Associate Director of Facilities Management

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.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

Posted Job Title

Associate Director of Facilities Management, Penn GSE

Job Profile Title

Manager, Facilities

Job Description Summary

The Facilities Department plays a critical role in supporting this mission by ensuring safe, efficient, and well-maintained environments for faculty, staff, students, and visitors. The department oversees a broad portfolio of services including capital planning, construction and renovations, space planning, building operations and maintenance, safety and security, sustainability initiatives, and operational support services.

Penn GSE occupies approximately 120,000 square feet across multiple university-owned buildings (3700 Walnut Street, Stiteler Hall, Solomon Labs) and one leased property (3440 Market Street).

The Associate Director of Facilities Management reports to the Director of Fiscal Operations, works closely with the Vice Dean for Administration, and supervises one Facilities Manager.

**This is an essential, fully on-site position and is not eligible for hybrid work.*

Job Description

Key Responsibilities

• Space Planning & Capital Projects: Partner with senior leadership and Facilities & Real Estate Services (FRES) to plan and execute renovations, capital improvements, and space optimization initiatives aligned with strategic priorities; Provide ongoing guidance on space allocation, including faculty and staff onboarding/offboarding and management of shared “hoteling” spaces; Maintain accurate space data, including databases and floor plans; Support lease negotiations and management for 3440 Market Street (office and storage space); Communicate clearly with stakeholders regarding space availability, constraints, and planning decisions; Oversee office moves and relocations, including furniture procurement, vendor coordination, and inventory management.
• Operations & Building Services: Direct daily building operations, including housekeeping, security, and service delivery, ensuring high standards and timely issue resolution; Respond to emergencies, coordinate with internal and external partners, and ensure clear communication with stakeholders; Develop and maintain operational procedures related to safety, security, and continuity planning; Oversee access control systems, key management, and security protocols in collaboration with Public Safety; Manage housekeeping services, including performance oversight, inspections, and special project coordination; Supervise mail services, package handling, and shipping operations; Collaborate with university partners (FRES, DPS, EHRS, and others) and represent GSE on cross-functional committees.
• Maintenance & Building Systems: Oversee preventive maintenance, repairs, and seasonal work across all facilities; Partner with FRES to ensure timely and high-quality completion of work orders and capital projects; Monitor and analyze maintenance and housekeeping costs to ensure accuracy and identify inefficiencies; Develop working knowledge of building systems (HVAC, electrical, etc.) to support troubleshooting and effective coordination with technical teams; Conduct regular inspections to identify and resolve operational, maintenance, and safety issues; Coordinate utility shutdowns and minimize disruption to academic and administrative operations; Communicate service interruptions and repair timelines clearly to building occupants; Oversee contractors, trades, and vendors to ensure quality and compliance; Support onboarding of new employees with workspace setup and logistics; Participate in sustainability initiatives, including waste reduction and energy conservation programs; Provide on-call support for emergencies, off-hours issues, and major events.
• Events & Special Projects: Support major school events (e.g., graduation, conferences, open houses), including occasional evening and weekend coverage; Lead or contribute to special projects and continuous improvement initiatives that enhance operational efficiency and user experience.
• Leadership & Supervision: Supervise and develop the Facilities Manager and student intern, including hiring, training, and performance management; Provide functional oversight of housekeeping, service mechanics and security personnel; Foster a culture of accountability, responsiveness, service excellence, and proactive problem-solving; Serve as backup to the Facilities Manager as needed.
• Perform other duties as assigned

Qualifications

• A Bachelor’s degree and 5–7 years of relevant experience in facilities management, preferably in higher education, or an equivalent combination of education and experience.
• Strong organizational and time management skills with the ability to manage multiple priorities in a fast-paced environment
• Excellent communication skills, both written and verbal, with the ability to engage several types of stakeholders
• Demonstrated problem-solving ability, sound judgment, and a commitment to high-quality service

• Proven reliability and ability to operate independently while collaborating effectively across teams
• Proficiency with facilities and operational systems, including:
  • Microsoft Excel (advanced functions such as pivot tables and data analysis)
  • PowerPoint
  • Work order and ticketing systems (e.g., AIM, FreshService)
  • Space management systems (e.g., Tririga)
  • Scheduling tools (e.g., Robin, Momentus)
  • Floor plan software (e.g., Visio)
• Willingness to adopt and leverage new technologies to improve efficiency and service delivery

*All applicants must submit a cover letter along with their CV detailing their interest in the position. The CV section allows for multiple uploads.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Graduate School of Education

Pay Range

$92,592.00 - $100,000.00 Annual 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 

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 protectedunder applicable federal, state or local law.

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, Life, and Flexible Spending Accounts: Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family’s health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.

• Tuition: Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.

• 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.

• Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.

• 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.

• Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.

• Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.

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To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay