Associate Director of Facilities and Operations

Job Opening ID: 31201 - Position Number: 62347 - Job Code: 105947

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Job Summary

Under general supervision, serve as the central manager for all facilities of the Bienen School with responsibility for oversight of facilities, including management of security and access control, day-to-day operations, building renewal or repairs and any renovations. In addition, this role is involved in facilities strategic planning and in managing and implementing policies for use and scheduling of Bienen School facilities. Prepare and monitor facilities budgets and interact with vendors, University Facilities Management, University Services, University Police and contractors. Collaborate with the Concert Management Office staff to coordinate multiple uses of performance venues and related facilities.

Principal Responsibilities

1) Oversee and resolve all day-to-day facilities issues, including emergency situations, moving arrangements, building directories and signage, routine classroom checks and building maintenance requests. Ensure facilities meet needs of scheduled activities. Maintain effective communication, both verbal and written, with faculty, staff and students concerning Bienen school activities and policies to ensure the community is well informed.

2) Manage all scheduled use of Music facilities, including all academic activities, Music Academy, special events, and room scheduling for other non-curricular activities of the Bienen School, University and external groups. Collaborate closely with the Concert Management Office staff to coordinate multiple uses of performance venues and related facilities.

3) Implement and maintain School security protocol and serve as primary liaison between faculty, staff and students and University Police to address security and safety concerns. Manage building and space access requirements for students, staff, faculty, and guests. Provide oversight of the Millenium keyless access control system and maintains records of all facility keys assigned to authorized users in collaboration and compliance with the FM Lock Shop.

4) Coordinate classroom technology and A/V support with NUIT Academic & Research Technologies (A&RT) staff. Enlist assistance as needed from Bienen School IT staff for technical needs. Collaborate with the University Registrar’s Office to maintain accurate listings of academic spaces and resources in Room and Event System (RES--R25 software).

5) Manage space rental agreements for other University and external groups. Organize and manage security access, facility matters and any needed personnel for these activities.

6) Oversee work related to facilities, as well as proactive quality control management of building conditions and usage for special events. Direct requests to Facilities Management using the FAMIS system. Monitor facility repairs and upgrades as related to respective project budgets, including budget tracking/forecasting.

7) Work closely with the Associate Dean to determine space use priorities, space assignments and strategic long-term planning of facilities. Identify necessary FM refresh/renovation and furniture/equipment acquisitions. Coordinate installation of furniture, data, phone lines, and/or other space resources. Manage facility project budgets, including budget tracking /forecasting and creating regular office reports.

8) Create regular reports using University enterprise systems to oversee both routine maintenance and special project budget compliance, utilizing industry standard software as needed to further school initiatives and identify the efficient use of resources. Conduct statistical analysis of space usage to identify further economies of resources and develop a protocol of best practices for scheduling and usage. Complete appropriate section of annual SIMS survey following NU protocol. Manage the development and communication of plans for department safety, business continuity and responds to Risk Management reports as needed.

9) Other related duties as assigned and needed.

Minimum Qualifications

1) Bachelor’s degree in Project Management or related field or the equivalent combination of education, training and experience from which comparable skills can be acquired.

2) Three to five years of project/facilities management experience in a university or campus-based environment.

Preferred Qualifications

1) Experience working in a Music or Arts related environment.

2) Knowledge of technical aspects of facilities planning, maintenance and management.

3) Working knowledge of database applications, PeopleSoft, Cognos, CAD, R25 software and/or other related space management systems.

4) Budget management experience.

Application Information

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To apply for this position, you will need to submit your résumé, cover letter and references through the University's electronic recruiting system, eRecruit, using the job opening number or the job title. Please include the names and contact information for three references.
Once you apply, you will receive an email confirming submission of your resume. For all resumes received, if there is interest in your candidacy, the human resources recruiter or the department hiring manager will contact you. Review of applications will begin immediately and continue until a candidate is selected.

Northwestern University is an Equal Opportunity, Affirmative Action Employer. Members of historically underrepresented groups are strongly encouraged to apply.