Director, Residential Properties

Department
 

Facilities Operations Management

About the Department
 

Facilities Services supports the mission of the University of Chicago through efforts to maintain and enhance the University campus and environment and provide superior client service to our community including faculty, students, staff, neighbors, and visitors.

Job Summary
 

The job manages multiple teams of managers and professional staff responsible for managing the University's campus and residential property portfolio including building maintenance, rent collection, and lease management. Evaluates market analyses and establishes appropriate rent thresholds for University owned residential properties.

Responsibilities

Reporting to the Assistant Vice President, Facilities Services Operations, the Director of Residential Properties is responsible for managing the University’s building portfolio of undergraduate, graduate and faculty/staff residential and dining properties.  The Director will proactively create and maintain partnerships with clients, internal and third-party service providers, and other University partners. The Director has expert knowledge in clients’ business and develops strategies to continuously improve service delivery including the minimization of unplanned disruption.  The Director is an accomplished and strategic communicator and easily transitions and adapts style to his/her environment.  Proactive identification, correction and communication of deviations to expected conditions and services are essential to success.

• Manage and operate the Residential Properties portfolio providing faculty, staff and graduate student housing in the Hyde Park-Kenwood neighborhoods.  Provide organizational, fiscal, and strategic direction for the team of property managers, leasing professionals, on-site janitors, building engineers and contracted support personnel responsible for all aspects of leasing, building management and customer relations.  Implement and document best leasing and management practices for assigned portfolio to include:

• Serve as resource on City of Chicago building codes and Residential Landlord Tenant Ordinance to establish and educate team on required management and leasing practices.

• Supervise, support, and manage assigning units, renewing leases, updating market rent, and resolving leasing compliance issues.  Provide interface with University deans for escalation of resident life issues and for introduction of improved policies or procedures.

• Procure rental market information annually and as tasked. Define leasing and operational strategy for portfolio.  Recommend lease and/or policy changes to support the strategy and to fulfill the mission of Residential Properties.

• Manage the undergraduate Residence Hall and Dining physical infrastructure portfolio in a seamless partnership with Housing and Residence Life. 

• Implement and document best management practices for assigned portfolio to include: plan, procure and manage in-house and outsourced property services, renovations, remodeling, and rehabilitation projects for common spaces, room turnover and short-term room use activities. 

• Oversee and participate in regular site and room inspections. 

• Provide work order oversight and coordination for tasks assigned to other supporting units (Electric Shop, Paint Shop, contractor support, etc.) and assist with prioritizing and escalating for completion as needed.  Provide functional area oversight for all Facilities Services impacting the portfolio (maintenance, repair, emergency response, sustainability, pest management, elevator maintenance and construction as assigned).

• Develop and implement building and service standards, maintenance programs, sustainability initiatives, and other planning activities in support of approved programs. 

• Create and manage service agreements to ensure clarity and consistency of expectations and execution. 

• Achieve budget and schedule goals.

• Hire, develop, train and mentor assigned staff.  Create a department-wide commitment to providing a “best-practice” level of customer service to residents including transparent and timely “customer service” reporting standards and key performance indicators.  Serve as escalation point for high-priority complaints or problems.

• Standardize and enforce building management policies and procedures.

• Establish and maintain best practices for annual and turnover inspections. Oversee periodic inspections for building quality control, pre-move-in inspections, pre-vacancy inspections, and occupied unit inspections.

• Provide technical oversight, training, and mentoring to Property and Facilities Managers on managing routine renovation projects and overseeing capital-type. Work in collaboration with other service providers to deliver seamless support to clients. 

• Supervise and support team in planning, procuring, and managing facilities services, including: managing maintenance staff; preparing budgets; monitoring income and expenses; conducting regular site inspections; approving and monitoring leases; responding promptly to tenant and client inquiries and requests for service; and other related functions.

• Participate in union negotiations and personnel actions for custodial, maintenance, and office staff.  Mentor and supervise staff by implementing procedures to support best practices. 

• Ensure that all staff are accomplished users of the various facilities management software and assist in developing new and improved capacities for the system.

• Ensure uninterrupted (24/7) access to on-call managers in support of assigned responsibilities.

• Plans campus and residential Client Services goals. Manages the implementation of campus and residential building management goals, policies and procedures.

• Manages a team of managers and professionals who coordinate service delivery with administrators, tenants, and building users.

• Performs other related work as needed.

Minimum Qualifications
 

Education:

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

---
Work Experience:

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

---
Certifications:

Driver's License - Multiple States

---

Preferred Qualifications

Education:

• Master’s Degree in Engineering, MBA or related field.

Experience:

• Knowledge and understanding of modern project management technique.
• Demonstrated experience developing and implementing a superior customer service program.

Licenses and Certifications:

• Certification in Project Management or demonstrated project management experience in managing Operations related projects.
• Certified Property Manager (CPM), Certified Educational Facilities Manager (CEFM), Real Property Administrator (RPA) designation or equivalent Real Estate Management designation.
• Active IL Real Estate Broker’s license.
• Possession of or ability to obtain a valid Illinois Driver’s License and successfully complete the University’s Motor Vehicle Records process upon offer of employment.

Technical Skills or Knowledge

• Progressive responsibilities and demonstrated ability to supervise and/or coordinate the activities of others.
• Knowledge of industry standards for building services, repairs and maintenance.
• Proficiency with MS Excel, Project, and Visio. 
• Familiarity with using Yardi Property Management or similar professional property management and CMMS programs.
• Demonstrated knowledge of laws, rules, and regulations relating to all activities of property management, including City of Chicago Building Code.
• Ability to read and understand blueprints, sketches, diagrams, technical publications, and safety precautions.

Preferred Competencies

• Progressive responsibilities and demonstrated ability to supervise and/or coordinate the activities of others.
• Demonstrated excellent oral and written communication skill.

Working Conditions

• Plan, assign, and successfully coordinate many different work projects simultaneously.
• Meet deadlines while meeting performance standards.
• Train and instruct subordinates. 
• Inspect and assess work progress. 
• Maintain and prepare records and reports using property management software.
• Respond promptly, directly, and effectively to client inquiries and requests for service.
• Be available to handle after hours emergencies.
• Ability to multi-task effectively and successfully, while providing excellent customer service and leadership.
• Must have the ability to stand for extended periods of time, climb stairs, climb ladders to inspect roofs and equipment.
• Walk long distances while making frequent building inspections.

Application Documents

• Resume (required)
• Cover Letter (required)
• List of References (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
 

Facilities Management

Role Impact
 

People Manager

FLSA Status
 

Exempt

Pay Frequency
 

Monthly

Scheduled Weekly Hours
 

40

Benefits Eligible
 

Yes

Drug Test Required
 

No

Health Screen Required
 

No

Motor Vehicle Record Inquiry Required
 

Yes

Posting Statement
 

Applicant Inquiry Form. <span>Applicant Inquiry Form</span> The University of Chicago is an Affirmative Action/ Equal Opportunity /Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected 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.

Department
 

Facilities Operations Management

About the Department
 

Facilities Services supports the mission of the University of Chicago through efforts to maintain and enhance the University campus and environment and provide superior client service to our community including faculty, students, staff, neighbors, and visitors.

Job Summary
 

The job manages multiple teams of managers and professional staff responsible for managing the University's campus and residential property portfolio including building maintenance, rent collection, and lease management. Evaluates market analyses and establishes appropriate rent thresholds for University owned residential properties.

Responsibilities

Reporting to the Assistant Vice President, Facilities Services Operations, the Director of Residential Properties is responsible for managing the University’s building portfolio of undergraduate, graduate and faculty/staff residential and dining properties.  The Director will proactively create and maintain partnerships with clients, internal and third-party service providers, and other University partners. The Director has expert knowledge in clients’ business and develops strategies to continuously improve service delivery including the minimization of unplanned disruption.  The Director is an accomplished and strategic communicator and easily transitions and adapts style to his/her environment.  Proactive identification, correction and communication of deviations to expected conditions and services are essential to success.

• Manage and operate the Residential Properties portfolio providing faculty, staff and graduate student housing in the Hyde Park-Kenwood neighborhoods.  Provide organizational, fiscal, and strategic direction for the team of property managers, leasing professionals, on-site janitors, building engineers and contracted support personnel responsible for all aspects of leasing, building management and customer relations.  Implement and document best leasing and management practices for assigned portfolio to include:

• Serve as resource on City of Chicago building codes and Residential Landlord Tenant Ordinance to establish and educate team on required management and leasing practices.

• Supervise, support, and manage assigning units, renewing leases, updating market rent, and resolving leasing compliance issues.  Provide interface with University deans for escalation of resident life issues and for introduction of improved policies or procedures.

• Procure rental market information annually and as tasked. Define leasing and operational strategy for portfolio.  Recommend lease and/or policy changes to support the strategy and to fulfill the mission of Residential Properties.

• Manage the undergraduate Residence Hall and Dining physical infrastructure portfolio in a seamless partnership with Housing and Residence Life. 

• Implement and document best management practices for assigned portfolio to include: plan, procure and manage in-house and outsourced property services, renovations, remodeling, and rehabilitation projects for common spaces, room turnover and short-term room use activities. 

• Oversee and participate in regular site and room inspections. 

• Provide work order oversight and coordination for tasks assigned to other supporting units (Electric Shop, Paint Shop, contractor support, etc.) and assist with prioritizing and escalating for completion as needed.  Provide functional area oversight for all Facilities Services impacting the portfolio (maintenance, repair, emergency response, sustainability, pest management, elevator maintenance and construction as assigned).

• Develop and implement building and service standards, maintenance programs, sustainability initiatives, and other planning activities in support of approved programs. 

• Create and manage service agreements to ensure clarity and consistency of expectations and execution. 

• Achieve budget and schedule goals.

• Hire, develop, train and mentor assigned staff.  Create a department-wide commitment to providing a “best-practice” level of customer service to residents including transparent and timely “customer service” reporting standards and key performance indicators.  Serve as escalation point for high-priority complaints or problems.

• Standardize and enforce building management policies and procedures.

• Establish and maintain best practices for annual and turnover inspections. Oversee periodic inspections for building quality control, pre-move-in inspections, pre-vacancy inspections, and occupied unit inspections.

• Provide technical oversight, training, and mentoring to Property and Facilities Managers on managing routine renovation projects and overseeing capital-type. Work in collaboration with other service providers to deliver seamless support to clients. 

• Supervise and support team in planning, procuring, and managing facilities services, including: managing maintenance staff; preparing budgets; monitoring income and expenses; conducting regular site inspections; approving and monitoring leases; responding promptly to tenant and client inquiries and requests for service; and other related functions.

• Participate in union negotiations and personnel actions for custodial, maintenance, and office staff.  Mentor and supervise staff by implementing procedures to support best practices. 

• Ensure that all staff are accomplished users of the various facilities management software and assist in developing new and improved capacities for the system.

• Ensure uninterrupted (24/7) access to on-call managers in support of assigned responsibilities.

• Plans campus and residential Client Services goals. Manages the implementation of campus and residential building management goals, policies and procedures.

• Manages a team of managers and professionals who coordinate service delivery with administrators, tenants, and building users.

• Performs other related work as needed.

Minimum Qualifications
 

Education:

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

---
Work Experience:

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

---
Certifications:

Driver's License - Multiple States

---

Preferred Qualifications

Education:

• Master’s Degree in Engineering, MBA or related field.

Experience:

• Knowledge and understanding of modern project management technique.
• Demonstrated experience developing and implementing a superior customer service program.

Licenses and Certifications:

• Certification in Project Management or demonstrated project management experience in managing Operations related projects.
• Certified Property Manager (CPM), Certified Educational Facilities Manager (CEFM), Real Property Administrator (RPA) designation or equivalent Real Estate Management designation.
• Active IL Real Estate Broker’s license.
• Possession of or ability to obtain a valid Illinois Driver’s License and successfully complete the University’s Motor Vehicle Records process upon offer of employment.

Technical Skills or Knowledge

• Progressive responsibilities and demonstrated ability to supervise and/or coordinate the activities of others.
• Knowledge of industry standards for building services, repairs and maintenance.
• Proficiency with MS Excel, Project, and Visio. 
• Familiarity with using Yardi Property Management or similar professional property management and CMMS programs.
• Demonstrated knowledge of laws, rules, and regulations relating to all activities of property management, including City of Chicago Building Code.
• Ability to read and understand blueprints, sketches, diagrams, technical publications, and safety precautions.

Preferred Competencies

• Progressive responsibilities and demonstrated ability to supervise and/or coordinate the activities of others.
• Demonstrated excellent oral and written communication skill.

Working Conditions

• Plan, assign, and successfully coordinate many different work projects simultaneously.
• Meet deadlines while meeting performance standards.
• Train and instruct subordinates. 
• Inspect and assess work progress. 
• Maintain and prepare records and reports using property management software.
• Respond promptly, directly, and effectively to client inquiries and requests for service.
• Be available to handle after hours emergencies.
• Ability to multi-task effectively and successfully, while providing excellent customer service and leadership.
• Must have the ability to stand for extended periods of time, climb stairs, climb ladders to inspect roofs and equipment.
• Walk long distances while making frequent building inspections.

Application Documents

• Resume (required)
• Cover Letter (required)
• List of References (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
 

Facilities Management

Role Impact
 

People Manager

FLSA Status
 

Exempt

Pay Frequency
 

Monthly

Scheduled Weekly Hours
 

40

Benefits Eligible
 

Yes

Drug Test Required
 

No

Health Screen Required
 

No

Motor Vehicle Record Inquiry Required
 

Yes

Posting Statement
 

Applicant Inquiry Form. <span>Applicant Inquiry Form</span> The University of Chicago is an Affirmative Action/ Equal Opportunity /Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected 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.