University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn’s distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America’s Best Large Employers in 2023.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

Posted Job Title

Executive Director, Finance and Administration

Job Profile Title

Executive Director C, Facilities

Job Description Summary

Facilities and Real Estate Services, as stewards of Penn's physical environment, strives to provide innovative and cost-effective solutions that embrace our rich past and enhance the quality of the University's living and learning experience. Learn more about FRES HERE .

Job Description

Reporting to the Senior Vice President for Facilities and Real Estate Services (FRES), the Executive Director of Finance and Administration is responsible for the strategic direction of the administrative support group for the facilities organization, including budget, information technology, human resources, and finance (including accounting, procurement, and auditing).

The Executive Director is responsible for overseeing the $200 million consolidated operating budget for the Division (University Architect, Design and Construction, Operations and Maintenance, and Real Estate). Collaborate with Divisions of Finance and the Office of Budget and Management Analysis to ensure alignment in all areas while providing decision support to the FRES division.

Oversee the University-wide capital planning and approval process for individual projects totaling about $350M to $450M annually. The capital plans are reviewed by University leadership and financial review committees. Depending on the project total, the individual projects also get approved by the financial review committees, including the Capital Advisory Group, Capital Council, and the Trustee Committee on Budget and Finance.

Monitor all expenditures, both operating and capital, to ensure proper payment of invoices and payroll (950 employees), adherence to budgets, compliance with both University financial policies and procedures and proper accounting principles, and ensure appropriate processes are in place to track costs to school/center level. Ensure proper procurement of $12M in annual maintenance contracts.

Oversee the division's Information Technology strategic direction and functions, including the successful management of several facility-specific software applications and daily support of technology used by approx. 450 employees. Ensure alignment of IT policies, procedures and applications with ISC, the central information technology organization. Represent FRES on the

Penn Secure IT program, a multi-year initiative to enhance Penn’s technology and data environment.

Provide strategic direction for and oversee human resource staff that provides support to approximately 950 employees, including 750 union employees comprised of 500 housekeepers from Local 115 and 250 Trades from Local 835.

Responsibilities

Manage 30 staff with direct supervision of six, including the Director of Information Technology, Comptroller, Director of Human Resources, Director of Budget and several high-level financial managers and analysts.

Regularly collaborate and represent FRES with Penn’s Central offices including Information Systems and Computing, Division of Human Resources, Office of Budget and Management Analysis and Division of Finance.

Oversee all financial aspects of the facilities operating budget; develop $200M annual operating budget and about $55M annual FRES capital infrastructure spending, including facilities renewal funds. Provide decision support through data analysis, modeling, and forecasting. Monitor expenditures, both operating and capital, to ensure proper payment of invoices and payroll (950 employees), adherence to budgets, compliance with both University financial policies and procedures and proper accounting principles, and ensure appropriate processes are in place to track costs to school/center level. Ensure proper procurement and contracts performance of $12M in annual maintenance contracts. Strategically develop opportunities to increase WMBE participation. Collaborates closely with Division of Finance and Office of Budget and Management Analysis.

Oversee the division's Information Technology strategic direction and function, including the successful management of several facilities’ specific software applications and daily support of technology used by approximately 450 employees. Regularly collaborate with Penn’s Central Information Systems and Computing Division. Ensure alignment of IT strategic direction and functions, policies, procedures and applications with Information Systems and Computing, the central information technology organization.

Oversee Human Resources function including professional development and employee engagement programs including the Diversity and Inclusion Advisory Committee. Collaborate with Central HR to ensure proper implementation of HR policies and processes.

Collaborates in reporting for strategic goals, dashboards, and financial presentations.

Qualifications

Other duties as assigned.

Bachelor's degree required. MBA/CPA or advanced degree preferred and 10+ years of experience or an equivalent combination of education and experience is required. Strong knowledge and experience in finance and budgeting, and analytical skills. Experience managing a $200M+ capital budget and 100M+ operating budget is preferred.

Previous demonstrated supervisory experience of high-level professionals. Strong proven experience in leading or project management for system implementations.

Solid experience in establishing and implementing HR efforts that effectively communicate and support the Division’s business objectives, mission and strategic vision.

Function as a strategic business advisor to the executive/senior management regarding key organizational and management issues.

Must possess the ability to collaboratively plan, organize, develop, implement, and interpret programs, goals, objectives, policies and procedures, etc., that are necessary for providing quality service and maintaining solid operational processes.

This role requires strong partnering with all levels of the organization including other FRES Executives, University leadership, leadership from schools/centers, operations staff, consultants and external University partners.

Must have three or more years of leading process improvements and working with all levels of an organization.

Excellent oral, presentation, and written skills are needed, and strong information technology experience is desired.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Facilities and Real Estate Services

Pay Range

$90,000.00 - $250,000.00 Annual Rate

Salary offers are made based on the candidate’s qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile.

Affirmative Action Statement

Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.

Special Requirements

Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

University Benefits

Health, Life, and Flexible Spending Accounts: Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family’s health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.
Tuition: Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.
Retirement: Penn offers generous retirement plans to help you save for your future. Penn’s Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.
Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family—whatever your personal needs may be.
Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you’re newly hired, you won’t have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.
Wellness and Work-life Resources: Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That’s why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.
Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.
University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University’s libraries and athletic facilities, or visit our arboretum and art galleries. There’s always something going on at Penn, whether it’s a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you’re right in the middle of the excitement—and you and your family can enjoy many of these activities for free.
Discounts and Special Services: From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.
Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.
Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.
Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.

To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay

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Executive Director, Finance and Administration