Associate AD, Operations & Facilities
Job no: 494666
Work type: Staff
Categories: Athletics, Full Time
Pay Grade: 31E
Context of Job:
The Associate Athletic Director, Operations & Facilities at the University of Delaware is a valued member within the University and Department of Athletics and Recreation Services, upholding and embracing the department mission of Inspiring Greatness Together.
Under the general direction of the Senior Associate Athletic Director Facilities, Operations, Capital Projects, this position will be responsible for managing a variety of events that total six hundred annually to include Varsity Competitions, Club Sports, Intramurals, External and Internal Events. This position will also oversee the operations of all facilities to include the Bob Carpenter Center’s day to day operations and maintenance, Delaware Field House, Delaware Stadium, Bob Hannah Stadium, Stuart and Suzanne Grant Stadium, Rullo Stadium, Softball Stadium, Tennis Courts, Natural and Artificial Turf Fields. The incumbent will supervise the Assistant Athletic Director Facilities and Event Operations, three Event/Facilities Managers and approx.100 part-time and student event staff workers. The incumbent will collaborate with others in the department for projects and/or events and be assigned other duties as needed. The incumbent will also manage the facility budgets assigned to the Bob Carpenter Center and athletic facilities, assist in the management of capital projects, deferred maintenance and the planning of short and long term master planning. The incumbent will also serve on the Athletics and Recreation Services Safety Committee and the Athletics and Recreation Services Emergency Planning, Training and Management Committee.
Facilities Management (50%)
- Manage the daily operations of facilities as assigned to ensure safety, code compliance and cleanliness.
- Act as the main point of contact with the University departments for all services and preventive maintenance.
- Manage the inventory of facilities equipment and facility specific assets.
- Manage the maintenance and repairs of all equipment and facilities as assigned.
- Oversee the process of maintenance issues from reporting through the University work order system to the repair and/or replacement of the maintenance issue.
- Oversee planning and execution of the set up and breakdowns for all events in the Bob Carpenter Center.
- Responsible for scheduling of events for all facilities and space management for events.
- Review the facility calendar and/or pre-event notes to ensure all facilities are prepared for the events scheduled.
- Manage the facility budgets as assigned, track all work orders and equipment purchases pertaining to the budget.
- Review all invoices, transfers and payments are completed on time and recorded into the correct assigned budget code.
- Review the facility budget monthly with the Senior Leadership Team and the Business office.
- Maintain a work order tracking system to ensure all work orders are completed and billed correctly.
- Recommend capital equipment and facility improvements to the Senior Leadership Team.
- Manage minor capital projects including deferred maintenance as assigned.
- Manage employee key distribution for building access and employee name plates.
- Manage the operation of audio/visual equipment in athletic facilities.
- Operate social tables program, google calendar and the University work order system.
Event Manager (40%)
- Event Manager for non-varsity external and internal events.
- Manage event from planning and logistics to event implementation of staffing plans, collaboration with various units within athletics, the University and external clients.
- Coordinate planning meetings with all involved personnel, custodial, grounds, electrical, electronics, plumbing, UDPD, CSC, LAZ, UDECU/EMS to plan all logistical aspects of the event, compile and distribute pre-event sheets.
- Track equipment and asset requests during the planning phase to ensure there are enough assets in inventory or the need to rent and/or purchase additional resources for each event.
- Manage the set-up for each event to follow the specifications set forth via facility event diagrams and pre-event meeting notes.
- Manage the client’s requests and expectations during their event.
- Communicate all changes to the event with department and University staff when needed.
- Manage the breakdown and cleanup of the event and facility.
- Responsible for gathering information from all the groups associated with the event to compile post-event notes.
- Responsible for tracking, inputting and reporting all expenses by event, with the Business Office in preparation of invoicing the client.
- Serve in a secondary event support role for Varsity Athletic Competition.
- Supervise part-time and student event staff workers during events and facility projects.
- Oversee the full time staff and provide oversight of the team. Provide leadership to develop and grow the staff within the facilities and operations area.
- Represent the Senior Associate Athletic Director at internal and external meetings.
- Coverage of varsity sports and championship events as needed.
- Bachelor’s degree and five years of directly related experience, or equivalent combination of education and experience. Athletics administrative experience preferred.
- Experience managing athletic facilities, athletic events, non-athletic events (concerts, graduations, etc.) and projects, preferably in Division I Athletics.
- Prior supervisory experience.
- Advanced knowledge of NCAA rules and regulations, careful judgment and discretion with respect to strategic and confidential material, flexibility, efficiency and the ability to prioritize tasks and meet deadlines for a wide variety of assignments.
- Skill in organizing resources and establishing priorities, as well as fiscal management of an assigned budget or event budget.
- Skill in personal computer use and software applications, including database, spreadsheet, presentation and word processing.
- Web familiarity and ability to enter and maintain documents, such as policy manuals.
- Ability to train and supervise employees, including organization, prioritization and scheduling of work.
- Effective organizational and coordinating skills, including the ability to effectively manage time and schedules and foster a cooperative work environment.
- Ability to work autonomously and demonstrate excellent judgment in decision-making.
- Strong interpersonal and effective oral and written communication skills with the ability to work effectively with a wide range of constituencies in a diverse community.
- Ability to lift heavy objects and move equipment, with or without assistance at all facilities.
- Availability to work nights, weekends and holidays.
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