PAY GRADE: 30E

DEADLINE: Open until Filled

CONTEXT OF THE JOB:

The Assistant Athletic Director, Bob Carpenter Center Operations and 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 Associate Athletic Director, Events and Operations 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 be responsible for managing the Bob Carpenter Center Operations and Facilities. This will include daily operations, event management and maintenance of the building. The incumbent will also manage the facility budgets assigned to the Bob Carpenter Center, assist in the management of capital projects, deferred maintenance and the planning of short and long term master planning. The incumbent will manage the scheduling of all Bob Carpenter Center spaces with internal and external clients. 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 representing all aspects of the Bob Carpenter Center facility. The incumbent will supervise two full time Event/Facilities Manager positions and 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.

MAJOR RESPONSIBILITIES:

Facilities Management (60%)

• Manage the daily operations of all facilities as assigned to ensure safety, code compliance and cleanliness.
• Oversee 100 part-time and student event staff workers during events and facility projects.
• Act as the main point of contact with the University departments for all services and preventive maintenance.
• Manage the inventory for all 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 scheduling, planning and execution of the set up and breakdowns for all events in the facility.
• 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 capital projects as assigned.
• 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 athletic competitions, external and internal events.
• Manage all aspects of the event from planning and logistics to event implementation of staffing plans, collaboration with various units within athletics, the University and external clients.
• Coordination of planning meetings with all involved personnel, custodial, grounds, electric, 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.
• Mange 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 for all the groups associated with the event to complete the 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 support role for athletic competitions, external and internal events.

QUALIFICATIONS:

• Bachelor's degree and four years of direct athletics administrative experience, or equivalent combination of education and experience.
• Experience in a collegiate institution, preferably Division I.
• Experience managing events and projects.
• 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.

SPECIAL REQUIREMENTS:

• Ability to lift heavy objects and move equipment, with or without assistance at all facilities.
• Availability to work nights, weekends and holidays.

Equal Employment Opportunity

The University of Delaware is an Equal Opportunity Employer which encourages applications from Minority Group Members, Women, Individuals with Disabilities and Veterans. The University's Notice of Non-Discrimination can be found at http://www.udel.edu/aboutus/legalnotices.html

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