Assistant Director of Operations

Assistant Director of Operations

A high number of candidates may make applications for this position, so make sure to send your CV and application through as soon as possible.

Locations : Chicago, IL

Time Type : Full Time

Posted On : Posted 4 Days Ago

Department

CSL Student Centers : Event Services Operations

About the Department

The Student Centers serve as the core community building and special events spaces at the University of Chicago. The Student Centers play a formative role in the Campus and Student Life goal of creating a comprehensive and integrated network of services that support the academic mission and facilitate student learning, engagement, and success.

Job Summary

• Reporting to the Associate Director, Building Services, the Assistant Director of Operations is responsible for overseeing the day-to-day operational functions and service coordination for Ida Noyes Hall, Reynolds Club, Bartlett Hall (1st floor), and Mandel Hall;
• maintaining departmental resources; coordinating facility maintenance and custodial care and serving as liaison with facility services and their contractors;

interfacing with building partners; interacting with clients and providing customer service during events. This includes supervising the Event Service Worker (ESW) team (5 fulltime employees) and the student building managers (25 part-time employees).

Responsibilities

• Ensure cleanliness and functionality of facilities and equipment, within the Student Centers portfolio. Perform routine inspections, coordinate building maintenance, work orders and custodial care with facility services and create housekeeping projects for the Event Services Workers.
• Maintain inventory of furniture, fixtures, equipment, and supplies. Manage facility access via CBORD and tracking and distribution of keys.
• Oversee allocation and management of student group storage.
• Observe and report any security issues / irregularities in and around facilities in the Student Centers portfolio.
• Successfully execute all reservations and events across Student Centers portfolio. Meet weekly with Student Center staff to review event schedule and collect event details.
• Coordinate internal resources for event facilitation; room set-ups, staff coverage, audio / visual equipment and external rental equipment.
• Create and distribute daily assignments to Event Services Workers and Building Managers.
• Perform daily inspections of event set-ups, breakdowns and changeover duties required per diagrams, checklists, or instructions.

Lock and unlock event spaces as needed, according to facility and event schedule.

• Supervise Event Services Workers (ESW) and Student Building Managers.
• Manage employee schedules using the University attendance system, including approval of personal / vacation requests.
• Hire and train Event Service Workers and Student Building Managers.
• Facilitate ongoing training opportunities for Student Building Managers.
• Work with Associate Director and Human Resources staff to handle all employment and performance concerns, consistent with the bargaining unit contract where applicable.
• Provide after-hours consultation to ESW and Building Manager teams in the case of an emergency or unforeseen circumstance.
• Provide customer service to all users of the Student Centers and serve as liaison to building partners, facility services, and their contractors.
• Interact with clients in preparation of and during the course of an event. Report and respond to any facility concerns which may affect an event.
• Interact with customers, including high-profile, prominent University administrators and guests.
• Assist and advise staff and customers in making last minute changes to event set-ups.
• Serve as a member of the Student Centers staff and assist with various office programs and projects.
• This includes consulting and collaborating with the Associate Director of Building Services and fulfilling other duties as assigned with the Student Centers portfolio.
• Supervises inspections of buildings, equipment and / or surrounding grounds for deficiencies and potential safety, health, or code problems.

Reviews and authorizes written reports summarizing findings and recommends solutions.

• Coordinates with staff from other units and supervises the work of contractors as well as facilities union and / or non-union staff.
• Performs other related work as needed.

Minimum Qualifications

Education : Minimum requirements include a college or university degree in related field or an equivalent combination of education and experience.

Work Experience : Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

Certifications : None required.

Preferred Qualifications

Education :

Bachelor’s degree.

Experience :

• Two years of experience in a progressively responsible work environment.
• Previous work in a student union, event venue, or hotel setting.
• Experience supervising full or part-time staff and / or supervision of union employees.
• The ability to understand the needs of the University of Chicago community, and work with students, faculty and staff in a wide array of situations.

Technical Knowledge or Skills :

• Experience with computers, including Windows and Microsoft Office.
• Experience with basic audio / visual systems, including projectors and sound systems, or a technical comfort level that would allow for easy learning of these systems.

Preferred Competencies

• Demonstrated success in working with diverse student populations.
• Excellent oral and written communication skills and an ability to cultivate and manage strong relationships.
• Excellent customer service skills and excellent interpersonal skills.

Working Conditions

• The candidate must have flexibility to work various hours and must be willing to work some evenings and weekends.
• Must be able to lift and carry 40 lbs.
• Some locations within our facility are only accessible by stairs and ladders. Must be able to access these spaces.

Application Documents

• Resume (required)
• Cover Letter (required)
• List of 3 References (preferred)

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family

Facilities Management

Role Impact

People Manager

FLSA Status

Exempt

Pay Frequency

Monthly

Scheduled Weekly Hours

37.5

Benefits Eligible

Drug Test Required

Health Screen Required

Motor Vehicle Record Inquiry Required

Posting Statement

The University of Chicago is an Affirmative Action / Equal Opportunity / Disabled / Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law.

For additional information please see the University's Notice of Nondiscrimination.

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