Part Time Operations Manager of Facilities at UPenn

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.

Posted Job Title

Part Time Operations Manager of Facilities

Job Profile Title

Building Administrator

Job Description Summary

The University of Pennsylvania Carey Law School is one of the nation’s oldest and most distinguished law schools. The School offers a unique approach, incorporating cross-disciplinary legal education, a distinctly collaborative environment, and an innovative curriculum to enrich student learning. The small and highly interdisciplinary faculty achieves scholarly excellence while emphasizing a shared effort to advance understanding of the law. The result is an intellectual community that bridges traditional boundaries and disciplines within a renowned internal culture of collegiality, making the University of Pennsylvania Carey Law School an extraordinarily supportive academic community for all its members.

The University of Pennsylvania Carey Law School staff play a critical role in providing a world-class educational experience, supporting faculty, students, alumni, and fellow staff members in a collaborative, ambitious environment.

The Facilities Department at Penn Carey Law plays a vital role in creating and maintaining a safe, functional, and welcoming environment for students, faculty, staff, and visitors. The department is responsible for a broad range of services including capital planning, design and construction management, space planning, building operations, maintenance, security, housekeeping, comprehensive event scheduling and support, and sustainability. The staff members of the Facilities Department take pride in stewarding the law school’s four-building complex to a standard of excellence which matches the academic mission and supports the members of the law school community.

The Operations Manager reports to the Associate Director of Facilities Operations and is a key partner in delivering high quality service and operational efficiency, contributing to the success of the department and the school.

Job Description

Responsibilities include:

Operations

Support building operations by providing direction to facilities, security, housekeeping, and contracted services personnel. Must be comfortable initiating interactions with customers, vendors, and service personnel, providing direction/oversight, and following through to ensure compliance.
Participate in inspections, ensure accurate recordkeeping, provide reports as requested.
Assist with key management and distribution and with building access management.
Oversee operation of mailroom, shipping and receiving.
Complete a variety of projects upon request to support operations of the Facilities Department.

Customer Service

Serve as a welcoming and accessible first point of contact for the Facilities office. Provide customer service to students, faculty, staff, responding to phone, email, and walk-in inquiries.
Utilize customer communication software (currently FreshDesk) to respond to inquiries and requests.
Triage incoming communications and route them to relevant team members for reply.

Projects & Administration

Support facilities team with the logistics of planning, execution and communication about a variety of facilities team projects.
Assist with scheduling and managing timelines and distribution of materials.
Assist with communications related to special projects, ensuring timely and effective messages to appropriate audiences and following up as appropriate.
Manage all Facilities department equipment and supplies, keep accurate inventory of event equipment, and place orders as needed.

Event Scheduling & Support

Serve as back up for the Manager of Scheduling and Event Services (MSES) when they are out of office, assisting with event scheduling requests, event planning meetings and walkthroughs.

Other duties as assigned

Candidate Qualifications:

Associate’s degree and 2-4 years of experience or equivalent combination of education and experience. Experience in a higher education setting is preferred.

Attention to detail, ability to work in a fast-paced environment and remain calm under pressure, ability to follow established processes and procedures. Excellent communication skills, maturity, and discretion are required.

The successful candidate will demonstrate strong problem-solving skills and will have a track record of reliability and service.

Excellent organizational skills and the ability to manage multiple projects and priorities are required.

Proficiency in use of technology including Office 365, communication and collaboration tools. Commitment to learning and incorporating new technologies to improve service delivery and efficiency.

This position works fully on site and is not eligible for hybrid work. The schedule will vary with the Law School’s academic and event calendar, however the usual hours will be Monday – Friday between 7am and 5pm.

Frequent walking, standing, and the ability to lift 25 lbs unassisted are required.

A cover letter is required with application.

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 protected under applicable federal, state or local law. For clarity, this includes not discriminating on the basis of ethnicity, gender, gender identity or expression, and military status as required by the American Bar Association Standard 205.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Law School

Pay Range

$23.80 - $32.00 Hourly 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

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 and Life: Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family’s health and welfare.
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.
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.