Administrative Manager, Offsite Locations

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

We’ve been at the forefront of medicine since 1899. We provide superior healthcare with compassion, always mindful that each patient is a person, an individual. To accomplish this, we need employees with passion, talent and commitment… with patients and with each other. We’re in this together: working to advance medical innovation, serve the health needs of the community, and move our collective knowledge forward. If you’d like to add enriching human life to your profile, UChicago Medicine is for you. Here at the forefront, we’re doing work that really matters. Join us. Bring your passion.

UChicago Medicine is growing; discover how you can be a part of this pursuit of excellence at: UChicago Medicine Career Opportunities

UChicago Medicine is an equal opportunity employer.  We evaluate qualified applicants without regard to race, color, ethnicity, ancestry, sex, sexual orientation, gender identity, marital status, civil union status, parental status, religion, national origin, age, disability, veteran status and other legally protected characteristics.

As a condition of employment, all employees are required to complete a pre-employment physical, background check, drug screening, and comply with the flu vaccination requirements prior to hire. Medical and religious exemptions will be considered for flu vaccination consistent with applicable law.

Compensation & Benefits Overview

UChicago Medicine is committed to transparency in compensation and benefits.  The pay range provided reflects the anticipated wage or salary reasonably expected to be offered for the position.

The pay range is based on a full-time equivalent (1.0 FTE) and is reflective of current market data, reviewed on an annual basis. Compensation offered at the time of hire will vary based on candidate qualifications and experience and organizational considerations, such as internal equity. Pay ranges for employees subject to Collective Bargaining Agreements are negotiated by the medical center and their respective union.

Review the full complement of benefit options for eligible roles at Benefits - UChicago Medicine.