ASSOCIATE DIRECTOR OF AUXILIARY PROGRAMS

Job DetailsJob Location: Shady Side Academy Senior School - Pittsburgh, PA 15238Position Type: Full TimeEducation Level: 4 Year DegreeTravel Percentage: NegligibleJob Category: EducationThe Associate Director of Auxiliary Programs is responsible for the day-to-day management, coordination, and execution of the Academy’s auxiliary programs, with a primary focus on facility rentals, program operations, and community partnerships. This role ensures efficient operations, high-quality service delivery, and effective utilization of Academy facilities in support of institutional and financial goals.

The Associate Director oversees the implementation and administration of a broad portfolio that includes facility rentals, after school program coordination (at a high level), summer camps support, athletics, hockey operations, performing arts engagements, and campus-wide scheduling. This position emphasizes operational excellence, strong relationship management, and consistent execution across all auxiliary activities.

Working collaboratively with colleagues across Academics, Athletics, Hockey Operations, Facilities, Security, Information Technology, the Business Office, and Performing Arts, the Associate Director ensures seamless coordination, clear communication, and successful program delivery.

 

Primary Responsibilities


Lead and manage the Academy’s comprehensive facility rental program across all campuses
Oversee the end-to-end rental cycle, including contracts, pricing, invoicing, risk management documentation, and customer service standards
Coordinate facility usage across athletic venues, including gymnasiums, fields, and aquatic facilities
Manage scheduling, rentals, tournaments, practices, camps, and partnerships at the McKnight Hockey Center in coordination with Hockey Operations
Support rentals and event coordination within the Hillman Center for Performing Arts in partnership with Performing Arts leadership
Collaborate with Athletics, Facilities, Security, Technology, and Operations teams to ensure smooth event execution
Oversee summer facility rentals and provide support to summer camp programming as needed
Maintain scheduling systems to ensure accuracy, efficiency, and alignment with Academy priorities
Monitor operational performance, participation, and utilization to support decision-making and continuous improvement
Develop and maintain strong relationships with internal stakeholders, community organizations, athletic clubs, hockey organizations, performing arts groups, and corporate partners
Coordinate and administer partnership agreements, ensuring clear communication and high service standards
Support revenue generation through effective program coordination, pricing execution, and facility utilization
Conduct market analysis and provide recommendations on pricing, programming, and partnership opportunities
Partner with internal departments to manage scheduling, resolve conflicts, and ensure a high-quality experience for all participants
Collaborate with Hockey Operations on contracts, invoicing, and bill collection
Represent the Academy at community events, industry associations, and professional organizations, as appropriate
Provide high-level support to the Director of After School on planning, evaluation, and alignment
Assist After School Programs in day-of management as needed due to staff absences
Review performance metrics and contribute to continuous improvement initiatives
Ensure alignment between after-school programming and broader Auxiliary Program priorities
Assist in the development of annual operational reports, utilization analyses, and revenue projections in collaboration with the Director of Auxiliary Programs
Identify practical opportunities to enhance programming, partnerships, and facility utilization
Contribute ideas and recommendations that improve operational efficiency and support program growth

QualificationsQualifications


Bachelor’s degree required; Master’s degree preferred in Business Administration, Education, Sports Management, Arts Administration, Hospitality Management, Recreation Management, or a related field
Minimum of five years of progressive experience in program operations, facility management, athletics, performing arts, auxiliary services, or a related field
Demonstrated experience managing programs, partnerships, and/or revenue-generating activities
Strong organizational, project management, and problem-solving skills
Excellent written, verbal, and interpersonal communication skills
Ability to manage multiple priorities and work effectively across departments
Experience with scheduling systems, event coordination, contract administration, and customer service
Familiarity with athletic facilities, hockey operations, or performing arts venues preferred
Ability to work collaboratively in a dynamic school environment serving students in grades PK–12
Successful completion o