Associate Director, Events and Facilities

Check you match the skill requirements for this role, as well as associated experience, then apply with your CV below.

Department

Booth Polsky Center

About the Department

A unit of the Office of Science, Innovation, National Laboratories, and Global Initiatives, the Polsky Center brings the power of ideas in the laboratory, classroom, and community to the world.

Through education, resources, and programs, the Polsky Center commercializes discoveries, partners with companies, and attracts venture capital.

The Polsky Center runs a top-ranked business accelerator, the Edward L. Kaplan, ’71, New Venture Challenge; operates a multi-disciplinary co-working space called the Polsky Exchange on the 53rd Street Commercial Corridor;

manages the George Shultz Innovation Fund that invests in early-stage ventures; and offers a state-of-the-art Fabrication Lab for prototyping new products.

Finally, the Polsky Center houses the University of Chicago’s technology transfer unit, which manages all University-based intellectual property originating from faculty research and discoveries that can be licensed to industry partners and investors.

Job Summary

Reporting directly to the Executive Director, the Events and Facilities Associate Director plays a pivotal role in optimizing the operation and usage of the Polsky Exchange, a 34,000 square-foot, multi-disciplinary co-working space, and small business incubator.

The Associate Director is instrumental in fostering revenue growth for the Exchange by actively promoting and marketing available spaces to potential users while ensuring strict compliance and safety standards.

Responsibilities

• Develops and implements marketing strategies to promote available workspaces both internally and externally.
• Evaluates space requirements and optimizes space layouts to maximize space utilization.
• Coordinates workspace rental agreements, negotiates leases, and manages renter relationships.
• Ensures receipt of workspace rental fees and maintains accurate records of occupancy, rental income, and rental terms.
• Develops and implements marketing strategies to promote available event spaces both internally and externally.
• Intakes new event space reservation requests through Airtable space request form.
• Populates contract template with event terms from Airtable space request form. Presents to Executive Director for approval and signature.
• Communicates with parties who have reserved space to confirm setup, tables / chairs needed, time for load-in and load-out.
• Liaise with event planners, internal teams, and external vendors to ensure seamless event execution.
• Provides logistical support for organizational events, including setup, coordination, and breakdown as appropriate.
• Ensures receipt of fees, maintains accurate records of events revenue, and retains contracts.
• Oversees day-to-day operations of facilities, including maintenance, repairs, and safety compliance. Monitors systems (electrical, elevator / lift, plumbing including restrooms, kitchen, and water fountains, and heating / cooling) and reports major issues to Mid America Group immediately;

places work orders to address through the 360 Work Order system.

• Collaborates with vendors, contractors, and service providers for facility-related projects.
• Serves as primary point of contact for mail and delivery services (USPS, FedEx, UPS, etc.).
• Develops strategies to enhance facility efficiency, functionality, and aesthetics.
• Builds and cultivates relationships with the Commercial Real Estate Office, Department of Safety and Security, and others as appropriate.
• Manages schedule of externally contracted Security, Janitorial, IT, and other necessary services.
• Orders facility supplies as needed.
• Serves as primary point of contact for space-related inquiries.
• Monitors door access Cbord system and controls space usage by appropriate parties.
• Ensures doors are locked and unlocked in accordance with hours of operation and programming schedule.
• Grants access to new members and assists them in securing a CNET ID, being approved by the Department of Safety and Security, securing a new card at ID & Privileges, and activating the new membership card.
• Calendar management for member meeting spaces.
• Books conference rooms for active members through in-person, phone, or email communications.
• Works with Exchange staff to manage shared booking calendars.
• Assists in budget planning for facility maintenance, space improvements, and event logistics.
• Identifies cost-saving opportunities and optimizes resource allocation.
• Works closely with the Operations team to coordinate procurement activities.
• Ensures facilities comply with regulations and safety standards.
• Develops and enforces security protocols and emergency procedures for events and facilities.
• Uses best practices to develop and execute organization's operational and overall strategic plan. Develops and implements relevant policies and procedures and ensures compliance.
• Works with minimal guidance in space, facilities, and equipment, including renovations, moves, maintenance and ongoing facilities operations.
• Performs other related work as needed.

Minimum Qualifications

Education :

Minimum requirements include a college or university degree in a related field.

Work Experience :

Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

Certifications : None specified.

None specified.

Preferred Qualifications

Education :

Bachelor’s degree in marketing, hospitality, business, or a related field.

Experience :

• Experience in fast-paced environments, especially in customer-facing roles.
• Development and implementation of a strategic plan strongly preferred.
• Administrative experience.

Technical Skills or Knowledge :

• Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.
• Proficiency in Airtable.
• Proficiency in Cbord.
• Proficiency in Oracle.

Preferred Competencies

• Familiarity with maintenance and repair operations.
• Enthusiastic willingness to learn new software programs.
• Resourcefulness, creativity, detail-orientation, and work independently.
• Effectively multi-task under deadlines, ask questions as necessary, and open to receiving feedback.
• Great verbal communication skills both in person and on the phone.
• Promote department goals, working well with staff at all levels of the organization, as well as vendors, service providers, and other external constituents.

Working Conditions

• This position is currently expected to work a minimum of three days per week in the office.
• Physically present at the 53rd Street location.
• Work some evenings and weekends as well as respond to emergencies, as necessary.

Application Documents

Resume / CV (required)

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family

Administration & Management

Role Impact

Individual Contributor

FLSA Status

Exempt

Pay Frequency

Monthly

Scheduled Weekly Hours

37.5

Benefits Eligible

Drug Test Required

Health Screen Required

Motor Vehicle Record Inquiry Required

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.

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information.

The Report can be accessed online at : http : / / securityreport.uchicago.edu. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E.

61st Street, Chicago, IL 60637.

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