Facilities and Operations Manager, Kellogg Wieboldt

Northwestern University; Chicago (IL); On-site; USD 67,000 - 77,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Disability insurance

Life insurance

Paid vacation

Paid holidays

Parental leave

Tuition benefits

Pre-tax and flex spending

Retirement savings options

Wellness programs

Job summary

Northwestern University is seeking an experienced Facilities & Operations Manager for Kellogg facilities in Chicago. You will plan, schedule and allocate space for classes, conferences, and events at Wieboldt Hall, coordinating with multiple stakeholders to ensure smooth execution.

The role requires a minimum of 3 years in hospitality or equivalent, with on-site availability for early starts and weekends. You will support safety programs and partner with the Associate Director to maintain

Qualifications

• Bachelor's degree or equivalent combination of education, training and experience.
• Minimum of 3 years hospitality or equivalent experience.
• Onsite availability for events, including weekends as needed.
• Ability to work independently and exercise good judgement.

Responsibilities

• Books space in EMS at Wieboldt Hall for Kellogg events and conferences.
• Audits and reviews the building schedule to identify conflicts and resolve them.
• Serves as point of contact for scheduling requests from Kellogg faculty, staff and hosts.
• Maintains accurate event schedules and updates EMS with detailed requirements.
• Participates in pre-planning meetings to align with Building Policies and Kellogg standards.
• Coordinates with service teams to allocate resources for events.
• Supports Safety and Emergency Action Plan activities and required trainings.
• Billing: confirms costs estimates and prepares monthly invoicing summaries.

Skills

Hospitality experience

Professional communication

Analytical skills

Problem-solving

Education

Bachelor's degree or equivalent

Job description

Department: Kellogg Facilities

Salary/Grade: EXS/6

Location: Chicago, Illinois

The Facilities and Operations Manager reports to the Associate Facilities Director for Kellogg's Chicago campus and is responsible for planning, scheduling and allocating space for classes, conferences, events and activities pertaining to Kellogg and NU in Wieboldt Hall. The facility operates 7am to 10pm, 7 days a week. This role collaborates and communicates with numerous stakeholders on pre-plan and day of execution expectations and delivery. Assists with developing and implementing policies and procedures. Provides operational support to the Associate Director for all Safety and Emergency Action Plan activities for Kellogg's Chicago Campus.

Take on other responsibilities as required to support the Associate Director.

This role will typically be scheduled Tuesday through Saturday, but scheduling changes may occur due to business need.

Specific Responsibilities

60 % Planning and Scheduling

• Books space in system of record (EMS) at Wieboldt Hall for Kellogg spaces for all academic functions, meetings, speaker events, high-level conferences, and all other gatherings for all Faculty, Staff, Students, Northwestern, and visitor daily events.
• Audits and reviews building schedule on an ongoing basis. Identifies scheduling conflicts and alerts Associate Director for review. Follows the scheduling guidelines for the approved process of conflict review and resolution.
• Serves as point of contact for all scheduling requests from Kellogg Faculty, staff, students, and Northwestern event hosts. Requests will require review and approval under direction of Associate Facility Director. Detail all approved scheduling requests in EMS in a timely and efficient manner.
• Maintains accurate curricular event schedules including buffer time to maximize the Kellogg Faculty teaching environment.
• Ensures accurate and updated data entry in the Event Management System (EMS). Accountable for collecting and disseminating detailed event schedules, reviewing event requests, and ensure clear request details are provided to maximize customer experience and equip set-up teams with detailed event needs.
• Participates in advance pre-planning meetings to ensure events follow Building Policies, maintain Kellogg standards, and maximize the Kellogg experience. Update event materials and the EMS as necessary with details from these meetings.
• Coordinates with all service teams to ensure appropriate resources are scheduled for all events at Wieboldt.
• May serve as a point of contact for clients to ensure that event is going smoothly. Ensures client satisfaction by addressing their needs promptly and resolving any concerns prior to and during any events.
• Coordinates with the Associate Director of Facilities on unique or high-level events.

30%- IMPLEMENTATION

• Assists with day-to-day operational and facility demands of Wieboldt Hall that includes academic functions, Conferences and Events, and Faculty requirements.
• Implements departmental policies and procedures in conjunction with Kellogg Leadership.
• Provides positive end-user experiences for Faculty, Staff, Students, and guests while effectively handling or escalating complaints or conflicts.
• Coordinates and supports all programs to ensure the customer's requirements are met at the highest level while still maintaining all Kellogg policies.
• Provides operational support to the Associate Director for all Safety and Emergency Action Plan activities, including attending required annual trainings, managing and updating access control systems, and coordinating associated signage, alerts, and communications for the Kellogg community.
• Communicates with contracted staff based on direction from the Associate Director of Facilities to support all KCC events.

10%- BILLING

• Responsible to confirm that Event's costs estimates and post-event billing are correctly tallied on a monthly basis.
• Confirms that all customer account numbers are correctly received and added to the Event.
• Prepares monthly sales reports and billing/invoicing summaries to ensure accurate internal charges are processed.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• A bachelor's degree or the equivalent combination of education, training and experience from which comparable skills can be acquired.
• Minimum of 3 years of hospitality or equivalent experience.
• Be available onsite for events early start, late finish and on weekends as necessary.
• Must be able to work independently and exercise good judgement when completing required work.

Minimum Competencies: (Skills, knowledge, and abilities.)

• Ability to project a professional demeanor and be proactive about identifying and resolving potential problems.
• Proactive mindset and drive for continual improvement in facility operations and financial performance.
• Excellent written and oral communication skills.
• Excellent analytic and problem-solving skills.

Target hiring range for this position will be $67,000 - $77,000 per year. Offered salary will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data.

Benefits

At Northwestern, we are proud to provide meaningful and competitive benefits. The available benefits package for this position will include health, dental, vision, disability, and life insurance; paid vacation and holidays; paid medical/sick and parentalleave;tuition benefits for the employee and dependents; pre-tax and flex spending accounts for commuting and dependent care; generous retirement savings options; and wellness programs. For a comprehensive overview of available benefits, including eligibility details, visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more.

Work-Life and Wellness

Northwestern offers comprehensive programs and services to help you and your family navigate life's challenges and opportunities, and adopt and maintain healthy lifestyles.

We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.

Professional Growth & Development

Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you're interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources.

Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more.

Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.