Job Description

POSITION SUMMARY:

The Assistant Director, Support Services provides leadership, direction, and strategic planning for the support services team. The Assistant Director oversees inventory, manages office furniture moves during renovations, coordinates all movement and purchasing of dorm furniture, and manages the support services budget. Provides exemplary customer service, maintains high levels of satisfaction, and adheres to sound financial practices. During campus emergencies, the assistant director supports our emergency management office, managing logistics and planning.

JOB DUTIES/RESPONSIBILITIES

Operational Management

• Plans and coordinates complex logistics to support campus-wide events.

•  Serves as the point of contact for vendors, delivery of equipment and setup.

• Manages the events vehicle fleet.

• Works collaboratively with key University management and stakeholders on furniture needs for new construction and renovations of dorms and academic and administrative buildings.

• Maintains an accurate inventory of the University’s surplus inventory. Forecasts staff and equipment needs for special events and projects. Ensures an adequate staff to complete work in a timely manner.

• Creates, manages, and verifies work orders in the University’s event management system.

• Manages inventories for equipment (event furniture, tools, vehicles) and residence hall furniture.

Leadership

• Provides senior leadership, supervision, and management of support services. Guides the team in alignment with the Mission, Vision, and Values of Business Affairs.

• Manages the support services staff and supports day-to-day operations. Prioritizes, delegates, and assigns work to ensure work quality and completion.

• Ensures compliance with established University and department policies, procedures, and standards.

• Develops materials and processes to evaluate event execution and customer satisfaction.

• Assists with staff training plans and programs.

• Creates an environment that encourages maximum productivity, positive employee morale, teamwork, engagement, and open communication.

• Represents and promotes the interest of the university and the department with a strategic perspective.

• Keeps current with laws and industry practices to ensure safety guidelines are up to date. Manages risk by maintaining proper credentials and ensures compliance by support staff.

• In inclement weather, serves as back-up driver for the campus shuttle, transporting employees on, around, and off campus.

Customer Service

• Establishes and maintains high-quality standards for customer service, event planning, and support service logistics. Responds to changing needs and institutional priorities.

• Promotes a positive relationship with all internal and external customers.

• Develops evaluation mechanisms and metrics data.  Analyzes anecdotal and performance metrics data to improve programs and services continually. 

• Collaborates with service providers in Campus Operations, Information Technology, University Police, Parking Services, and other departments to assess and continuously improve systems, processes, and technology.

Financial Management

• Manages the financial operations of support services. including monitoring departmental budgets, managing internal department charges, and expenditures to meet established goals, and overseeing accounting responsibilities.

• Ensures compliance with established financial and procurement processes.

• Collaborates with the director to develop reports and annual budgets and monitors monthly financial statements. Ensures that revenues and expenses are efficiently managed to reach key financial goals.

• Maintains responsibility for all financial assets of the department, and all physical.

• Manages budgets for vehicle maintenance, equipment replacement, supplies, and overtime.

• Recommends changes and improvements in inventory levels and storage needs to meet campus demand. Provides recommendations for purchase.

• Manages donations of retired inventories, reports appropriately.

CONTACTS/INTERFACES:

This position regularly interacts with all campus constituencies (administrators, faculty, staff, students, alumni, guests, and members of the community), including those at the highest levels of the University. This position highly interacts with the external community regarding scheduli