Assistant Director, Facilities Event Operations

Department

CSL ATH: Facilities Management

About the Department

The University of Chicago is a member of the University Athletic Association and the NCAA (Division III). The University sponsors 20 varsity sports. The Department of Athletics & Recreation maintains an environment that supports the student athletes' commitment to thriving academically and athletically. A diverse, challenging athletic program supplements the rigorous academic curriculum. The lessons learned through athletic endeavors represent an invaluable part of the nonacademic aspects of a holistic education. Achieving this goal is based on a commitment to excellence.

Job Summary

Assist in the management of the University of Chicago’s athletic and recreational facilities. Coordinate facilities preparations for athletic and recreational activities, the maintenance of the equipment and vehicles used in these facilities, and the supervision of the personnel needed to accomplish these tasks. Responsible for varsity and non-varsity event operations and management oversight. Serve as the liaison with various departments on campus that provide facilities and custodial services. Manage a variety of facility projects and specialized facility-related equipment purchases. Participate in larger scale projects and new construction planning.

 

Responsibilities

• Prepares facility for athletic practices/events as well as intramural activities, club sports, fitness classes, sport camps, special events, rental activities, meetings, etc.
• Daily maintenance of athletic/recreational facilities and equipment and maintains an organized storage system for equipment, supplies, and vehicles.
• Develops daily, weekly, and monthly event/work schedules to coordinate facility preparation needs. 
• Creates and updates yearly facility preparations (pre- and post-season) and practice/game day checklists. 
• Adheres to relevant guidelines for set-up of the facility for events (NCAA, conference, etc.). 
• Purchases relevant equipment and supplies needed for facilities preparation. Purchases all facilities-related event management equipment; purchases, maintains, repairs, and services all athletic vehicles; and submits all facilities-related expenses for non-department and rental events.
• Hires, trains, schedules, supervises, and evaluates personnel.  Administer daily work assignments and overtime assignments.
• Adheres to union and safety guidelines.
• Develops and implements employee policies and procedures, ensures that they are within the University guidelines, ensures that they are reviewed with new employees and annually with all employees, and ensures that these policies and procedures are followed.
• Develops and enforces guidelines and procedures for event management. Ensures all event venues are prepared properly and in a timely fashion.
• Organizes and leads event operations/management meetings with pertinent staff to discuss concerns, requests, schedules, etc.
• Assigns/coordinates event managers for varsity events based on schedules.
• Assists event managers on-site when necessary and serves as an event manager when needed (e.g. training new event manager, conference championship or NCAA Tournament event).
• Establishes relationships with outside contractors/vendors, appropriate campus Facilities Services, and Physical Plant. 
• Negotiates and oversees service contracts with vendors and ensures quality service is received. 
• Schedules annual service for various equipment (i.e. vehicles, scoreboards, PA systems, bleachers, netting systems, ice machines, backboard systems, etc.).  Ensures all maintenance, repair, and service records are maintained for risk management/liability purposes. 
• Develops a relationship with personnel to ensure our facilities maintenance and custodial needs are met.  
• Submits, monitors, and follows-up on Facilities Service, Physical Plant and Custodial requests.  Schedules monthly, quarterly, and annual work requests (field maintenance, custodial cleaning, floor cleaning, etc.).
• On-call oversight of the controlled-access of athletic/recreational facilities (indoor/outdoor).
• Follows guidelines and procedures that have been established for opening and closing of the athletic/ recreational facilities.  Enforces facilities policies and procedures.  Responds to facility emergencies (accidents, incidents, evacuations, lockdowns, etc.) as part of the team when needed.
• Presents and develops ideas for facility projects and purchases.
• Participates in select capital projects, new construction, renovations, etc., including planning. 
• Oversees assigned facility projects or specialized facility equipment purchases.  Conducts appropriate project or purchase research. 
• Exhausts avenues of resolution before Associate Athletic Director for Facilities Management becomes involved.
• Supervises the daily management of the facilities, including the opening, closing, and weekend operations.
• Implements and enforces facilities and risk management policies and procedures.
• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include a college or university degree in related field or an equivalent combination of education and experience.

Work Experience:

Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

Certifications:

Automated External Defibrillator (AED) Certification - American Red Cross or Other, Cardiopulmonary Resuscitation (CPR) Certification - American Red Cross or Other, Driver's License - Multiple States, First Aid Certification - American Red Cross or Other

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Experience:

• Supervisory experience.
• Experience as an event coordinator.
• Experience with contractual agreements.

 

Preferred Competencies

• Demonstrated capacity to work independently in an organized, detailed manner while maintaining a collaborative team environment.
• Think abstractly and concretely.
• Excellent project management skills.
• Strong computer skills strongly preferred.

 

Working Conditions

• This role will perform many tasks outdoors.
• Work independently for periods of eight (8) hours or more.
• Work a non-traditional workday/week schedule including regular work on the weekends.

 

Applications Documents

• Resume/CV (required)
• Cover Letter (required)
• Three References Contact Information (required)

Job Family

Facilities Management

Role Impact

People Manager

Scheduled Weekly Hours

40

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

Yes

Pay Rate Type

Salary

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FLSA Status

Exempt

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Pay Range

$60,000.00 - $65,000.00

The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

Posting Statement

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

 

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.

 

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.