Facility and Operations Manager

Department

FFIE Chicago Forum Senior Staff

About the Department

The University of Chicago Forum for Free Inquiry and Expression builds on UChicago's historic commitment and practices to provide a focal point for understanding and applying free expression, in academia and in the broader culture, in the United States and abroad. The Chicago Forum's mission is to promote the understanding, practice, and advancement of free and open discourse, in collaboration with faculty and the broader university community.

Job Summary

The University of Chicago's Forum for Free Inquiry and Expression seeks a proactive and energetic Facility and Operations Manager who is responsible for the overall operational management of the Forum in Hyde Park in a highly visible position. In addition to daily operations management, this role supports the planning and execution of maintenance, renovations, and facilities-related capital projects, ensuring alignment with the Forum and University's long- and short-term facility goals.

This role also manages access and security, coordinates building and space maintenance, oversees purchasing and paying of invoices, and ensures a safe, functional, and productive environment for all occupants. This role requires a high level of problem-solving skills, initiative and attention to detail. This is an on-campus position with no hybrid or remote work option during the academic year. Also, the role may occasionally require evening or weekend assistance for events and in support of Forum programming but also may offer a more flexible schedule during the summer session at the discretion of the Directors.

More information about the Forum for Free Inquiry and Expression can be found at this link: (Use the "Apply for this Job" box below)..edu

Responsibilities

* Oversee daily building operations to ensure an overall safe, clean, and functional environment, including maintaining supplies and inventories throughout building. Responsible for following opening and closing procedures.

* Maintain full understanding of all activities taking place in the building each day. Cover the lobby desk and serve as first point of contact to answer doorbell and greet and direct guests. Support daily happenings. Receive packages and deliveries. Manage keys.

* Fulfill request for room set-ups, space configuration, catering orders and technical and AV support for events ensuring all activities run smoothly, adapting to last-minute changes as needed.

* Oversees information technology and audio-visual equipment ensuring necessary operating and information systems and resources are in place.

* Coordinates facility inspections, identifies and addresses deficiencies that may impact safety, health, or code compliance.

* Support or lead facility improvement projects in collaboration with contractors or University Facilities staff. Maintains up-to-date building information, including space utilization, equipment records, and access control data.

* Schedule and coordinate all building maintenance, repairs, and operations communicating logistics with team to prevent disruptions. Assist in implementing policies and procedures to ensure compliance with University and regulatory standards.

* Coordinate for services building strong relationships with Facilities Services, IT Services, AV Services, Cleaning Services, Shared Services, and Safety and Security and other campus resources.

* Administer and manage the building's access control system. This includes issuing, updating, and revoking access cards or keys for employees, contractors, and other authorized personnel.

* Oversee the building's security protocols, including maintaining the protest protocol, monitoring security footage and coordinating with security staff. Serve as first point of contact for unplanned visitors.

* Procure all necessary equipment, furniture, and supplies for the building's operation and inventories. This includes seeking quotes, comparing bids, and issuing purchase orders.

* Manage the full accounts payable cycle for expenses, from invoice receipt to payment. This includes reviewing invoices for accuracy, coding expenses to the correct accounts, and ensuring timely payment to vendors.

* Monitor and track operating and building expenditures to ensure adherence to budget. Prepares and manages annual budget projections, monitors expenditures, and reconciles forecasts against actuals.

* Anticipate future needs, identify opportunities for operational improvement, and present solutions that enhance service delivery, building safety, and event experiences.

* Leads the coordination of maintenance of facilities, grounds and/or equipment. Receives requests for facilities services from unit employees and coordinates delivery of appropriate services. Utilizes specialized skills and on-the-job experience to conduct inspections of buildings, equipment and/or surrounding grounds for deficiencies and potential safety, health, or code problems.

* Prepares written reports summarizing findings and recommends…