Under general supervision, serve as the central manager for all facilities of the Bienen School with responsibility for oversight of facilities, including management of security and access control, day-to-day operations, building renewal or repairs and any renovations. In addition, this role is involved in facilities strategic planning and in managing and implementing policies for use and scheduling of Bienen School facilities. Prepare and monitor facilities budgets and interact with vendors, University Facilities Management, University Services, University Police and contractors. Collaborate with the Concert Management Office staff to coordinate multiple uses of performance venues and related facilities.
Oversee and resolve all day-to-day facilities issues, including emergency situations, moving arrangements, building directories and signage, routine classroom checks and building maintenance requests. Ensure facilities meet needs of scheduled activities. Maintain effective communication, both verbal and written, with faculty, staff and students concerning Bienen school activities and policies to ensure the community is well informed.
Manage all scheduled use of Music facilities, including all academic activities, Music Academy, special events, and room scheduling for other non-curricular activities of the Bienen School, University and external groups. Collaborate closely with the Concert Management Office staff to coordinate multiple uses of performance venues and related facilities.
Implement and maintain School security protocol and serve as primary liaison between faculty, staff and students and University Police to address security and safety concerns. Manage building and space access requirements for students, staff, faculty, and guests. Provide oversight of the Millenium keyless access control system and maintains records of all facility keys assigned to authorized users in collaboration and compliance with the FM Lock Shop.
Coordinate classroom technology and A/V support with NUIT Academic & Research Technologies (A&RT) staff. Enlist assistance as needed from Bienen School IT staff for technical needs. Collaborate with the University Registrar’s Office to maintain accurate listings of academic spaces and resources in Room and Event System (RES--R25 software).
Manage space rental agreements for other University and external groups. Organize and manage security access, facility matters and any needed personnel for these activities.
Oversee work related to facilities, as well as proactive quality control management of building conditions and usage for special events. Direct requests to Facilities Management using the FAMIS system. Monitor facility repairs and upgrades as related to respective project budgets, including budget tracking/forecasting.
Work closely with the Associate Dean to determine space use priorities, space assignments and strategic long-term planning of facilities. Identify necessary FM refresh/renovation and furniture/equipment acquisitions. Coordinate installation of furniture, data, phone lines, and/or other space resources. Manage facility project budgets, including budget tracking /forecasting and creating regular office reports.
Create regular reports using University enterprise systems to oversee both routine maintenance and special project budget compliance, utilizing industry standard software as needed to further school initiatives and identify the efficient use of resources. Conduct statistical analysis of space usage to identify further economies of resources and develop a protocol of best practices for scheduling and usage. Complete appropriate section of annual SIMS survey following NU protocol. Manage the development and communication of plans for department safety, business continuity and responds to Risk Management reports as needed.
Other related duties as assigned and needed.
Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's in Project Management or related field or the equivalent combination of education, training and experience from which comparable skills can be acquired.
Three to five years of project/facilities management experience in a university or campus-based environment.
Minimum Competencies: (Skills, knowledge, and abilities.)
Works effectively in an environment in which the parameters may change daily; adjusts behavior to meet the needs of different people and situations.
Identifies and analyzes significant problems and opportunities; relates and compares data from different sources.
Consistently displays accuracy and attention to detail.
Possesses business savvy and demonstrates the ability to foster and lead cost-efficient initiatives without sacrificing quality or core values.
Facilitates open and effective communication, cooperation and teamwork within and outside of one’s own team; respects the needs and contributions of others.
Being helpful, respectful, approachable and team oriented building strong working relationships and a positive work environment.
Communicates effectively one-to-one, in small groups and in public speaking contexts; writes precise, well-organized emails, letters and proposals while using appropriate vocabulary and grammar.
Honoring University policies and regulatory requirements.
Successfully uses multiple software programs independently. Software may include Microsoft Office, applications such as PowerPoint, Word, Excel, and Access, email, web browsers, and PeopleSoft.
Deals effectively, not just with concrete tangible issues, but also abstract conceptual matters.
Exhibits understanding of natural sources of conflict and acts to prevent or soften them.
Regularly monitors customer satisfaction; provides suggestions to improve quality and value to the customer.
Effectively performs duties and responsibilities; displays attention to detail; supports organizational policies; anticipates demands/pressures of assignments and adjusts accordingly.
Manages financial assets responsibly with a focus on cost effectiveness and productivity.
Demonstrates logic, rationality and objectivity; shows common sense; uses all available information to make educated decisions.
Actively listens to others' opinions and ideas; respects and seeks to understand differences in opinions.
Empowers through delegating key tasks/functions; establishes clear understanding of roles and accountabilities, setting clear expectations, providing feedback and guidance, holding people accountable.
Displays consistency and success in adhering to deadlines.
Demonstrates ability to work on multiple projects simultaneously.
Plans, organizes and schedules in an efficient, productive manner; anticipates contingencies and pays attention to detail; targets projects or initiatives that require special attention and focuses on key tasks when faced with limited time and/or resources.
Striving for excellence with our work processes and outcomes, honoring University policies and regulatory requirements.
Experience working in a Music or Arts related environment.
Knowledge of technical aspects of facilities planning, maintenance and management.
Working knowledge of database applications, PeopleSoft, Cognos, CAD, R25 software and/or other related space management systems.
Budget management experience.
As per Northwestern University policy, this position requires a criminal background check. Successful applicants will need to submit to a criminal background check prior to employment.
Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Hiring is contingent upon eligibility to work in the United States.
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highl...y collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.