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Director of University Mobility and Scheduling

Apply now Posting #: 3947
Position Status: Full-time regular
Location: San Diego
Position Type: Administrator, Public Safety

Position Title & Department:

 Director of University Mobility and Scheduling; Public Safety
Posting #

3947

Department Description:

The Department of Public Safety supports the mission and goals of the University of San Diego by providing a full range of crime prevention and crime control services to contribute to the safety and security of the campus community. Our Public Safety Officers are responsible for a wide range of activities, including developing crime prevention programs, taking crime and accident reports, initiating investigations, responding to medical and fire emergencies, providing traffic control, and enforcing certain local and state laws, as well as rules developed by the University to address campus-related concerns.

University Description:

The University of San Diego, a contemporary and engaged Roman Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity’s urgent challenges.

Detailed Description:

Campus Community Mobility

Creates strategic plan, policies and procedures necessary to implementing the campus mobility plan. Provides direction to the Parking Services Assistant Director in short- and long-range planning of operations and managing a revenue expectation established by the Finance Department.  Work directly with vice presidents, campus departments, faculty and students to plan, and execute parking for events. Oversight and collaborate with the Parking Services Assistant Director and Parking Committee to advance campus initiatives.

Provides administrative, supervisory, and technical coordination in the organization, management and operation of University tram services. Responsible for planning, scheduling, assigning, reviewing, monitoring, and coordinating the work operations of the tram system to ensure maximum customer service, safety and efficiency in its performance. Ensures compliance with University and government standards. Establishes and monitors compliance with the Department of Transportation, California Highway Patrol, and Federal Motor Carrier Safety Administration requirements for all campus driver programs including those of Athletics and Outdoor Adventures. Develops, implements and maintains policies and procedures for tram services operations and driver compliance. Supervise, provide for driver training, set schedules, expectations, and guidelines for tram drivers according to department policy and procedures, state and federal regulations.  Ensure all trams receive regularly scheduled maintenance and follow up with transportation service department to ensure each tram is repaired and maintained in a condition to provide optimal operation for the safety of passengers.

Scheduling

Responsible for ensuring alignment of campus events with the university mission and its strategic focus. This includes the management and coordinating oversight of university-wide parking operation, facility scheduling, including all academic and event activities (internal and external).  Represents the university on community and/or campus committees to ensure positive public relations with community interest groups, campus customers and visitors. Leads the development of policies and protocols relating to the event use of campus facilities with a special focus on strategic space planning, pricing, and an individual building’s mission. Ensures a balanced approach to make the best use of campus facilities, with emphasis on university policy of priority scheduling for academic and student groups. Works proactively to prevent potential issues with scheduling in a wide spectrum of venues. Authorized to determine best use of event spaces when requested by multiple or competing interests to ensure mission-centric use, customer satisfaction and appropriate deployment of university services (e.g. Public Safety, Dining Services, Facilities, etc.). Acts as a clearinghouse and final approval of events in conjunction with building managers, individual schedulers, and service providers. Works with the vice presidents to analyze yearly space usage trends and projects university facility and program needs. 

Duties and Responsibilities:

Campus Mobility

  • Oversee Parking Services operations, service programs, personnel administration and fiscal management.
  • Direct and coordinate with the Parking Services Assistant Director to:
    • Develop and disseminate information to campus and other constituencies to promote special internal or external events.
    • Develop, implement and maintain benchmark and other performance-metrics data regarding parking programming to support accurate analysis of the utilization, economic and environmental impact efficiencies gained or lost because of program adjustments.
    • Collaborate with the Director of Sustainability regarding strategic planning for general university mobility programming designed to support the attainment of the university’s goals for reduced greenhouse gas emissions.
  • Ultimate responsibility for the resolution of Parking Services customer complaints, including interpretation of Parking Services policies, rules and regulations.
  • Champion organizational efforts to increase net revenue, increase customer satisfaction, improve internal business processes and improve the work environment for Parking Services Department.
  • Collaboration with the Facilities Management for cyclical updates of the university parking plan; and those elements of the campus Master Plan that relate to parking and infrastructure and programming.
  • Manage daily tram fleet operations by working with the Tram Services Coordinator to plan transportation services for all tram routes, both long and short term.
  • Coordinate, develop, implement and supervise transportation scheduling methods, including route development for regular and special event transportation.
  • Identify opportunities to increase service levels and implement best practices to enhance quality of service.
  • Work with the Coordinator to schedule drivers for daily and special event tram routes to ensure enough coverage; considering activities for time of year, i.e. intersession, campus and national holidays, large events, regular semester and special events, driver time-off; adjust scheduling to meet demands and ensure drivers are compliant with hours of service limitations.
  • Ensure compliance with all federal, state, local laws and University standard.
  • Establish, monitor and maintain compliance to Department of Transportation (DOT), Federal Motor Carrier Safety Administration (FMCSA) and California Highway Patrol (CHP) requirements.
  • Set-up, review and maintain files for all records required to support compliance requirements.
  • Responsible for management and compliance oversight of driver qualification files and the associated content of those files.
  • Provide recordkeeping and monitoring of driver compliant hours of service; management and compliance oversight of Drug and Alcohol testing, management and compliance oversight of completed driver vehicle inspection reports (DVIR) and annual inspections, planned maintenance and other processes associated with vehicle condition, and management and compliance oversight of accident monitoring.
  • Establish a clear and reliable channel of communication between Tram Services, Athletics, and Outdoor Adventures for all their driver qualification files and ensure all documentation is received and maintained for compliance audit.
  • Provide direction, development, coaching and leadership of Tram Services Coordinator and drivers.
  • Evaluate work performance and counsel as necessary.
  • Regulate activities of staff providing necessary guidance and support to maintain a high degree of professionalism and customer service to the University community, guests and visitors.
  • Manage Tram Services customer relations.
  • Establish and maintain an effective working relationship with customers.
  • Provide assistance as needed to the public, answer questions and handle concerns as they arise.
  • Ensure that customer needs are being met by staff in a timely, professional manner.
  • Coordinate with other departments as needed to provide customer service. Evaluate and resolve customer concerns.
  • Keep administration informed of customer issues, suggestions or requests.
  • Offer suggestions to improve the operations of the department.
  • Maintain up-to-date field communications regarding the shuttle service via two-way shuttle radio system; coordinate the placement of notifications and flyers at shuttle stops, inside of shuttle vehicles, as well as other appropriate locations and with other means of communication to the University community.

Mission Alignment, Policy and Planning 

  • Develop formal policies, standards, procedures and rules relating to Campus Mobility, Campus Scheduling, pricing of events and resources, priorities of event types, etc
    • Lead a university-wide effort to develop, implement and update well-defined, clear and unambiguous set of policies, standards, procedures and rules, governing the University of San Diego’s special event management, parking and scheduling, including the development of standardized pricing models for event space, resource fees, parking permit increases etc.  This task requires coordination with event managers, directors, and schedulers and close coordination with appropriate USD leaders on the VP level.
    • Coordinate the ongoing training and education for all relevant managers, schedulers, directors, etc.
    • Lead and coordinate the process to vet, accept, or reject any proposed changes.  Should significant changes occur, the Director will coordinate the necessary training and education to all relevant managers, schedulers, directors, etc.
  • Guide schedulers and building managers and supervisors in the development and implementation of coordinated the organization’s business plan, purpose statement, goals and objectives.
  • Evaluate requests for use of space at the University of San Diego to ensure the promotion of the university’s mission.
    • Assess requests from external organizations for conformity with university values and make recommendations to the vice president for University Operations (e.g. event programs, guest speakers, etc.).
    • Ensure that the university’s policies and protocols are communicated through the schedulers to each event’s sponsor.
    • Promote adherence to university risk management requirements by all venues.
  • Determine best use of event spaces requested by multiple or competing interests to ensure mission-centric use, customer satisfaction and appropriate deployment of other university services (e.g. Public Safety, Dining Services, Facilities, etc.).
  • Ensure that scheduling priorities reflect university curricular and co-curricular priorities and do not cause undue stress on university resources.
  • Chair University Scheduling Work Group and Event Detail meeting to optimize planning, coordination, and communication.
  • Convene University Scheduling Council to optimize planning, coordination, and communication.
  • Operate within an environment which promotes the university’s educational mission, strategic objectives, open communication, mutual respect and consideration, and customer service.

Scheduling                                                                                                             

  • Serve as event clearinghouse with responsibilities for facilitation, coordination, and communication among university staff and internal and external clients.
    • Develop and maintain online request form and routing rules;
    • Manage online requests for room/space reservations;
    • Set priorities among competing interests and arbitrate conflicting requests for space use;
    • Standardize scheduling nomenclature and protocols for building managers and their clients (e.g. event titles, descriptions, procedures, planning checklists, campus notifications, etc.);
    • Communicate and coordinate scheduled event details with building managers or event planners;
    • Track space utilization.
  • Work in concert with the associate deans to maintain the academic scheduling timeline including call for classes; input and verification; publish dates; and handoff of academic spaces to event scheduling.
  • Serve as liaison to internal and external groups whose requests for use of university space are declined.
  • Manage university master calendar. Track all scheduled events.
  • Serve as scheduling liaison to the university’s Space Committee.
  • Supervise access and use of EMS.
    • Maintain and improve EMS related information and data.  Oversee the review, editing, approval of all data input into the EMS systems by members of the university community for consistency and adherence to university scheduling policies, the university mission and values.
    • Oversee the review and modification of all invoice/cost-related content held within EMS.  Coordinate any necessary changes to custom invoicing if necessary. Coordinate the development of new custom invoices if required and approved and ensure they are tested and placed into the EMS production environment.
    • Provide direction to the Applications Specialist to update “Dates to Remember” within the EMS system (e.g. “Religious Holidays Dates to Remember” are reviewed with the Chair of Theology and Religious Studies; Academic Schedule Dates to Remember are reviewed with the Associate Provost.)
    • Implement procedures to ensure monthly EMS user group meetings are scheduled to optimize communication and training.
    • Oversight of the Applications Specialist to act as the central point of contact for EMS training and troubleshooting for event schedulers.

Special Conditions of Employment:

The University of San Diego is requiring all employees to follow our Covid-19 vaccine requirement process. https://www.sandiego.edu/onward/ 

Background check:  Successful completion of a pre-employment background check.

Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes. 

Job Requirements:

Minimum Qualifications:

  • BA/BS degree (in business administration, communications, English, or relevant area preferred), or minimum of five years’ equivalent work experience
  • Five years’ administrative experience, including two years in university administration, project management, supervision or related
  • Five years of transit and/or parking experience in a supervisory capacity
  • One-year experience working with campus scheduling software or related software
  • Demonstrated skills in budget management, change management, leadership and planning. Proven ability to effectively interface with a wide range of constituencies, including executive management team, maintaining strict confidentiality of sensitive information
  • Experience working in a mission driven organization

Preferred Qualifications:

  • Understanding of EMS program
  • Experience in event management
  • Experience managing a major change to university parking, mobility, and/or special event scheduling
  • Experience with Parking Services database systems

Performance Expectations: Knowledge, Skills & Abilities

  • Knowledge of EMS system
  • Excellent communication skills. Strong oral and written command of the English language including grammar, spelling, punctuation, formats, proofreading and syntax.
  • Strong computer skills, with proven ability to work with MS Office Suite (Word, Access, Excel).
  • Excellent organizational and time management skills, with the initiative and ability to meet deadlines and prioritize tasks.
  • Excellent conflict resolution, decision-making, and implementation skills.
  • Strong interpersonal skills and professional personal presentation ability.
  • Maintains strict confidentiality of sensitive information.
  • Ability to initiate, coordinate, oversee, and complete various projects with minimal supervision.
  • Ability to assume responsibility, problem-solve, and exercise independent judgment when making decisions.
  • Excellent human relations skills and the ability to work with various university constituents; communicate with clarity; and maintain an attitude that conveys respect, cooperation, honesty, and resourcefulness.
  • Experience working in a culturally diverse workforce and community.
  • Ability to supervise, train, and motivate employees.
  • Accuracy and knowledge of accounting and budgetary procedures; ability to manage resources.
  • Ability to become familiar with university history, departments, fiscal procedures, and personnel policies.
  • Knowledge of tram services operations, policies and procedures.
  • Knowledge of Department of Transportation (DOT), Federal Motor Vehicle Safety Standards (FMVSS), California Highway Patrol (CHP) and Individuals with Disabilities Education Act (IDEA) regulations.
  • Ability to maintain accurate records and logs of daily operations, tram assignments, route coverage, activity coverage, etc.
Posting Salary:

Commensurate with experience; Excellent Benefits 

The University of San Diego offers a very competitive benefits package, to include medical, dental, vision, a retirement contribution given to you by the University (with three year vesting period), and access to on-campus Fitness Centers.  Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer.  USD: Human Resources: Benefits

Special Application Instructions:

Click Apply Now to complete our online application. In addition, please upload a cover letter and resume to your application profile for the hiring managers’ review.  If you have any questions or difficulties please contact the Employment Services Team at 619-260-6806, or email us at jobs@sandiego.edu

Additional Details:

Hours: 40 hours per week

Closing date: Open until filled

Note: External job postings will be up for at least five days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.

The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.

The University of San Diego is a smoking and tobacco-free campus. For more information, visit www.sandiego.edu/smokefree.

Advertised: Pacific Daylight Time
Applications close:

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In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Clery Act, the University of San Diego publishes a combined Annual Security and Fire Safety Report for review. This report includes institutional policies concerning: campus security; procedures for reporting crime, fire, and other emergencies; emergency response and evacuation procedures; sexual misconduct and relationship violence reporting and response standards and protocols; alcohol and drug policies; and statistics for the previous three years concerning reported crimes that occurred within the institutions Clery reportable geography. Individuals may request a print copy of the report at the University of San Diego Department of Public Safety, located in the Hughes Administration Center, Room 150.