Department
PSD Space and Infrastructure
About the Department
The Physical Sciences Division (PSD) has a rich history of advancing and defining new fields of discovery in the physical and mathematical sciences, and this tradition of innovation continues today. Our inquiry and impact spans from the edge of the observable universe to human-computer interaction, from biophysical materials science to the geologic record of seawater composition, from gravitational waves to geometric flows, and beyond. The division includes the academic departments of Astronomy and Astrophysics, Chemistry, Computer Science, Geophysical Sciences, Mathematics, Physics, and Statistics. In addition, PSD includes a number of interdisciplinary research institutes and centers, including the Data Science Institute, Enrico Fermi Institute, the James Franck Institute, and the Kavli Center for Cosmological Physics. Many of our scientists have joint appointments at the Fermi National Accelerator Laboratory and Argonne National Laboratory as well as joint affiliations with other Chicago-based research institutions such as the Toyota Technological Institute of Chicago, and the Field Museum. Our students build connections with world-leading scientists, collaborate across disciplines, and enjoy the dynamic Chicago and University communities.
Job Summary
Reporting directly to the Senior Associate Dean, and indirectly (dotted line) to the PSD Deputy Dean for Infrastructure, the Executive Director of Facilities and Space Planning oversees facility operations, equipment inventory, space planning and management, shipping/receiving dock operations, and cylinder gas delivery on behalf of the Physical Sciences Division (PSD). Manages a team of professional staff responsible for facility development, maintenance, policies, procedures and expansion to support the strategic mission of the PSD and its departments and institutes. Collaborates with departmental leadership and building managers to ensure there is oversight of all PSD facilities and appropriate coordination of projects. Works collaboratively with the University to provide management and supervision of all space planning activities for the Division, working closely with the Deputy Dean for Infrastructure. Provides analysis and recommendations of facilities space assignments; develops options for PSD facilities use; coordinates studies that relate to long-term space development initiatives; perform space inventory management and represent PSD in campus master planning. Work in teams from diverse operating areas in order to achieve planning and institutional research goals.
Responsibilities
- Leads the development of an appropriate strategy and organizational structure for the oversight of all PSD facilities, working closely with the Senior Associate Dean and Deputy Dean for Infrastructure.
- Develops a system for overseeing and tracking asset management, working closely with the Director of Grants & Contracts to ensure the PSD is in compliance with the tagging, tracking and disposal of assets.
- Works in partnership with the Deputy Dean for Infrastructure to lead the Division, providing strategic leadership and guidance to the Dean, Department Chairs, and Institute Directors when considering the space needs of new faculty hires.
- Oversees and manages the Facilities Operations Manager to deliver the highest level of services for PSD building occupants. Helps set up tools and processes to track requests, projects, and other tasks.
- Oversees and manages the Dock Manager and team of dock workers to deliver the highest level of shipping, receiving and delivery services to our departments.
- Works with the Dock Manager to establish goals, processes, and tracking mechanisms to support overall shipping/receiving function.
- Works closely with the Dock Manager to develop and monitor shipping and receiving procedures for efficient delivery of goods through facilities to include: time-sensitive US postal deliveries, hazardous chemicals, biohazardous materials, cylinder gases, sensitive scientific equipment and special deliveries.
- Together with the Deputy Dean for Infrastructure, supervises and oversees the work of the Director of Design and Construction, supporting the planning and coordination of research renovations and maintenance issues, ensuring that the Director coordinates activities with the appropriate faculty and departmental staff.
- Provides operational and strategic oversight of all of PSD’s facilities on campus, supervising building managers and working closely with department managers to ensure each facility has appropriate oversight of all operations, maintenance, and projects.
- Interfaces with Facilities Services Operations, PSD building managers and PSD Leadership in the development of the PSD Basic Services Agreement (BSA) on an annual basis. Negotiates and modifies the BSA based upon the changing requirements as identified. Signs off on the BSA and monitors and tracks the BAS to ensure the agreement standards are met.
- Interfaces with PSD Department personnel and dock manager in the development of spending and financial reports, as well as projections.
- Develops managers and staff by identifying skill gaps, developing programs and initiatives that meet staff professional and technical training needs, providing coaching and guidance, conducting or overseeing the annual performance appraisal process, and proactively addressing performance issues as required.
- Works with Facility Services operational department manager to problem-solve and resolve issues. When needed, escalates issues to upper management.
- Continually evaluates and reviews all operating practices and processes for their effectiveness and efficiency, recommending changes as needed.
- Develops and oversees implementation of tools to measure client satisfaction.
- Plans future capital projects including swing space and equipment move issues, works with individual departments to bring consensus to planned changes and aids in developing economies of space use, i.e., shared conference space.
- Provides various reports to PSD Leadership detailing space costs including Facilities Services Basic Services. Tracks and identifies cost changes from year to year and provide reports as requested.
- Oversees and coordinates recommended changes involving new equipment/software purchases and installation and tagging of the new equipment.
- Sets and manages priorities for each director and manager, and allocates support services to each manager as workloads change.
- Contact department personnel and building managers to inform them of new operational requirements or changes in maintenance services. This includes building access, networking/telephone services, and contract services such as custodians.
- Schedule and coordinate building utility shutdowns with the building occupants and facility services.
- In conjunction with building managers, assists with the relocation of faculty and their research from one space to another. This includes developing logistic plans and coordinating the transfer of specialty scientific equipment and/or hazardous materials.
- Creates and maintains graphic information for presentations and communicates information in a variety of formats.
- Works with the team to update divisional space information semiannually. Records occupants, space type, space condition, and departmental information. Uses data to support planning efforts.
- Updates space data information to assist in the annual space audit and indirect cost for research.
- Interfaces with PSD Department personnel and external delivery organizations to correct shipping and receiving problems.
- Continually evaluates and reviews all operating practices and processes for their effectiveness and efficiency, recommending changes as needed.
- Resolves billing, delivery, and tracking issues with the dock manager, PSD’s Local Business Center, and the vendor.
- Manages managers and professional staff. Establishes performance goals, allocates resources and assesses policies for direct subordinates.
- Executes functional business plans and contributes to the development of the strategic mission and priorities for facilities services.
- Recommends and manages the execution of operating practices and procedures for effectiveness and efficiency, recommending changes as needed.
- Performs other related work as needed.
Minimum Qualifications
Education: Minimum requirements include a college or university degree in related field.
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Work Experience: Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.
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Certifications:
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Preferred Qualifications
Education:
Experience:
- Experience supervising a diverse range of professionals in the areas of building management, operations support, and design and construction planning.
- Experience managing research laboratories, laboratory equipment, facilities of similar size and scope.
- Project management experience for a major facilities renovation or construction.
- Experience with space planning and oversight, including developing multi-year plans.
- Experience overseeing shipping and delivery operations.
- Budget management experience.
- Strategic planning experience.
- Experience with laboratory safety and chemical hygiene planning.
- Experience with university research facilities.
Preferred Competencies
- Understanding of complex mechanical, electrical, plumbing, heating, ventilating and HVAC support systems.
- Demonstrated ability to understand construction documents.
- Knowledge and experience working in chemistry and physical sciences laboratory; understanding of the equipment used in these types of laboratories; and the ability to aid in resolving facility-related issues within these laboratories.
- Knowledge of relevant building systems and maintenance techniques.
- Ability to read and interpret documents such as blueprints, safety rules, operating and maintenance instructions, and procedure manuals.
- Strong interpersonal skills. The ability to engage effectively with graduate students, post-docs, faculty, and staff.
- Ability to manage multiple projects simultaneously, set priorities, and meet deadlines.
- Ability to work independently with a high degree of initiative and as part of a team.
- Excellent problem-solving skills.
- Ability to deal effectively with multiple campus constituencies.
- Strategic leadership skills.
- Supervisory skills.
- Analytical skills.
- Decision-making skills.
- Verbal and written communication skills including the ability to speak to a diverse range of staff, faculty, contractors and other professionals with varying education and backgrounds.
- Strong customer service skills.
- Strong negotiation skills.
- Proficiency with computers.
- Knowledge of project management software.
Application Documents
- Resume (required)
- Cover Letter (required)
- 3 References (preferred)
When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.
Job Family
Facilities Management
Role Impact
People Manager
FLSA Status
Exempt
Pay Frequency
Monthly
Scheduled Weekly Hours
37.5
Benefits Eligible
Yes
Drug Test Required
No
Health Screen Required
No
Motor Vehicle Record Inquiry Required
No
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.
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