Assistant Director, Facilities Event Operations

Department

CSL ATH: Facilities Management

About the Department

The University of Chicago is a member of the University Athletic Association and the NCAA (Division III). The University sponsors 20 varsity sports. The Department of Athletics & Recreation maintains an environment that supports the student athletes' commitment to thriving academically and athletically. A diverse, challenging athletic program supplements the rigorous academic curriculum. The lessons learned through athletic endeavors represent an invaluable part of the nonacademic aspects of a holistic education. Achieving this goal is based on a commitment to excellence.

Job Summary

Assist in the management of the University of Chicago’s athletic and recreational facilities. Coordinate facilities preparations for athletic and recreational activities, the maintenance of the equipment and vehicles used in these facilities, and the supervision of the personnel needed to accomplish these tasks. Responsible for varsity and non-varsity event operations and management oversight. Serve as the liaison with various departments on campus that provide facilities and custodial services. Manage a variety of facility projects and specialized facility-related equipment purchases. Participate in larger scale projects and new construction planning.

Responsibilities

• Prepares facility for athletic practices/events as well as intramural activities, club sports, fitness classes, sport camps, special events, rental activities, meetings, etc.
• Daily maintenance of athletic/recreational facilities and equipment and maintains an organized storage system for equipment, supplies, and vehicles.
• Develops daily, weekly, and monthly event/work schedules to coordinate facility preparation needs. 
• Creates and updates yearly facility preparations (pre- and post-season) and practice/game day checklists. 
• Adheres to relevant guidelines for set-up of the facility for events (NCAA, conference, etc.). 
• Purchases relevant equipment and supplies needed for facilities preparation. Purchases all facilities-related event management equipment; purchases, maintains, repairs, and services all athletic vehicles; and submits all facilities-related expenses for non-department and rental events.
• Hires, trains, schedules, supervises, and evaluates personnel.  Administer daily work assignments and overtime assignments.
• Adheres to union and safety guidelines.
• Develops and implements employee policies and procedures, ensures that they are within the University guidelines, ensures that they are reviewed with new employees and annually with all employees, and ensures that these policies and procedures are followed.
• Develops and enforces guidelines and procedures for event management. Ensures all event venues are prepared properly and in a timely fashion.
• Organizes and leads event operations/management meetings with pertinent staff to discuss concerns, requests, schedules, etc.
• Assigns/coordinates event managers for varsity events based on schedules.
• Assists event managers on-site when necessary and serves as an event manager when needed (e.g. training new event manager, conference championship or NCAA Tournament event).
• Establishes relationships with outside contractors/vendors, appropriate campus Facilities Services, and Physical Plant. 
• Negotiates and oversees service contracts with vendors and ensures quality service is received. 
• Schedules annual service for various equipment (i.e. vehicles, scoreboards, PA systems, bleachers, netting systems, ice machines, backboard systems, etc.).  Ensures all maintenance, repair, and service records are maintained for risk management/liability purposes. 
• Develops a relationship with personnel to ensure our facilities maintenance and custodial needs are met.  
• Submits, monitors, and follows-up on Facilities Service, Physical Plant and Custodial requests.  Schedules monthly, quarterly, and annual work requests (field maintenance, custodial cleaning, floor cleaning, etc.).
• On-call oversight of the controlled-access of athletic/recreational facilities (indoor/outdoor).
• Follows guidelines and procedures that have been established for opening and closing of the athletic/ recreational facilities.  Enforces facilities policies and procedures.  Responds to facility emergencies (accidents, incidents, evacuations, lockdowns, etc.) as part of the team when needed.
• Presents and develops ideas for facility projects and purchases.
• Participates in select capital projects, new construction, renovations, etc., including planning. 
• Oversees assigned facility projects or specialized facility equipment purchases.  Conducts appropriate project or purchase