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Manager, Wellbeing Events & Facilities

Apply now Job no: 499338
College / VP Area: Vice President for Student Life
Work type: Staff
Location: Newark
Categories: Student Affairs & Services, Full Time

Pay Grade: 29E

Context of the job:

The Wellbeing Center at Warner Hall houses the Center for Counseling and Student Development (CCSD), Student Wellness and Health Promotion (SWHP), and the Assistant Vice President for Student Life & Wellbeing and their team. Warner Hall is located next to Laurel Hall, where Student Health Services (SHS) is located. Together, these units make up a Wellbeing Neighborhood that supports holistic and lifelong student wellbeing. The Wellbeing Center is an engagement center where students come together for important programming focused on their health and wellbeing. From lessons on cooking in college to mindfulness sessions and recovery yoga, there are ample opportunities for students to engage in interactive educational programs that enhance their overall wellness. Students also have access to private meetings with counselors, common areas where they can build community with their peers, reservable meeting rooms, a small fitness suite, and other relaxing spaces where they can decompress. The Wellbeing Center Operations Manager oversees the day-to-day operations of the building, including event management, the documentation and reporting of facilities issues/concerns, the supervision of student workers, and the continual enhancement of the Wellbeing Center in order to meet the needs of an ever-changing student body at the University of Delaware.

Responsibilities:

Events Management

  • Manage the event scheduling system; help maintain 25 Live event scheduling software and train other staff to use the system.
  • Act as the main point of contact for special event scheduling in the Wellbeing Center.
  • Provide on-site support for events, meetings, and programs (set up rooms before and after meetings, reset furniture or coordinate movers, set up technology needs or coordinate IT assistance, clean up or coordinate custodial support, etc.).
  • Identify, purchase, and oversee the utilization of commonly used event furniture that can be rented to reservation holders (ex. podium, round tables, high tops, folding tables, easels, etc.).
  • Create fee structure for reservable space for non-student reservation holders in order to generate a revenue stream.
  • Plan and execute receptions and other events to welcome students and the public to the Wellbeing Center.

Building Operations

  • Serves as first point of contact and central check-in for staff, faculty, students, and visitors.
  • Enforces building procedures when needed. Point of contact for building safety.
  • Answer central wellbeing phone line and central wellbeing in-box; triage calls, redirecting as needed.
  • Direct students/clients to appropriate offices for scheduled appointments and/or triage urgent needs.
  • Responsible for giving tours of the building to internal and external groups and individuals, ensuring tour talking points are current, and for circulating updates to administrative assistants/leads in the building.
  • Promote connectivity in the building by including all departments in communications/planning.
  • Clear all event spaces and lock down the building at the end of each day.
  • Manage communications with UD Prowatch to ensure accurate building hours and ID card swipe access to secure after-hours entrances remain up to date.
  • Assist with the implementation of safety protocols within the building.
  • Plan & coordinate CPR, basic first aid, Narcan training, and other relevant trainings for Student Wellbeing Staff on a regular basis.
  • Manage key assignments for all staff in the building.
  • Assist the Director with the curation of art and murals in the building, as well as the development of engaging student wellbeing spaces (a mindfulness room, wellness library, movement room, and lactation room).
  • Seek student feedback through the development and analysis of surveys, focus groups, and targeted outreach to student populations of interest to inform decisions, maximize engagement and ensure that the Wellbeing Center is welcoming and supports creativity, innovation and responds to the changing needs of students.
  • Initiate documentation and file reports regarding facility maintenance issues/concerns to UD Facilities Maintenance Department.
  • Maintains records of all change orders, invoices, etc. related to building maintenance and non-routine items like unit-requested modifications to facilities.
  • Maintain up-to-date records as it pertains to unanticipated repair work, electrical needs, or HVAC and custodial changes which may require the adjustments and rescheduling, or relocation of events.
  • Develop strategic, collaborative partnerships with other university departments in Student Life, Facilities, Real Estate, and Auxiliary Services (FREAS), Public Safety, Risk Management, and Purchasing / Accounting / Business, Aramark Dining Services, Environmental Health and Safety, Conference Services, Information Technology, Media Services, and Registrar's Office in the delivery of excellent services and programs.
  • Maintain a strong partnership with Environmental Health and Safety to conduct audits and ensure compliance with university safety standards, policies & procedures, crowd management and CPR/AED trainer certification.
  • Create and manage an on-call rotation schedule for Welcome Desk coverage to provide after-hours building support.
  • Serve on-call for evening events as part of rotational team to support student staff and provide

Qualifications:

  • Associates degree, Bachelors preferred, and three years related experience in building management, conference, meeting or special event planning or equivalent combination of education and experience.
  • Commitment to fostering a workplace culture of belonging, where diversity is celebrated, and equity is a core value.
  • Demonstrates an understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures, and backgrounds.
  • Superior customer service and time management skills with the ability to multitask.
  • Ability to adapt to a rapidly changing environment.
  • Experience in leadership/management positions.
  • Skill in budget preparation and fiscal management
  • Effective oral and written communication skills
  • Foundational understanding of student development theory and the Division of Student Life mission
  • Ability to supervise and train student employees, to include organizing, prioritizing, and scheduling work assignments
  • General knowledge of multiple areas of the University community a plus.
  • A passion for student wellbeing and Interest in working in a fun, exciting, and rewarding environment.

Special Requirements:

  • Evening and some weekend hours are required to meet the varied schedule of events.

Notice of Non-Discrimination, Equal Opportunity and Affirmative Action
The University of Delaware does not discriminate against any person on the basis of race, color, national origin, sex, gender identity or expression, sexual orientation, genetic information, marital status, disability, religion, age, veteran status or any other characteristic protected by applicable law in its employment, educational programs and activities, admissions policies, and scholarship and loan programs as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and University policies. The University of Delaware also prohibits unlawful harassment including sexual harassment and sexual violence.

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