Job Description

Be a part of a world-class academic healthcare system, UChicago Medicine as an Administrative Manager, Offsite Locations for the Facilities Operations Department. You will need to be based in the greater Chicagoland area.

Job Summary

The Administrative Manager, Offsite Locations for the Facilities Operations Department reports to the Manager, Real Estate and works to ensure the functionality of the Offsite Operations. Manages the departmental financial and administrative support functions for the Offsite Locations daily operations. These administrative functions include All Accounting, Purchasing, and Invoice Processing, Training Coordination, Customer Service, and with the Manager, Real Estate manages the Front line skilled trades.  This manager works on various tasks/activities concurrently and prioritizes as dictated by departmental needs.  Administrative Manager works independently with limited oversight by the Manager, Real Estate and is a member of the Facilities Administration Management team. The Manager, Real Estate is responsible for all facilities for over 500,000 gross square feet of space occupied by both UCM and BSD and has a staff of up to 5 people plus contract labor.

Essential Job Functions

• In conjunction with the Manager, Real Estate, is responsible for development and oversight of the $3M Facility Operations Department Offsite operating budget including annual adjustments, FTE justification, and variance reporting. Performs the monthly budget reporting and review with the Real Estate Manager.
• Manages the procurement function of the Facility Operations Department Offsite locations including the issuance of Purchase Orders, and payment of invoices. Implements mid-year and fiscal year contractor invoicing notification process for all Offsite contractors and service providers. Process ensures timely billing by contractors for services to avoid unanticipated expenses and budget variances.
• Supports the Real Estate Manager with daily operations for the group, manages staff, administers and implements policies and procedures, orders supplies, and organizes multiple tasks. Participates in development of Key Performance Indicators (KPIs) and Management for Daily Improvement (MDI) activities.
• Maintains regular contact with all levels of facilities and financial management and staff within the Medical Center, University, and BSD when appropriate by gathering data, obtaining information, etc.
• Provides administrative support to Executive Director of Facilities Operations and Vice-President of Facilities, as needed and performs other duties as assigned. Identifies and implements methods of improving operations.
• Maintains comprehensive calendar for union frontline staff. Calendar provides real time views into scheduled time off on a daily basis to ensure adequate staffing is always available. Calendar also serves as resource to managers when completing time and attendance duties in Kronos.

• 0 Official Direct Reports. Will oversee up to 5 staff in the absence of the Real Estate Manager.

Required Qualifications

• 7 years of administrative or facilities experience
• Excellent verbal and written communication skills required.
• Strong interpersonal skills required including acumen for teaching and training others.
• Strong organizational skills. Must be able to independently prioritize multiple tasks in a professional manner.
• Strong sense of urgency - must be able to work quickly
• Strong service orientation skills in responding to the needs of internal and external customers.
• Must be able to independently and professionally interact with customers, both internal and external to the UCM and co-workers/direct reports.

Preferred Qualifications

• Significant and increasingly responsible administrative or managerial experience in a complex health care or professional office setting preferred.
• Bachelor’s degree is preferred.

Position Details

• Job Type/FTE: Full-time (1.0) ; 8-hour shifts
• Shift: Days, Monday-Friday
• CBA Code: Non-union
• Unit/Department: Facilites/Engineering & Trades - Hyde Park
• Will require offsite travel
• No Visa Sponsorship Available