| Detailed Description: |
Duties and Responsibilities:
Personnel Management:
- Responsible for the recruitment, training, professional development and evaluation of direct reports.
- Maintain personnel records of all full-time staff members in Workday.
- Hold weekly meetings with full-time operational staff and student leaders to forecast needs for week ahead, review previous week, disseminate important information, etc.
- Provide back-up support to student staff members when Assistant Directors are unavailable.
- Determine optimum staffing levels and organizational structure to ensure that the facilities operate in a coordinated, efficient and safe manner. at or below budgeted labor expense levels, optimizing available Federal Work Study allocations, utilizing dynamic scheduling based on business needs.
- Ensures ongoing staff development opportunities are created, implemented and assessed for student employees.
- Oversee the development of professional staff and student employee training and development program that includes new employee orientation and team-building activities.
- Assists in the hiring, training and evaluation of student workers.
- Assists in the coordination, implementation of semi-annual student staff training day.
- Role models positive personal leadership and management skills in interactions with students and full time staff.
- Ensure proper administration of personnel policies and procedures.
- Ensure department adherence to conducting full-time staff’s annual formal performance appraisals and student assistant reviews once/semester.
Leadership/Client Support/Customer Service:
- Develop and maintain a pro-active program to welcome and offer customer service to all who enter the UC/SLP.
- Create and execute events with identified objectives such as revenue generation or participation in activities that align with the “Thriving Student” model or similar divisional learning outcomes.
- Lead the effort to Imagine and enable ways for students, staff and guests to have positive memories of time spent in the UC/SLP via an engaging environment, joyful experiences, and/or productive meeting/study/work activities.
- Proactively create interesting and evolving experiences to create a sense of community and enthusiasm to be in and around the University Center. Those experiences should draw people to the University Center as a destination, a highlight of being on the USD campus.
- Work collaboratively with department leaders in the development of building hours, special programs, and facilities operations of shared spaces to ensure clean, friendly, safe environment that meets the needs of our campus community, and is compliant with local, state and national laws and ordinances.
- Provide leadership and support to the Assistant Directors of University Centers and Manager of Scheduling and Events regarding their work in collaboration with the Director of Hospitality Services to identify creative ways to increase room rentals and revenue generation including assisting in the development of marketing programs to stimulate use of the conference and meeting space by off-campus clients.
- Articulate and communicate the vision and mission of the Hahn University Center and Student Life Pavilion. Perform a visionary and creative role in defining, building, and strengthening University Centers services and infrastructure. Initiate and develop collaborative partnership with campus departments to advance the mission of the UC/SLP.
- Provide strategic planning and protocol development. Lead staff in the development of long-range plans and annual goals. Monitor progress toward the accomplishment of goals.
- Develop a systematic program to assess customers' satisfaction with cleanliness and facility operations including scheduling, conference and event services, to include a post event follow up plan.
- Ensure annual training of all staff on the Culture of Care philosophy. Encourage positive practices in alignment with philosophy, and hold staff accountable for an excellent level of service.
- Provide leadership for event management protocol within the building. As is appropriate, collaborate with Auxiliary leadership, Facilities management, Risk management, the Environmental Health and Safety Office, the office of Mobility and University Scheduling, UC/SLP clientele and staff, program advisors, dining service personnel, public safety, and other university officials in conjunction with various events held in the building to ensure proper event management, ticket and crowd control, and general safety and compliance with University policies.
- Work collaboratively with the Director of University Mobility and Scheduling to coordinate protocol for the University Center Scheduling office.
- Develop and maintain a number of facility resources such as an in-house digital display, poster rails, bulletin boards, and a kiosk to promote the services and programs of the University. Develop a system to provide student organizations and campus departments access to these advertising resources.
- Ensure regular communication and coordination of activities among University Centers occupying departments and Student Affairs’ departments.
Facility Management:
- Monitor building environment to ensure comfort of guests.
- Develop and maintain processes and procedures to notify and update building occupants regarding planned or unplanned facilities issues which may impact their environment or access.
- Determine facility operating hours collaboratively with Auxiliary Services based on customer needs and academic calendar.
- Oversee key distribution for Student Affairs managed spaces of the UC/SLP. Provide security and access entry systems and develop procedures to provide for public safety.
- Develop short and long -range plans for ongoing maintenance and repair needs, including furniture and technology needs. This should include monitoring of the audio-visual systems to document their operating efficiency (and if not to submit specific recommendations of what is needed to be efficient). To make sure we are offering technology that is current and comparable to competitive venues, with comprehensive training programs in place for the proper care and use of the equipment.
- Make recommendations for facility improvements to the Senior Director of Student Affairs Facilities.
- Ensure management of facility minimizes risk to employees and guests, address safety hazards as they arise, and ensure staff and program managers are aware of fire codes as necessary. Identify, train and connect semi-annually with building occupants named as leads for evacuations and emergency situations. Develop facility occupants information on emergency response procedures and conduct emergency response drills. Develop contingency plans should some, or all, of the building access or infrastructure go off-line.
- Maintain contact with Facilities Management, Risk Management, Environment, Health, and Safety and other campus departments to ensure that the facilities are inspected routinely, all applicable building, fire, safety, and health codes are observed, and needed corrective actions are taken.
- Manage facility emergencies response during the day, and serve on rotational duty schedule with Assistant Directors of University Centers to cover hours when professional staff members are not in the building.
- Make daily rounds of the building, checking in with residents and guests of the facility, address needs as brought to your attention. Provide a system for facility occupants to submit custodial work order requests to department.
- Maintain the inventory management program for furnishing, equipment, and other assets including an annual physical verification of accuracy. Annually evaluate and regularly maintain the building security system to prevent loss.
- Determine the types of conference and meeting services (e.g., scheduling, audio/visual, staging, event set-up) offered by the department.
- Work with Facilities Maintenance staff to address building’s maintenance needs timely. Establish a preventative maintenance program for building systems and equipment, including mechanical, electrical, plumbing, alarm, telecommunications, and heating and cooling systems.
- Work in collaboration with Auxiliary Services to develop common custodial standards, cleaning schedule, ways to increase efficiency and share resources regarding the cleanliness of the facilities. Establish organizational structure and standards to ensure the interior and exterior, including the grounds, of the facilities are attractive, clean, fully operational, well maintained, and comply with fire, safety, building, and health codes and laws.
- Work in collaboration with Auxiliary Services to develop environmentally responsible event practices in the building.
- Work with Facilities Management, Office of Sustainability, and other on and off campus resources to continue to enhance the sustainability efforts in the facilities of the building. Establish energy management program and upgrade equipment and technology as needed to operate facilities in an energy efficient manner.
Business Management:
- Responsible for the fiscal oversight, vision and administration for the Hahn University Center and the University Center Ticket Office.
- In collaboration with the Senior Director of Student Affairs Facilities and Business Director for Student Affairs and Auxiliary Services, develop annual budget for the University Center Operations and Ticket Office. Lead staff in the development of new sources of revenue and cost-savings measures.
- Develop innovative plans to seek revenue sources and achieve revenue generation expectations in alignment with campus and facility missions and priorities.
- Establish staffing, organizational structure, fiscal procedures and budget controls to assure sound business practice and prudent purchasing, accounting, and cash handling management by University Center Operations and Ticket Office.
- Conduct market research to ensure a bi-annual benchmark is completed of room rental and associated fees with comparable sites in the San Diego area to maintain a competitive edge.
- Develop and implement appropriate business practices for revenue generation (including a sales and marketing plan, contract annual review of terms, accurate invoice generation, timely billing, budget reconciliation, etc.) aligned with USD protocols, and in conjunction with the Business Director for Student Affairs and Auxiliary Ser vices.
- Develop strategies to identify all aspects of client needs for each scheduled event within the facility (audio, technology, furniture arrangement, parking, public safety, etc.).
- Implement strategies for continuous quality monitoring and improvement.
- Keep informed of best practices, creative revenue generation strategies for student unions, etc. through ACUI conference involvement, as well as literature.
- Ensure internal protocols and practices are adhered to, consulting supervisor when questions arise.
- Make recommendations on University Center/Student Life Pavilion Operation protocols and procedures to the Auxiliary Leadership Team as necessary.
- Develop a plan to manage institutional reputation risks that may be a challenge with high-profile speakers or events, including when and how to consult with upper administration, campus partners and institutional legal counsel.
- Support students’ academic success by partnering with IT and Telecommunications to have wireless internet access in all public areas, meeting and office spaces.
- Provide an information desk service function at the Hahn University Center and Student Life Pavilion to assist visitors and facility occupants.
- Develop and Maintain relationships with agencies and third-party vendors.
Auxiliary and Student Affairs Duties:
- Ensure annual benchmarking is completed to provide accurate and repeatable statistics demonstrating how the UC/SLP Operations department supports the goals of Auxiliary Services and the Student Affairs Division.
- Serve on committees as requested.
- Participate in staff meetings.
- Actively contribute to the achievement of departmental, area, division, and university strategic plan and goals.
- Other duties as assigned.
Special Conditions of Employment:
May be required to work some nights and weekends in support of major university or facility events. Will serve in “on duty” capacity with Assistant Directors of University Centers to respond to emergencies after hours.
Effective June 1, 2023, based on CDC guidance, the University strongly encourages all campus members to stay up to date with Influenza and COVID-19 vaccination recommendations. For more regarding information USD's COVID-19 protocols, please visit 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:
- Masters’ degree in business, student affairs/student development, education administration or other related area. A Bachelor's degree and one additional year of work experience would substitute for the Master's degree, at the rate of one year of work experience is equivalent to two years of education.
- Five years of increasing responsibility and leadership positions in student unions or a closely related field (residential life, student activities) required.
- Experience, skills, and knowledge of facilities management, including operations, custodial services, maintenance, and conference management required
- 3 years’ experience supervising professional and non-professional staff required.
Performance Expectations - Knowledge, Skills and Abilities:
- Demonstrated experience developing and funding a variety of events, such as movies, concerts, and game rooms, which enhance campus life and build a sense of community on campus.
- Successful experience forming collaborative partnerships with departments in Student Affairs, Auxiliary Services, Academic Affairs, and other campus partners in order to offer new programs and services.
- Understanding of the trends in student unions and programs, providing new and innovative experiences for our students and guests.
- Proven successful experience with management systems and budgeting.
- Strong demonstrated leadership skills, having a broad vision of the future of the organization and sensitivity to the values and expectations of all constituents.
- Strong management, analytical and organizational skills. Strategic thinker and planner with strong problem solving skills and effective decision making skills.
- Experience working with student organizations, including student center advisory boards and student governments, and knowledge of student development theories and concepts. Knowledge of characteristics, lifestyles and interests of college students, in particular commuter students.
- Experience responding in a calm and organized manner to a variety of emergency situations.
- Ability to initiate, coordinate, oversee and complete various projects with minimal supervision.
- Understanding of, and ability to commit to the mission of a Catholic institution to ensure program alignment.
- Experience working with and serving a diverse community.
- Possess excellent human relations skills: ability to work with various University constituents including parents, students, trustees, administrators and staff employees, vendors; conflict resolution, decision-making and implementation skills.
- Strong organizational techniques: ability to remain calm under pressure and be able to multi-task in a fast-paced environment.
- Excellent skills in the use of specific equipment and tools as identified below.
- Understanding of building systems and controls (HVAC, lighting, AV).
|
