Facilities and Operations Manager, Wieboldt

Department:
Kellogg Facilities

Salary/Grade: EXS/6

Job Summary:

The Facilities and Operations Senior Coordinator reports to the Associate Facilities Director for Kellogg's Chicago campus and is responsible for planning, scheduling and allocating space for classes, conferences, events and activities pertaining to Kellogg and NU in Wieboldt Hall. The facility operates 7am to 10pm, 7 days a week. This role collaborates and communicates with numerous stakeholders on pre-plan and day of execution expectations and delivery.

Assists with developing and implementing policies and procedures. Provides operational support to the Associate Director for all Safety and Emergency Action Plan activities for Kellogg's Chicago Campus.

Take on other responsibilities as required to support the Associate Director.

This role will typically be scheduled Wednesday through Sunday, but scheduling changes may occur due to business need.

Specific Responsibilities:

70% Planning and Scheduling

* Books space in system of record (EMS) at Wieboldt Hall for Kellogg spaces for all academic functions, meetings, speaker events, high-level conferences, and all other gatherings for all Faculty, Staff, Students, Northwestern, and visitor daily events.

* Audits and reviews building schedule on an ongoing basis. Identifies scheduling conflicts and alerts Associate Director for review. Follows the scheduling guidelines for the approved process of conflict review and resolution.

* Serves as point of contact for all scheduling requests from Kellogg Faculty, staff, students, and Northwestern event hosts. Requests will require review and approval under direction of Associate Facility Director. Detail all approved scheduling requests in EMS in a timely and efficient manner.

* Maintains accurate curricular event schedules including buffer time to maximize the Kellogg Faculty teaching environment.

* Ensures accurate and updated data entry in the Event Management System (EMS). Accountable for collecting and disseminating detailed event schedules, reviewing event requests, and ensure clear request details are provided to maximize customer experience and equip set-up teams with detailed event needs.

* Participates in advance pre-planning meetings to ensure events follow Building Policies, maintain Kellogg standards, and maximize the Kellogg experience. Update event materials and the EMS as necessary with details from these meetings.

* Coordinates with all service teams to ensure appropriate resources are scheduled for all events at Wieboldt.

* May serve as a point of contact for clients to ensure that event is going smoothly. Ensures client satisfaction by addressing their needs promptly and resolving any concerns prior to and during any events.

* Coordinates with the Associate Director of Facilities on unique or high-level events.

20%- Implementation

* Assists with day-to-day operational and facility demands of Wieboldt Hall that includes academic functions, Conferences and Events, and Faculty requirements.

* Implements departmental policies and procedures in conjunction with Kellogg Leadership.

* Provides positive end-user experiences for Faculty, Staff, Students, and guests while effectively handling or escalating complaints or conflicts.

* Coordinates and supports all programs to ensure the customer's requirements are met at the highest level while still maintaining all Kellogg policies.

* Provides operational support to the Associate Director for all Safety and Emergency Action Plan activities, including attending required annual trainings, managing and updating access control systems, and coordinating associated signage, alerts, and communications for the Kellogg community.

* Communicates with contracted staff based on direction from the Associate Director of Facilities to support all KCC events.

10%- Billing

* Responsible to confirm that Event's costs estimates and post-event billing are correctly tallied on a monthly basis.

* Confirms that all customer account numbers are correctly received and added to the Event.

* Prepares monthly sales reports and billing/invoicing summaries to ensure accurate internal charges are processed.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

* A bachelor's degree or the equivalent combination of education, training and experience from which comparable skills can be acquired.

* Minimum of 3 years of hospitality or equivalent experience.

Minimum

Competencies:

(Skills, knowledge, and abilities.)

* Be available onsite for events early start, late finish and on weekends as necessary.

* Must be able to work independently and exercise good judgement when completing required work.

* Ability to project a professional demeanor and be proactive about identifying and resolving potential problems.

* Proactive mindset and drive for continual improvement in facility operations and financial performance.

* Excellent written and oral communication skills.

* Excellent analytic and problem-solving skills

Target hiring range for this position will be…