JOB DESCRIPTION

TITLE: Assistant Director - Operations – UChicago Hong Kong Campus

LOCATION: The University of Chicago Yuen Campus in Hong Kong on Victoria Road, Mount Davis.
The University of Chicago is an urban research university that has driven new ways of thinking since 1890. It is made up of a multicultural, international community of more than 20,000 faculty and staff—each supporting UChicago’s mission of inquiry and academic excellence. To learn more about the university : http://www.uchicago.edu/

Our UChicago Campus in Hong Kong hosts a variety of undergraduate and post graduate programs and events including Executive MBA Program, Study Abroad for the College and Executive Education programs. We are a medium-sized organization with approximately 30 staff in 50,000 square feet of space, with expectations for future growth in staff size and program offerings.
The University is looking for a highly motivated individual to join its Operations team in Hong Kong.

GENERAL SUMMARY: Reporting to the Chief Operating Officer of UChicago Hong Kong Campus and Booth Asia, the Assistant Director will be overseeing and supporting day-to-day administrative and operational functions of the Hong Kong Campus. The Assistant Director will ensure the smooth and efficient running of all aspects of the Yuen campus operations. The Assistant Director will work extensively with internal colleagues and external service providers to maintain a safe, well-functioning and efficient office and technology environment.

The position’s main responsibility will cover a variety of Operational areas: Facilities Management, Campus Space and Events Management, Campus Health and Safety, Academic Programs, HR, Procurement, Finance and Accounting, IT and AV services and Risk Management.

PRINCIPAL DUTIES AND RESPONSIBILITIES:
Areas of responsibilities :

Facilities Management – in partnership with external Facilities Management provider
• Day to day supervision of Facilities Management service provider to ensure smooth running of campus building facilities and campus access
• Oversee building repairs and maintenance, cleaning, security and landscaping, including ensuring timely and high quality of service delivery by contractors and vendors.
• Campus Maintenance : Log and follow up all facilities and equipment issues with Building Management service providers and contractors
• Develop and maintain effective working relationships with building management, internal and external contractors and suppliers
• Monitor levels of service and escalate issues as necessary
• Supporting tactical initiatives to improve facilities management and ensure best practice systems and control
• Monitoring facilities management costs and budget planning
The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or requirements.

Academic Programs – Exec MBA Program Asia, Study Abroad, Executive Education and others
• Operational support for campus space/facilities setup and logistics - for both in person and virtual classes
• Partnering with IT/AV Manager to ensure smooth running of IT and AV services for faculty and students – for both in person and virtual classes
• Coordinate closely with Program teams on class logistics and program events on campus

Procurement
• Overseeing day to day procurement processes and negotiate contracts
• Coordinate and overseeing purchasing of campus/office furniture, equipment and supplies
• Manage the relationships with vendors ; assess, evaluate, appoint and supervise vendors to ensure high quality services
• Review contracts for conformance to company policy and best practices - ensuring insurance, legal, health and safety obligations is adhered to.

Human Resources and Legal
• Manage local staff e-leave system
• Assisting with new hires recruitment process, orientation, new joiners and departure checklists.
• Implementation and ensuring compliances of HR/benefits policies and procedures

Risk Management
• Partnering with Risk Management to review Human Element policies, practices and improvements as recommended by property insurers
• Ensure compliances of Security and Emergency Management program assessment for Hong Kong campus
• Support implementation of Business Continuity Plan and Crisis Management Plan for Hong Kong campus
• Participate in Security Table Top exercise and ensuring follow up on after-action report and improvement plan

Campus Space and Events Management
• Support Events team on campus to ensure smooth events setup and logistics

IT and AV Services
• Support IT/AV Manager to ensure optimal functioning and quality of IT/AV equipment and services to users
• Partnering with IT/AV Manager to review maintenance contracts for IT/AV equipment and tech support
• Support IT/AV Manager for local project management of hardware and software delivery

Finance and Accounting – in partnership with Booth Finance team
• Supporting our internal/external Chicago accounting team to insure timely and accurate invoice processing and staff reimbursement, as needed.

MEASUREMENTS OF SUCCESS:
1. Demonstrate a high level of administrative competence
2. Show ability to work efficiently with minimal direction and to anticipate issues and problems
3. Effectiveness of administrative support and vendors/building services/IT AV management
4. Successful completion of scheduled tasks and projects
5. Meet project deadlines and targets
6. Overall rate of efficiency, accuracy, timeliness and organization of all assigned tasks

REPORTING RELATIONSHIPS:
Reports to Chief Operating Officer – UChicago Yuen Campus and Booth Asia
Direct Reports – Front Desk Executive

KNOWLEDGE, SKILLS AND EXPERIENCE:
1. Bachelor’s degree/Diploma in Business, Facility Management or Finance
2. At least 4-5 years of progressive relevant experience in higher education, training or hospitality industry preferably in a multi-cultural environment.
3. Excellent oral and written communications skills in English, Cantonese and preferably Mandarin
4. Collaborative work style, highly organized with strong analytical and multi tasking skills, independent and resourceful.
5. High proficiency with Microsoft office (especially Excel, Word, PPT) and Adobe required
6. Must be able to work legally in Hong Kong on a permanent basis

SALARY AND BENEFITS
The salary will be competitive and commensurate with experience. In addition to salary the University offers an attractive benefits package including 20 days holiday per year – prorated (excl. Hong Kong Public Holidays), MPF contribution, private medical insurance offered.

HOW TO APPLY
If you wish to be considered for this position, please send a CV and a detailed cover letter outlining your relevant experience, motivations for applying for this position and salary requirements to us. 

Please indicate the Job title in the Subject line of your email.