Associate Director, Facilities & Event Operations-University Student Centers

Job no: 501501

College / VP Area:Vice President for Student Life

Work type: Staff

Location: Newark

Categories: Full Time, Conference and Event Services

Salary Structure (https://www.udel.edu/faculty-staff/human-resources/total-rewards/compensation/salary-structure/)

PAY GRADE: 31E

CONTEXT OF THE JOB:

The University Student Centers (USC) cultivate a vibrant, inclusive, community in which students learn and thrive at the University of Delaware. As part of the Division of Student Life, the Trabant University Center and the Perkins Student Center serve as the social and educational epicenters for the campus, providing vibrant and intentionally planned engagement opportunities that support USCs’ learning outcomes, but also those of the Division of Student Life and the overall educational aims of UD, as articulated by the General Education purposes and objectives. The USC team affords every student a path to contribute to the campus community and heighten their sense of belonging through on-campus employment opportunities, nationally recognized leadership development programs, over 400 Registered Student Organizations (RSOs) and dynamic and engaging campus events and traditions. The unique cross-functional nature of the department, which includes facilities, events, student organizations, and leadership programs, necessitates that each professional staff member pursues cross-unit collaborations and partnerships, as well as assumes some cross-functional duties and roles, such opening/closing the facility based on event coverage; rotating evening-duty, serving as an advisor to RSOs, and providing programmatic support for department and divisional events. Collectively and through collaboration, USC team members play a critical role in actualizing the Division of Student Life mission and vision.

Under the general direction of the Sr Assoc Director, the Associate Director for Facilities & Event Operations is responsible for the management of the two USC facilities, Perkins Student Center and Trabant University Center, totaling 261,000 square feet, 12,000+ annual reservations, welcoming more than 2.7 million visitors, and operating 7 days / week and 17 hours each weekday. The centers hosts university administrators, government officials, faculty, staff, students, and alumni and corporate representatives for more than 7100 annual events. In addition to the University Student Center offices, several university departments are also located within, including Aramark retail food vendors, Orientation & Transition Programs, Veteran & Military Connected Student Services, PNC Bank, Lerner Hospitality & Business Management/Vita Nova Restaurant, Package Center, Fraternity and Sorority Leadership & Learning, the Center for Intercultural Engagement, and Student Diversity & Inclusion.

The Associate Director develops strategic, collaborative partnerships with other university departments in Student Life, Facilities, Real Estate, Auxiliary Services (FREAS), Public Safety, Risk Management, Purchasing / Accounting / Business, Aramark Dining Services, Environmental Health and Safety, Conference Services, Media Services, Information Technology, and Registrar’s Office in the delivery of excellent services and programs. The position also coordinates with faculty from Sports Management, Arts and Sciences, and Computer Science majors and minors as they relate to the Esports Arena.

MAJOR RESPONSIBILITIES:

• Develop, direct and implement policies, procedures and systems to ensure the efficient, safe and profitable operation and management of the University Student Centers. This includes coordinating emergency procedures and practices for facility offices and patrons and conducting emergency/evacuation drills.

• Establish performance standards, training, and supervision for six professional staff and ensure each staff member is well prepared to provide excellent customer experience to the campus community. This position also establishes performance standards for 70+ student staff and develops a training curriculum to ensure that student staff develop leadership skills and competencies for post-graduate success.

• Serve on the Senior Leadership Team of the University Student Centers, assuming key roles in department decision-making through a participative leadership approach in meeting the mission and goals of the department.

• As part of the cross-functional nature of this department, the Associate Director not only handles the event and facility-related matters associated with USC, but also serves as an advisor to student organizations and supports colleagues in the development and implementation of large-scale programs and events.

• Ensure that all center-based functions and scheduled events run smoothly. This includes set-up / room configurations, technology needs, and catering specifications.

• Design, establish, and maintain structure and appropriate staffing to effectively accomplish the goals of the unit; recruit, employ, train, supervise, and evaluate professional and student staff. Develop and provide opportunities for staff to engage in professional development.

• Maintain and oversee the student office space suite located within the lower level of the Student Center to assign and track usage and ensure that RSOs are adhering to the Student Center policies and procedures while the offices are in use. Lead a committee and develop a rubric to review RSO space applications and allocation.

• Administer $80,000 operational budget, including student staff wages totaling $210,000 Oversee the counting, recording, and depositing of revenue of the various USC cash areas as well as submitting cash transmittals. Prepare and deposit monies from sales, solicitations, and program events sponsored by patrons, registered student organizations, chartered Greek organizations, and third-party vendors.

• Direct the inventory, cost analysis, and procurement process for repairs of facility equipment and furniture. Serve as on-site contact for facility emergencies, work-orders and renovations, and assist in the development of short and long-range strategies for capital projects and large-scale renovations to enhance student engagement.

• Implement assessment and data collection initiatives to assess customer satisfaction and utilization of services and modify event staffing models as needed to ensure success.

• Coordinate with the Student Involvement Office to ensure proper and safe use of facilities as well as cooperate with University of Delaware offices and third-party vendors during major and minor events and programs.

• Coordinate and collaborate with Facilities, Real Estate and Auxiliary Services ( FREAS) in relation to scheduled events, set-ups, and facility maintenance and renovation needs and schedules.

• Develop and maintain a strong partnership with Environmental Health and Safety to ensure compliance with university safety standards, policies & procedures, crowd management, and CPR/AED trainer certification.

• Maintain and oversee the Hen Zone game room and Esports Arena including use of management software, updating/replacing equipment as needed, purchasing and inventory of games, and ensuring gaming consoles and licenses are up to date and installed.

• Seek student feedback to inform decisions, maximize engagement and ensure that USCs are welcoming and supports creativity, innovation and responds to the changing needs of students, RSOs and the student programming board.

• Ensure compliance with university financial, facilities, and risk management policies and procedures.

• Support the work and mission of the Division of Student Life through committees, task forces and special assignments.

• Serve on-call for evening events as part of rotational team to support student staff and provide a new lens and perspective about students, events and programs to inform training programs and services.

• Write reports, provide research, and fulfill other projects assigned by the Director.

QUALIFICATIONS:

• Master’s Degree in higher education, student personnel, counseling, or organizational management and at least three years of related experience in a college union/facility management or similar experience within a diverse and inclusive student-oriented environment required.

• Extensive knowledge in customer experience, conferencing, retail sales, marketing/branding, budget development and oversight.

• Effective leadership skills with experience supervising employees, contract negotiation, facility renovations and event management.

• Ability to understand and apply student development theory and learning outcomes.

• Excellent time management, long range planning, mediation, and written and verbal communication skills.

• Ability to work effectively with a wide range of constituencies in a diverse community and rapidly changing technical environment.

• Commitment to fostering a workplace culture of belonging, where diversity is celebrated, and equity is a core value.

• Proficient with computer-based communications.

• Knowledge of principles and procedures of organizational structure, workflow, and operating procedures, financial/business analyst techniques, student support programs and services.

• Knowledge of emergency preparedness and response protocols and procedures and ability to react calmly and effectively in emergency situations.

• Knowledge of crisis intervention techniques, assessment and referral skills.

• Ability to supervise and train student employees, to include organizing, prioritizing, and scheduling work assignments.

• Ability to provide training and educational growth for the development of student and full-time employees.

• Ability to communicate effectively, both orally and in writing.

• Technical knowledge in sound, lighting, staging and audio/visual technology integration.

• Ability to use advanced techniques in spreadsheet, word processing, database, and presentation software.

• Knowledgeable of University of Delaware policies and procedures preferred.

• Experience in event planning.

• Demonstrated understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures, and backgrounds.

• Committed to fostering a workplace culture of belonging, where diversity is celebrated, and equity is a core value.

Notice of Non-Discrimination, Equal Opportunity and Affirmative Action

The University of Delaware does not discriminate against any person on the basis of race, color, national origin, sex, gender identity or expression, sexual orientation, genetic information, marital status, disability, religion, age, veteran status or any other characteristic protected by applicable law in its employment, educational programs and activities, admissions policies, and scholarship and loan programs as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and University policies. The University of Delaware also prohibits unlawful harassment including sexual harassment and sexual violence.

Applications close: