Assistant Director of Events and Operations

Location
Claremont, California
Posted
Oct 09, 2017
Institution Type
Four-Year Institution

BASIC FUNCTION:

This position is responsible for assisting in the day-to-day operations of the Roberts Pavilion, the new 140,000 square foot Recreation, Athletics, and Events Center located on the campus of Claremont McKenna College (CMC). CMC is a liberal arts college located in Claremont, California. While CMC boasts its own campus, it is a member of a larger seven-College consortium. CMC, along with Harvey Mudd College and Scripps College, comprise Claremont-Mudd-Scripps (CMS) Athletics, which participates in NCAA DIII competitions. This position will be responsible for the management of events within the facility, including but not limited to varsity sports activities, intramural activities, College events, and open recreation events. The Assistant Director is expected to exercise expertise and quality decision making to ensure customer satisfaction. Additionally, this position will help develop the part-time staffing model that will be working within the facility as needed for operations.

DESCRIPTION OF DUTIES AND RESPONSIBILITIES

ESSENTIAL FUNCTIONS:

Reporting to the Director of Recreation & Manager of Roberts Pavilion, performs or works independently/collaboratively to perform the following essential duties and responsibilities:

Facility Operations (45%)

• Acts as the equipment manager including maintenance, reviewing vendor contracts, and purchasing of recreation, club sports, and intramural equipment as needed.

• Recommends process improvements and changes in practices and procedures to increase operating efficiency and expedite workflow.

• Work with the Director of Recreation and Manager of Roberts Pavilion on the implementation of the facility policies and procedures to include facility access, emergency action plans, and standard operating procedures. Responsible for the annual review and update of the facility standard operations procedure.

• Collaborate with Director of Recreation & Manager of Roberts Pavilion to develop emergency procedures, as well as establish, interpret and review athletic/recreational facility safety policies and procedures; maintain certifications, safety records, reports, and effective communication with outside agencies. Will be the lead on safety planning within Roberts Pavilion and sit on the campus safety committee.

• Participate in long-term facility planning and preventative maintenance for Roberts Pavilion.

• Resolve problems in daily operations and determine resolution for escalated incidents.

• Participate in management of maintenance contract and warranty negotiations for facility operations equipment in Roberts Pavilion.

• Will be expected to manage and effectively lead all operations within Roberts Pavilion in the absence of the Director and Recreation and Manager of Roberts Pavilion.

Event Coordination (40%)

• Responsible for athletic contest setup and breakdown including game day components such as managing visiting teams on site, managing game day officials, and executing specific facility setup styles for each various contest. Will serve as the primary game manager for assigned sports.

• Ensure all events within Roberts Pavilion are conducted in a manner that supports the mission and goals of the College and the facility, placing a high priority on customer service and creating an engagement and enjoyable game day experience for all guests.

• Collaborate with Club Sports and Intramurals, manage contest setup and breakdown.

• Manage the scheduling, setup, and breakdown of special, non-athletic events under the guidance of the Director of Recreation & Manager of Roberts Pavilion.

• Collaborate with Recreation and Athletics to development plans for unique recreational event opportunities for CMC and community.

• In conjunction with the Director of Recreation & Manager of Roberts Pavilion provide management and oversight of the infrastructure and organization of the Roberts Pavilion events team. This includes, but is not limited to, supporting event volunteers, organizing and attending meetings, logistical support, and administrative support.

• Work with the other groups and professionals within The Claremont Colleges on collaborative projects, joint activities, and future planning.

Staff Management (15%)

• Develop and implement facility and departmental orientation program for new part-time events and front desk staff.

• Supervise and direct students in all event setup at Roberts Pavilion including varsity, club sports, and intramural events.

• Mentors staff members and assists with difficult and or unusual assignments or situations.

• Plans, assigns and evaluates staff work, and creates objectives and goals for staff to lead them to a higher understanding of the Sports Management industry.

• Oversee the recruitment process and manage the payroll and budget for all part time event managers and facilities staff. Makes recommendations to develop or modify budget pieces accordingly.

• Develop and implement new hire training for Roberts Pavilion staff, manage the schedule, supervise, evaluate and approve timecards for all part-time event managers.

• Assist the Director of Recreation in the development of part time employee staffing model to be implemented for all facility areas including front desk, fitness center, and weight room.

Performs other essential duties and tasks as required by the College.

QUALIFICATIONS

EDUCATION:

• Bachelor’s degree in Sports Management, Kinesiology, Recreation or related field is required.

• Master’s Degree in a related field is a plus.

EXPERIENCE:

• 3-5 years of Facility Management, Events, and Operations experience with increasing responsibility in Facility and Staff Supervision.

• Experience working on a college campus with or reporting to an Athletic Department is preferred.

LICENSES:

A valid Non Commercial Class driver’s license is required. May be required to transport staff, game day officials, or complete other job related work off campus.

PHYSICAL REQUIREMENTS:

Ability to exert physical effort, including the ability to lift a minimum of 30 lbs., bending, squatting, reaching, or being on feet for long periods of time.

REQUIRED KNOWLEDGE, SKILLS, and ABILITIES: Individual must possess knowledge, skills, and ability to be able to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of knowledge skills and abilities.

• Follow all written and verbal instructions, asking questions as needed for clarification of projects/tasks/duties/assignments.

• Operate computers with basic Microsoft Office software (such as Word, Excel, Outlook, PowerPoint) and associated professional software such as EMS, Lenel, or Fusion. Demonstrate understanding of the use of technology/devices/equipment in assessing and improving facility operations systems and processes to achieve annual goals and maintain confidentiality.

• Handle all activities and often confidential information with patience, discretion, good judgment, courtesy and tact while working with people from a wide variety of backgrounds.

• Prioritize and perform multiple projects/tasks, meet deadlines/timelines, respond to others in a timely manner, and work both independently and as a collaborative member of the College with a high standard of integrity and ethics, in support of the College’s strategic vision and the division’s/department’s annual goals.

• Use exceptional organizational and time management skills to complete work with accuracy and a keen attention to detail.

• Deploy professional skills in collaboration with colleagues, to best promote the College’s strategic interests.

• Demonstrate effective, accurate and clear communication with excellent verbal, written, interpersonal, reading, and leadership skills to supervise, facilitate, motivate and inspire a highly diverse group of employees.

• Collaborate effectively with employees, parents, students, alumni, volunteers, community partners, and stakeholders and needed.

TERMS

REQUIRED HOURS: The regular hours for this full time position are 8:00 a.m. to 5:00 p.m., Monday – Friday. Holiday, weekend and evening work hours will be required. Some travel may be required. Regular hours will vary due to needs of Roberts Pavilion or the College. This is a 12 month position.

TRAINING REQUIREMENT:

AB1825 Harassment Prevention Training

CLASSIFICATION AND STATUS:

This is an exempt position.

This is a full-time position.

This is a benefits-eligible position.

IPEDS Category Job Code: Other Professionals

GROOMING AND APPEARANCE: The Claremont Colleges seek to maintain a neat and professional image at all times.

BACKGROUND CHECK: The successful candidate will be required to undergo a full consumer background check. Certain positions will require the successful completion of a post-offer physical agility test. Employment is contingent on the satisfactory results of the aforementioned, in addition to compliance with requirements cited in this job description.

ADA/OSHA: This job description defines the essential or fundamental job duties of this position. It is assumed that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title 1 of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA).

DISCLAIMER: This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position. When duties and responsibilities change and develop, the College will review this job description and make changes of business necessity.

Claremont McKenna College hires and promotes individuals on the basis of their qualifications, consistent with applicable state and federal laws, without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, breastfeeding or related medical condition, national origin, ancestry, citizenship, age, marital status, physical disability, mental disability, medical condition, genetic characteristic or information, military and veteran status, or any other characteristic protected by state or federal law.  Inquiries may be directed to the Director for Human Resources, 528 N. Mills Avenue, Claremont, California 91711-4015, (909) 621-8490.  All applicants must complete and submit an online application to be considered for an open position.

Employment is contingent upon new employee providing documents verifying U.S. citizenship or, for aliens, documents verifying legal permission to work in the United States, applicant's acceptability for positions requiring use of a college vehicle is contingent upon a driving record acceptable to the College's automobile liability insurance. Promotion from within is encouraged whenever qualified employees of Claremont McKenna College are available. Interested employees of the College are urged to contact the Director of Human Resources if qualified for any open position. Please do not contact departments directly.