Job Details

Building Administrator, Facilities

Position Number: 6956142
Location: Philadelphia, PA
Position Type: Facilities Management

Building Administrator, Facilities

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
Building Administrator, Facilities

Job Profile Title
Building Administrator

Job Description Summary
The Building Administrator is responsible for all facets of facilities management at GSE. The position's primary responsibilities includes, but is not limited to, facilities management (e.g., facility maintenance and repair); housekeeping oversight, security oversight (including providing swipe access to individuals), pest control, special event assistance, furniture moves, furniture inventory management, mail room services (including package deliveries), space database/floor plan updates, onboarding/offboarding of personnel, office key management, signage management, office moves/relocation planning, facilities website updates, communications and special projects as assigned.

This position is on-call to address facility management issues and provide facility support outside of normal operating hours including weekends. This position provides onsite assistance at school-wide special events.

Job Description

Key Responsibilities

Facilities Management - Daily inspection of facilities to assure readiness of space (includes checking temperature, lighting, cleanliness). Use Fresh Service to intake facilities requests. Provide excellent communications and customer service to requestors. Respond to all requests within 24 hours. Includes:

Represent GSE at FRES University-wide meetings of building administrators
Attend monthly meetings with FRES area manager to review building expenses, discuss projects, resolve lingering maintenance issues. Monitor/review internal FRES charges (allocated cost - housekeeping, trades) and customer project work (CPW).
Housekeeping oversight - Work with housekeeping management to assure proper cleaning of GSE space
First point of contact with trades (e.g. carpenters, B mechanics, plumbers, electricians, masons, hvac, controls, steam shop, etc.) to resolve various maintenance issues. Submit tickets to resolve maintenance issues. Track tickets for resolution of issues. Resolve issues.
Room set-up - Work with Student Records and housekeeping to ensure rooms are properly set-up each day for daily events. Open/close moveable walls as needed. Rearrange furniture as needed.
Pest control - Work with pest control companies to resolve pest issues.
DocuVault - Manage accounts. Request emptying of bins. Review and approve bills.
eShip - Manage faculty/staff access to system. Reallocate postage charges to proper financial account
Other miscellaneous maintenance as required (e.g. Quench machines, defibrillators, etc.)
Purchase building and classroom supplies as needed by placing market basket orders in the BEN procurement system
Office key management - Oversee the management of all keys maintaining a well-organized inventory of keys. Obtain keys as needed.
Onboarding/offboarding of personnel - Arrange for move-ins/move-outs, signage, keys, swipe access
Signage management - Create or procure office and directional signage as needed.
Facilities website updates - Modify and update all content as needed.
Space charges - Process charges to various groups for special housekeeping and set-up charges at 3440 Market St
Space database - Maintain an up-to-date inventory of GSE space and occupants
Hoteling space - Update Robin hoteling system with available hoteling space as needed

Security Oversight -

Work with Allied to ensure proper daily coverage. Review and approve quarterly bills.
Swipe management - process requests for GSE access. Manage access tables. Provide students with after-hours access to upper floors of GSE for evening classes. Run queries to obtain student info for evening classes.
Point person for DPS fire and safety issues. Member of the Penn Emergency Team for GSE space.

Project Management -

Work with Senior Director of Facility Management. to plan for renovations, hire and oversee vendors, trades, and contractors.
Office moves/relocation mgmt./planning - work with the Senior Director to plan office relocations, fulfill furniture requests, hire movers to move furniture.
Furniture inventory - maintain an up-to-date inventory with dimensions and pictures of furniture. Maintain organized storage areas at 3440 Market and 3700 Walnut.

Mailroom Services - Oversee floor mailboxes, daily mail runs to 3440 Market, delivery of mail to floor mailboxes, delivery of packages. Resolve delivery issues. Maintain mail directory database.

Special Event Assistance - Assist with GSE events including Ethnography Forum, graduation, open houses, etc. Requires some weekend work.

Perform additional duties as assigned.

Qualifications

A Bachelor's degree and 2-3 years of relevant experience, or equivalent combination of education and experience.
Ability to lift and move objects over 50 pounds
Strong Microsoft 365 Suite knowledge (Outlook, Excel, Word, and PowerPoint) is preferred.
Data querying and/or experience with Business Objects a plus.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Graduate School of Education

Pay Range
$23.80 - $31.25 Hourly 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 protected under 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.

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

Equal Employment 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 protected under applicable federal, state, or local law.

To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/Graduate-School-of-Education/Building-Administrator--Facilities_JR00117139