Assistant Director of Facilities

University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn’s distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America’s Best Large Employers in 2023.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

Posted Job Title

Assistant Director of Facilities

Job Profile Title

Building Administrator Senior

Job Description Summary

Independently identifies mechanical, structural, housekeeping, and general facility needs and directly manages the daily resolution of maintenance problems with FRES and/or outside contractors in assigned buildings totaling 222,092 sq.ft. (Building Administrator). Manage FRF and small projects in assigned facilities. Management of Athletic Department's security and access systems for 12 buildings and 8 outdoor facilities for roughly 1,200 DRIA Staff and student-athletes. Work directly with housekeeping managers to ensure charge specification and departmental needs are met. Oversight of DRIA work order reconciliation. Ensure work order-related services and charges are in line with expectations and requested service. Coordinates event housekeeping and bleacher cleaning needs for Intercollegiate events. Manage events as Head Event Manager or Assistant Event Manager as assigned. Reports to and receives general administrative support from the Assistant Athletic Director for Facilities.

Job Description

Job Responsibilities

• Independently identify mechanical, structural, housekeeping and general facility needs. On call 24/7 for issues in assigned facilities. Manages the daily resolution of maintenance problems with FRES and/or outside contractors for assigned facilities totaling over 200,000 sq.ft. Works with FRES Project Management on coordination and oversight of FRF and building system replacement/improvement projects.
• Analyze all DRIA work order costs monthly for charge and work hour accuracy. Prepare monthly report and present to Assistant AD and FRES Area Manager for review. Follow up with FRES Area Manager to ensure agreed upon charge corrections are made.
• Management of Athletic Departments security and access systems for 12 buildings, 8 outdoor facilities and roughly 1,200 staff and student-athletes. Manage DRIA technological security needs and work directly with DPS & DRIA IT on improvements and repairs. Managing CCTV camera viewing software and card swipe access into buildings, including projects to upgrade systems. Management of Key inventory and door punch code system. Schedule and monitor Allied Security for Penn Park.
• Direct oversight of DRIA housekeeping needs with FRES housekeeping leadership. Perform weekly building tours of DRIA facilities with housekeeping leadership on all three shifts. Coordinate event housekeeping and IMC needs for intercollegiate and special events.
• Oversee all preparations of assigned facilities for games, practices, and special events. Duties include coordinating rental services, set up, & breakdown.
• Direct oversight of Pest Control in Athletic Department Facilities. Oversee FRES and Contracted Service provider to address pest control issues in facilities. Develop initiatives to decrease future pest control issues in all DRIA facilities.
• Management of small projects in assigned facilities. Identify scope and work with FRES and/or general contractors to estimate, schedule, and complete work. Small projects include, but not limited to office renovations, flooring replacement, equipment installations/inspections, wayfinding, furniture selection/replacement.
• Assist in oversight of temporary employees, interns, event staff, and work studies for day-to-day facility needs and event staffing.
• Manage events as Head Event Manager (volleyball, women’s basketball, gymnastics) or Assistant Event Manager (football, men’s basketball, Penn Relays, and rental events) as assigned. Head Event Manager is responsible for all aspects of a successful event including, but not limited to security, home/visiting team communication, head coach communication and POC, referee coordination, FRES staff direction and communication, Game staff (announcer, scoreboard operator, ball runners, court moppers, scorekeepers) direction and communication, equipment placement and set-up. The Head Event Manager is also responsible to ensure ancillary aspects (marketing, ESPN+ streaming, development gatherings) of the event are operating without issue and provide support to those groups when needed.
• Other duties and responsibilities as assigned.

Qualifications

• BA/BS degree required. 3-5 years’ experience in athletic facilities and operations or similar field preferred.
• Proficiency in MS office applications (Word, Excel, and PowerPoint) required.
• Exceptional organizational, oral and written communication skills. Meticulous and practical with a team player attitude.
• Candidate should possess the ability to manage time and work independently under minimal supervision, exercising initiative and judgment in setting priorities, as well as handling multiple tasks under pressure.
• Ability to interact with individuals at all levels.
• Experience working in an office environment (university setting a plus) with knowledge of technological tools used to conduct meetings.
• Ability to work evenings, weekends, and/or holidays as required.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Division of Recreation & Intercollegiate Athletics

Pay Range

$65,628.00 - $65,628.00 Annual Rate

Salary offers are made based on the candidate’s qualifications, experience, skills, and education as they directly relate to the requirements of the position, and in alignment with salary ranges based on external market data for the job’s level. Internal organization and peer data at Penn are also considered.

Equal Opportunity Statement

The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin(including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status or any class protectedunder applicable federal, state or local law.

Special Requirements
Background checks may be required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

University Benefits

• Health, Life, and Flexible Spending Accounts: 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.

• Tuition: 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.

• Retirement: 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.

• Time Away from Work: 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.

• Long-Term Care Insurance: 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.

• Wellness and Work-life Resources: 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.

• Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.

• University Resources: 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.

• Discounts and Special Services: 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 Hours: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 Home Ownership Services: 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.

• Adoption Assistance: 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.

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To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay