Associate Director, Facilities and Operations

Department

College The College

About The Department

College the College

Job Summary

Reporting to and in close partnership with the Executive Associate Dean for Finance and Administration, the Associate Director, Facilities and Operations manages the College's facilities and space planning, including the Arley Cathey Learning Center. This role also facilitates the administration of internal partnerships and awards and catalyzes improvements to business processes and protocols.

Responsibilities

• Leads facilities and space use planning functions for the College, including management of the Arley Cathey Learning Center.
• Works closely with College leaders and central University units to maintain the historic character and modern functionality of classrooms, offices, and gathering spaces.
• Conducts space needs assessments, optimizes occupancy levels, leads space planning projects, and develops strategies to ensure effective use of office and facility space.
• Develops maintenance policies and schedules.
• Ensures compliance with safety regulations.
• Organizes and coordinates storage spaces.
• Maintains bulletin boards and public postings.
• Manages access systems and controls in coordination with the Department of Safety and Security, and cultivates strong working relationships with College and University stakeholders to maintain the College’s buildings.
• Oversees facilities-related projects and budgets, collaborates with central University units and contractors, maintains accurate space utilization records, and analyzes data to inform decision-making and strategy.
• Directs the Center, featuring two grand reading rooms totaling 20,000 square feet, which serves as a hub for undergraduate intellectual and social exchange. Implement policies and supervise receptionist staff who support the individual study areas in the Main Reading Room, group workspaces and tutoring programs in the North Reading Room, and the student-run Harper Café.
• Manages administration for internal partnerships, sponsored awards, and Core teaching incentives.
• Works closely with central University units to properly record transactions and/or complete workflows. Ensures College practices are followed in accordance with University policy.
• Documents and tracks standing and one-time commitments to support College partnerships, programs, awards, and other miscellaneous support provided to or received from University units.
• Facilitates account creation or fund transfer transactions, as appropriate.
• Works closely with College leaders to initiate funding proposals in AURA for programs seeking external funding. Prepares special and ad hoc reports for sponsors and College leadership, as required.
• Maintains 600 individual research and teaching supplement accounts (RATS) in Oracle Financials.
• Updates supplement payments quarterly to recognize new teaching and service. Reconciles each project and updates security roles on a periodic basis. Collaborates with academic Division partners on account visibility.
• Synthesizes and communicates information to College stakeholders. Engages with College stakeholders to standardize and document business processes and protocols.
• Develops and maintains key performance indicator reports/dashboards in strategic areas.
• Prepares and deploys periodic status reports to key users, providing meaningful information on projects, statistics, and productivity.
• Provides consulting and advisory services to all levels in the College, including the Dean’s Office and unit leadership. Answers inquiries by providing data analysis and relevant information, assists with action plans, and completes various analysis projects as needed.
• Engages College leadership and units to create/revise business processes and protocols, stores in a central repository, and reviews on a periodic basis to enhance transparency and promote accountability across the organization.
• Works with minimal guidance in space, facilities, and equipment, including renovations, moves, maintenance and ongoing facilities operations.
• Uses best practices to develop and execute organization's operational and overall strategic plan. Develops and implements relevant policies and procedures and ensures compliance.
• Plans, develops, analyzes and manages budget, including developing multi-year budget forecasts. May oversee the preparation and management of grant and contract proposals, ensuring compliance with all University, federal and private foundation guidelines and regulations. Develops financial reports and assists with seeking funding for grants.
• Performs other related work as needed.
  
  

Education:

Minimum Qualifications

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

Work Experience:

Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

Certifications:

Preferred Qualifications

Education:

• Bachelor's degree in business administration or relevant field.
• Advanced degree a plus.
  
  

Experience:

• Demonstrated experience in project management, including planning, budgeting, and execution of projects, strongly preferred.
• Familiarity with data management and analysis, particularly in maintaining accurate records and informing strategic decision-making.
• Collaborating with multiple stakeholders, including internal leadership, central University units, and external contractors strongly preferred.
  
  

Technical Skills Or Knowledge:

• Strong and broad computer skills (word processing, database, spreadsheet, e-mail, and web), including a strong knowledge of Microsoft Office Suite.
• Proficiency with Oracle Financials or other ERPs and business intelligence tools strongly preferred.
  
  

Preferred Competencies

• Excellent decision-making, time management, priority-setting and learning agility capabilities.
• Work in a team environment and independently.
• Manage multiple priorities and meet strict deadlines with minimal supervision.
• Communicate effectively with a diverse population.
• Excellent organizational skills.
• Excellent interpersonal skills.
• Demonstrated ability to exercise judgment and ensure utmost discretion and confidentiality and to handle sensitive matters with tact and discretion.
• Strong analytical skills.
• Strong communication skills.
• Identify, analyze and resolve problems.
  
  

Working Conditions

• Office environment.
• Sitting for long periods of time.
• Working at a computer for long periods of time.
• Traveling to various on-campus locations.
  
  

Application Documents

• Resume/CV (required)
• Cover Letter, which is to include your interest in this position (required)
• References Contact Information (3)(required)
  
  

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

Job Family

Administration & Management

Role Impact

Individual Contributor

Scheduled Weekly Hours

37.5

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Salary

FLSA Status

Exempt

Pay Range

$89,250.00 - $105,000.00

The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

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.