Facilities Operations Supervisor

Facilities Operations Supervisor

Full Time

About the Adler Planetarium

The Adler Planetarium connects people to the universe and each other. Whether it is introducing a guest to the Ring Nebula a neighborhood school to a community partner a research team to a network of citizen scientists or one staff member to another the Adlers focus on meaningful connections dates back nearly a century.

Today the museum hosts more than half a million visitors each year and reaches millions more through youth STEM programs neighborhood skywatching events online citizen science and other outreach projects. With the Adlers support people of all ages backgrounds and abilities gain the confidence to explore their universe together and return to their communities ready to think critically and creatively about any challenge that comes their way.

The Position

The Adler Planetarium is seeking a Facilities Operations Supervisor to join our dynamic team located on Chicagos Museum Campus. This position manages the facilities management software (CMMS) supervises the Operations Support Team and provides administrative support for the Facility Department. The position is normally scheduled Monday-Friday 8 am-3:30 pm with occasional flexible days and/or shifts based on operational needs. This individual will also be responsible for:

• Facilities Management Software Management

  • Administration of the system user profiles and work orders to ensure data integrity.

  • Overseeing the lifecycle of work orders from creating and updating them to tracking and closing them for maintenance staff and vendors.

  • Tracking invoice information to tie purchases and rendered services to work orders and asset information.

  • Tracking information and updates for facility assets parts inventory key management and other facility management modules.

• Team Supervision

  • Assisting the Senior Facilities Operations Manager with recruiting and training new staff.

  • Scheduling and delegating tasks to the Operations Support Team.

  • Coordinating grounds-keeping schedules to maintain the lawns and overall care of the exterior property.

  • Handling special mailing and freight requests or inquiries.

  • Tracking the progress of office renovations and painting projects.

  • Scheduling supply inventory checks and making approved purchases as needed.

  • Tracking setup and reset details for daytime events (internal events public activities special meetings etc.) to ensure event setups and resets are completed properly.

  • Conducting regular quality control and general facility inspections and monitoring facility reports.

  • Conducting general grounds-keeping mail distribution office renovations supply inventory Adler van inspections and event setups or resets if needed to cover team shifts occasionally.

• Vendor Management

  • Assisting with tracking vendor services and escorting vendors as needed.

  • Tracking invoices addressing invoice concerns with vendors as needed.

  • Setting up vendors for Accounts Payable and updating the vendor contact list.

  • Filing reports and COIs.

• Administrative Support

  • Researching supplies and equipment and ordering and tracking approved purchases.

  • Managing the maintenance and inventory of the two-way radio equipment.

  • Organizing and updating electronic documents the departments intranet page and other internal references.

  • Providing support as needed for planned projects and initiatives.

  • Managing staff onboarding and departures regarding ID badges keys staff lockers uniforms etc.

  • Coordinating and facilitating first aid certifications for internal staff.

  • Performing other maintenance and administrative duties as needed.

Compensation & Benefits

Base Pay Range: $19.00-$22.56/hr

Work-Life Balance

• 35-hour workweek

• Eligible to accrue up to15vacation days per year to start

• 3 sick days as of date of hire (can accrue up to 6.5 days per year)

• 7 Adler paid holidays

• 4Personal Holidays (Prorated for new hires starting after January 1st)

• Flexible Work Arrangements

• Paid Family Bereavement Leave & Jury Duty

• Paid Parental Leave

Competitive Health Coverage

• Medical Dental & Vision insurance

• Healthcare Dependent Care & Commuter flexible spending accounts

• Adler Paid Short-Term Disability insurance

Retirement Savings Plan

• 403B plan with Adler match

• Adler match is 100% vested immediately

• Eligible to enroll as of the date of hire

Network of Support through our EAP programs

• Resources to help address emotional legal and financial issues

• Face-to-face telephonic and web-based services

• Free subscription to the Calm Premium app

Employee Loan Program

Discounted Onsite Parking Program

Free Entrance to Chicago area museums and cultural institutions

The Person

Applicants should have an aptitude for understanding and facilitating workflow management and operations to ensure consistency and prompt results. They will need organizational skills and a strong sense of ownership to effectively juggle independent and team responsibilities and be comfortable providing feedback to ensure quality work. Applicants should be able to demonstrate strong attention to detail including but not limited to: tracking operational needs to schedule shifts and coordinate tasks accordingly; ensuring work orders and assets in the facility management software are comprehensive and consistent in standards; and reviewing invoices for inconsistencies. Someone who has an administrative background and is willing to occasionally get their hands dirty for minor maintenance duties as well as has a passion for facility operations property management project management or office/business administration will thrive in this position.

Required Qualifications:

• High school diploma or GED

• Two years or more of professional work experience in facility operations property management office/business administration project management or similar.

• Basic knowledge of computers and Google Suite.

• Basic skills in operating hand tools.

• Demonstrated experience in strong attention to detail organization communication and task management.

• Able to perform maintenance and office duties.

Preferred Qualifications:

• A Certification or Associates Degree in facility operations property management office/business administration project management or similar.

• Three or more years of professional work experience in facility operations property management office/business administration project management or similar.

• One year or more of professional work experience in a leadership/supervisory role.

• Prior experience with software in work order management facilities management and/or project management.

The Adler Planetarium is dedicated to complying with its Equal Opportunity Employer obligations. All qualified applicants will receive consideration for employment without regard to any characteristic protected by federal state or local law.

If you need reasonable accommodation for any part of the employment process please email the Human Resources Department atand let us know the nature of your request and your contact information. Accommodation requests will be considered on a case-by-case basis.