Assistant Facilities Manager

Caltech; Pasadena (CA); On-site; USD 70,000 - 74,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Retirement savings plans

Generous paid time off

Job summary

Caltech is seeking an Assistant Facilities Manager to oversee daily operations, staffing, and safety of Brown and Braun Athletic Facilities. You will supervise on-site staff, manage opening/closing, respond to issues, and coordinate event readiness to ensure a welcoming, efficient environment for all patrons.

This role requires leadership, strong organizational skills, and the ability to work evenings and weekends.

Qualifications

• Associate degree or equivalent required.
• Prior experience in a recreational/athletic facility environment with supervisory experience.
• Strong organizational and multitasking abilities.

Responsibilities

• Directly supervise operations staff, including scheduling and shift coverage.
• Oversee opening/closing procedures and on-site operations.
• Coordinate facility setup/teardown for events and rentals.
• Maintain safety protocols and respond to incidents with Campus Safety as needed.
• Train staff on procedures, safety, and customer service.

Skills

Team leadership

Scheduling

Customer service

Facility safety

Education

Associate degree

Bachelor's degree (preferred)

Tools

Facility scheduling software

Membership management software

Job description

Caltech is a world-renowned science and engineering institute that marshals some of the world's brightest minds and most innovative tools to address fundamental scientific questions. We thrive on finding and cultivating talented people who are passionate about what they do. Join us and be a part of the diverse Caltech community.

Job Summary

Reporting to the Athletics Operations and Community Manager, the Assistant Facilities Manager is responsible for the daily operational readiness, safety, and staffing of Caltech's athletic and recreational facilities. While the Athletics Operations and Community Manager holds broader responsibility for community engagement and cross-campus relationship-building on behalf of the department, the Assistant Facilities Manager's focus is intentionally concentrated: ensuring that the Brown and Braun Athletic Facilities are staffed, maintained, and operated safely and efficiently on a day-to-day basis.

This individual serves as the primary on-site presence for facility operations, directly supervising part-time and full-time operations staff and ensuring consistent coverage across the facility's hours of operation, including evenings and weekends as needed. The Assistant Facilities Manager plays a hands-on role in the physical stewardship of the facility, working closely with the Athletics Operations and Community Manager to execute the department's operational standards at the ground level.

This is a service-oriented position that requires sound judgment, reliability, and the ability to lead a small operations team while maintaining a welcoming and well-run environment for all patrons of the facility.

Facility Staffing & Daily Operations:

• Directly supervise part-time and full-time operations staff, including scheduling, shift coverage, and day-to-day task assignment to ensure the facility is appropriately staffed during all hours of operation.
• Oversee opening and closing procedures, ensuring the facility is prepared for daily use and properly secured at the end of operating hours.
• Serve as the on-site point of contact for operations staff, addressing daily questions, coverage gaps, and operational issues as they arise.
• Monitor facility usage throughout the day to ensure spaces are being used safely and appropriately, and that patron needs are met in a timely manner.

Staff Supervision, Training & Performance:

• Train new operations staff on facility procedures, safety protocols, and customer service expectations.
• Provide ongoing coaching and feedback to operations staff, escalating performance or conduct concerns to the Athletics Operations and Community Manager as needed.
• Assist in the recruitment and onboarding of part-time operations staff in partnership with the Athletics Operations and Community Manager.

Equipment, Maintenance & Facility Upkeep:

• Conduct regular facility walk-throughs to identify maintenance needs, equipment malfunctions, or safety hazards, and coordinate timely resolution with appropriate campus partners.
• Maintain fitness and recreational equipment in good working order, including routine inspection and basic upkeep, escalating larger repair needs as appropriate.
• Support preventive maintenance efforts by tracking recurring facility needs and communicating them to the Athletics Operations and Community Manager.

Event Support & Facility Readiness:

• Coordinate facility setup and teardown for practices, competitions, recreational programming, and internal or external facility rentals.
• Ensure operations staff are properly briefed and positioned to support events and maintain facility readiness during high-traffic periods.
• Ensure operations staff are trained in and consistently follow facility safety protocols, access control procedures, and emergency response plans.
• Serve as a front-line responder to on-site incidents, coordinating with Campus Safety and the Athletics Operations and Community Manager as needed.
• Maintain current certification in CPR/AED/First Aid and ensure appropriate certifications are current among relevant operations staff.

Departmental Support:

• Communicate regularly with the Athletics Operations and Community Manager on staffing needs, facility conditions, and operational concerns.
• Support department-wide initiatives and special projects as assigned.
• Perform other related duties as assigned. This position description reflects the primary scope of responsibilities and is not exhaustive.

Basic Qualifications

Education & Experience:

• Associate's degree or equivalent combination of education and experience.
• Prior experience in a recreational, athletic, or fitness facility environment, including some supervisory experience.

Skills & Abilities:

• Demonstrated ability to lead and motivate a small team in a fast-paced, service-oriented environment.
• Strong organizational skills with the ability to manage competing priorities and shifting schedules.
• Excellent interpersonal and communication skills, with the ability to interact professionally with patrons, staff, and campus partners.
• Must be able to lift and carryup to 25 pounds of facility supplies, gym equipment, tables, ladders, chairs, etc.

Certifications:

• Current CPR/AED/First Aid certification, or ability to obtain within a defined introductory period.

Schedule:

• Availability to work a flexible schedule, including evenings and weekends, based on facility operating hours.

Preferred Qualifications

• Bachelor's degree in athletics administration, recreation management, sport management, or a related field.
• Experience working within a collegiate athletics or recreation department.
• Familiarity with facility scheduling and membership management software.

Required Documents

• Resume

Hiring Range

$70,304 per year

The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.

As one of the largest employers in Pasadena, CA, Caltech is committed to providing comprehensive benefits to eligible employees and their eligible dependents. Our benefits package includes competitive compensation, health, dental, and vision insurance, retirement savings plans, generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.), tuition reimbursement, and more. Non-benefit eligible employees will have access to some benefits such as onsite counseling and sick time. Learn more about our benefits and staff perks .

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, or national origin, disability status, protected veteran status, or any other characteristic protected by law.

Caltech is a VEVRAA Federal Contractor.

Caltech complies with the Fair Employment and Housing Act (FEHA) and the Americans with Disabilities Act (ADA). We consider reasonable accommodation measures that may be necessary for eligible applicants and employees to perform the essential functions of a position.

If you would like to request an accommodation to complete this application, interview, or otherwise participate in the employee selection process, please contact Caltech Recruiting at [e-mail] .

Additionally, if you do not meet the basic qualifications of a role but believe you can perform the essential functions of the job with reasonable accommodation, please reach out to Caltech Recruiting at [e-mail] .