Northwestern University Residential Services is seeking an active, team-oriented leader to join the Operations & Services team as an Assistant Director (AD) that will report directly to the Associate Director. To support and enhance the mission of the Division of Student Affairs and Residential Services, the Assistant Director of Facilities and Construction will be responsible for helping to create and maintain a comprehensive residential environment that is academically and socially stimulating. The Assistant Director provides direction and leadership to provide excellent service delivery to the residential community. This position will assist in coordinating all housing operations, maintenance and housekeeping programs in undergraduate and graduate halls. In addition, the position will require significant interaction and cooperation with Residential Life, Office of Residential Academic Initiatives, Administrative Services, Facilities and Construction Management, Risk Management, Student Affairs and University IT; along with various contracted service providers and residential students. As a member of the department’s professional staff, the Assistant Director is involved in staff supervision of maintenance leads/supervisors, department planning, policy formation, program development. This position will be required to respond to residents request and needs. Ensuring that their needs are provided for and that they are satisfied with the services received. The AD will be responsible for creating, assigning, and tracking work orders, to multiple trades, subcontractors, and vendors. Track open work orders and communicate updates to the residents, faculty, and staff. It will be required to maintain a record of maintenance files, work orders, proposals, and estimates. Managing those files, and completing all necessary paper work submitted by vendors and training them in our work order and billing procedures. The AD will work with purchasing to make sure that all bills are accurate and paid on time. The AD will also be responsible for conducting routine inspections of residential buildings and providing support training to other supervisory positons within Operations and Services (e.g. maintenance supervisors). AD will need to be proficient is PC/IOS, in order to respond to emails and submit work orders in a timely fashion, and use Northwestern online sharing applications.
There are some physical requirements, you must be able to lift heavy loads of 50 Ibs or more, walk through campus housing locations, spend considerable time standing, climbing ladders and stairs. Assistant Director must be willing to take on whatever new challenges come their way.
Please note: This position may spend up to 25% of time exposed to heat, cold, dust, etc. Physical requirements include stooping, standing, walking, climbing stairs and ladders and ability to lift and carry heavy loads of 50 lbs. or more.
Supervision and Inspection:
Through a strong and constant physical presence in the residence halls, supervises, advises and assists in the planning and recommendation of projects and repairs required to maintain all residential facilities in stellar conditions. Proactively identify and manage deferred maintenance items in the residence halls. Inclusive of coordination with various University service departments, contractors and outside vendors to ensure projects are properly completed on a timely basis and in compliance with all appropriate building code requirements and University standards. Manages a preventive maintenance program within the confines of an annual budget. This includes existing building amenities, such as heating, air conditioning, maintenance and repair of buildings and equipment. Provide follow up and inspections in the graduate apartments, residence halls and fraternity/sorority houses. Provide routine inspections of vendor provided services, such as laundry, custodial services, etc.
Coordinate and schedule execution of projects. Assist and support project team in completing projects. Review, assess and evaluate execution of the project on a regular basis. Manage resources for both planned and unplanned facility improvement, repair or maintenance projects.
Acts as a liaison between the University and the City of Evanston safety and health officials and other municipal agencies during annual inspections and to correct violations within the given deadline provided by the authority having jurisdiction. Promotes cross functional work with key stakeholders including but not limited to interactions with operations, engineering, warehousing, customer service, design & construction, sustainability and various members of facilities management senior leadership. Represent the department in professional and courteous manner. Provide excellent customer service to students, staff, and faculty and other close campus partners.
Coordinate the environmental health and safety program training with maintenance/custodial staff. Work closely with Greek and Residential Services representatives to insure city codes are within compliance. Manage staff compliance with University and department training projects, including on-boarding training and re-training programs.
Refine and further develop the definition, scope, goals and deliverables of the facility improvement projects. Provide project evaluations and assessment to Residential Services. Oversee inventory and supply tracking, management. Works with Management to assess departmental needs.
Maintain and evaluate compliance requirements, including comprehensive summer inspections and building cleaning; coordinate all building and room inspections and related follow-up in collaboration with residence hall staff and service providers. Provides leadership to influence improvements to all safety practices and procedures.
Performs other duties as assigned.
The minimum qualifications include: bachelor’s degree, or the equivalent combination of education, training and experience from which comparable skills can be acquired; working knowledge of accounting principles, methods and techniques;
Demonstrated experience in project or facilities management, preferably within a university or residential setting.
Two years' experience in housing management, facilities and/or project management.
Excellent computer skills, especially with spreadsheet and database programs such as Microsoft Excel, Access and Word.
Ability to work independently and efficiently, and to meet deadlines; effective communication and organizational skills; and multi-tasking ability.
Candidates must be able to handle interpersonal communications with tact, courtesy and discretion.
Management or supervision experience required
Valid driver’s license
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. Excellent time-management and organizational skills
Maintain budget and track expenditures/transactions
Proven ability to work with diversity and multi-disciplinary teams
Knowledge of budgeting, bookkeeping and developing reports
Must possess a valid driver’s license
Contract documents and specifications.
Customer service standards and procedures.
Business management principles and practices.
Financial/business analysis techniques.
Organizational structure, workflow, and operating procedures.
Staff hiring procedures.
Preferred Competencies: (Skills, knowledge, and abilities)
Tech savvy, proficient in MS Office, Excel and Power Point.
Strong knowledge of financial terms and principles. Ability to calculate simple figures such as percentages.
Strong knowledge and experience in reading and understanding building plans. Ability to perform intermediate level mathematical functions and calculations.
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.
Internal Number: 38214
About Northwestern University
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 highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.