Assistant Director, Operations

Job Summary

The Assistant Director, Operations is an integral part of the Drexel Business Services (DBS) team and manages the operational facilities under DBS (e.g., residential housing, dining facilities, bookstores, etc.). This position is assigned as “lead” for specified properties and areas. The assistant director works with and maintains excellent relationships with internal partners like University Facilities and Student Life to communicate maintenance and operational requests. This position also serves as the liaison between third-party partner(s) and university operations partners (e.g., University Facilities). This position serves as an on-call support position for emergencies, requiring work on evenings and weekends as needed.

This position works with the operations team to maintain expectations, support process development and ensure quality. The ability to work closely with partners, particularly in University Facilities, Public Safety, and Student Life is required to ensure that all DBS facilities are maintenance at a high standard. This position requires some non-traditional hours during peak operational periods. Additionally, this position may be called upon to represent the division at various University committees and meetings.

Drexel Business Services includes:

• Residential and conference housing
• Campus dining and catering
• Retail management (including bookstores, vending, and merchant programs)
• DragonCard services
• On-campus parking services.

Essential Functions

• Collaborate with University Facilities in setting expectations related to the daily management of the DBS building operations.
• Manage processes that ensure follow-up to resolve reported issues. Maintain relationships and regular communication with University partners, including University Facilities and building occupants.
• Perform and oversee daily routine inspections of the DBS facilities within assigned area(s) by walking all floors and recording information.
• Review daily reporting mechanisms and provide appropriate follow-up – i.e submit work orders, work with partner organizations, and/or reach out to staff to find a resolution.
• Monitor work orders and progress within the assigned area of responsibility and regularly report updates to supervisor.
• Provide administrative oversight for ordering through Drexel’s online purchasing system, monitoring and reporting from the work order management software, and composing and sending communications for scheduled maintenance work.
• Responsible for maintaining uniformity and creating/updating Standard Operating Procedures.
• Manage lifecycle (maintenance, repair, replacement) of equipment (e.g., furniture, lighting, flooring. etc.) in assigned operational facilities.
• Provide project management of assigned operations projects to ensure on-time, on-budget, and within-scope completion.
• Assist in the research of equipment and estimate collection.
• Utilize the university’s purchasing system to submit requests for purchase order approval. Provide suggestions for operational enhancements or efficiency improvements.
• Serve as an operations expert for the Drexel Business Services team.
• Develop and provide training as needed.
• Provide insight into best practices, industry trends, facility management, equipment maintenance, and replacement.
• Provide continuous improvement (enhancements or efficiency) recommendations that best support the program. Assist in the research of equipment and estimate collection.
• Provide quarterly on-site support to move-in, term-switch, and move-out processes to include oversight of room, dining hall, and student center preparations during peak operational periods. This includes ownership of associated logistics in preparation for the aforementioned processes.
• Support the distribution of service-related communications to residents (or other stakeholders).
• Represent the department on committees and initiatives, including but not limited to the preparation of, or presentation of, department information.
• Other Duties as assigned.

Required Qualifications

• Minimum of a Bachelor's degree or equivalent combination of education and work experience. (Please review the  Equivalency Chart for additional information.)
• Minimum of 2 years of experience, preferably in operations or facility operations.
• Ability and willingness to work a flexible schedule, including nights and weekends as needed.
• Strong communication and organization skills.
• Strong relationship management skills.
• Ability to be a self-starter and work independently/under limited supervision.