  
  


• Proficiency with computers; basic understanding of technology troubleshooting and support.
  
  


• Knowledge of and willingness to use project management software.
  
  


• Ability to work effectively in a fast-paced, dynamic environment.
  
  

Working Conditions

• Evening and weekend work as needed. The position will be the primary contact for coordinating response to after-hours emergencies.
  
  


• Occasional setting up of chairs and tables for events. Movement of objects between 10 and 50 lbs.
  
  

Application Documents:

• Resume/CV (required)
  
  


• Cover Letter (required)
  
  


• Professional References Contact Information (3) (required)
  
  

When applying, the document(s) MUSTbe uploaded via the My Experience page, in the section titled Application Documents of the application.



Job Family



Facilities Management



Role Impact



People Manager



FLSA Status



Exempt



Pay Frequency



Monthly



Scheduled
Weekly Hours



37.5



Benefits Eligible



Yes



Drug Test Required



No



Health Screen Required



No



Motor Vehicle Record Inquiry Required



No



Posting Statement



The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.


Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.


We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.


All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.


The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at:http://securityreport.uchicago.edu.Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637. Apply Now