Associate Director MSOB Building & Event Services

WM001 William & Mary; United States; Sur place; USD 47 000 - 60 000; Plein temps

Avantages offerts par ce poste

Educational assistance

Professional development opportunities

On-campus fitness facilities

Holiday schedule

Résumé du poste

William & Mary’s Mason School of Business seeks an Associate Director for MSOB Building & Event Services to oversee Miller Hall facilities, dining, housekeeping, room scheduling, and event support. The role coordinates procurement, records, security, parking and invoicing with campus partners.

The position requires a bachelor’s degree, strong communication, customer service and budgeting skills; flexibility for weekend/evening hours; and proficiency with MS Office and building systems.

Qualifications

• Bachelor’s degree or equivalent combination of training and experience.
• Strong oral, written and interpersonal communications skills.
• Demonstrates a strong commitment to customer service with ability to work with all levels of internal and external customers in a highly public and professional environment.
• Experience working with event planners and managing large functions.
• Must be detail oriented and have the ability to manage multiple competing priorities.
• Demonstrated ability to maintain confidentiality.
• Proficient computer skills and knowledge of general office practices and procedures and the ability to manage multiple calendars.
• Knowledge of procurement and purchasing policies and procedures.
• Demonstrated ability to interpret and apply organizational policies, procedures in accordance with state & federal guidelines and W&M policies and restrictions.
• Working knowledge of fiscal administration and budgeting.
• Ability to be flexible with work and adapt to changing situations.
• Proficiency with the Microsoft Office suite and the ability to learn new software programs.
• Strong knowledge of building systems including HVAC, electrical, plumbing and life safety systems.

Responsabilités

• 50%- Building Operations: Assist Building Services Director by ensuring proper maintenance and upkeep of the facility.
• Maintain proper level of building supplies based on usage and overall need for items including paper & toner for printers, whiteboard supplies, general office supplies for Building Operations.
• Coordinate and maintain school managed parking location and reporting requirements with Parking Services.
• Develop/create work orders as needed or requested by building manager and building occupants.
• Regularly inspect facility condition noting maintenance needs and overall building condition and cleanliness.
• Point of contact for emergency situations.
• Maintain emergency evacuation policies and help give direction in the event of an emergency.
• Provide reports from scheduling software as requested.
• Generate and send invoices for building rental charges.
• Coordinate with contractors and outside vendors as needed for building related services.
• Assist with building access control including key distribution and inventory, card access, locker rentals and reporting.
• Manage building security including opening and closing procedures.
• 30%- Events and Scheduling: Manage internal Miller Hall events.
• Act as point of contact for event planning with coordinators to ensure all materials and space accommodations are met.
• Manage and coordinate external group events with Conference Services.
• Follow up with Conference Services to ensure proper invoicing for space and equipment and create contract/rental packages and receipts.
• Manage Miller Hall building schedule for various users and events.
• Utilize scheduling software and serve as the primary point of contact, trainer and administrator on software usage.
• Ensure schedule accuracy and changes as needed.
• Coordinate setup/strike for events and signs throughout the building.
• Assist program teams with signage and building tours as needed.
• 20%- Fiscal and Administrative: Manage Miller Hall event use fees, deposits, and expenditures.
• Handle routine procurements in line with University policy.
• Holds and reconciles SPCC card for the business school.
• Supervise student staff and approve time sheets.
• Ensure signage is updated and coordinated with Marketing and IT.
• Other duties as assigned.

Connaissances

Communication skills

Customer service

Event planning

Budgeting

Calendar management

Procurement policies

MS Office

Building systems knowledge

Confidentiality

Software learning

Formation

Bachelor’s degree

Outils

CMMS (EMS/FAMIS)

MS Office

Cascade

Blackboard

Description du poste

Job Requisition: JR102126 Associate Director MSOB Building & Event Services (Open) Job Posting Title: Associate Director MSOB Building & Event Services Department: CC00143 WM001 | SOB | School of Business - Administration Job Family: Staff - Administrative & Office Support Worker Sub-Type: Regular (benefited) Job Requisition Primary Location: Miller Hall Primary Job Posting Location: Posting Location - William & Mary

The mission of the Mason School of Business at the William & Mary is to serve the Commonwealth, the nation, and the global community both by offering high-quality educational programs at the undergraduate, graduate, and professional levels and by creating and communicating new knowledge.

Job Description Summary:

The Associate Director (AD) of MSOB Building & Event Services is responsible for the seamless operation of the physical facility and all ancillary building support activities including but not limited to dining services, housekeeping, room scheduling, event support, procurement, records management, storage, security and parking. The AD will coordinate events, operations and fiscal administration of building services for the Alan. B. Miller Hall. The AD is expected to provide accurate and efficient support, manage multiple events and activities, including high level, student and program events within the guidelines that respect and preserve W&M’s exceptional buildings.

Required Qualifications:

• Bachelor’s degree in a related field or an equivalent combination of training and experience indicating possession of the preceding knowledge, skills and abilities.
• Strong oral, written and interpersonal communications skills.
• Demonstrates a strong commitment to customer service with ability to work with all levels of internal and external customers in a highly public and professional environment.
• Experience working with event planners and managing large functions.
• Must be detail oriented and have the ability to manage multiple competing priorities.
• Demonstrated ability to maintain confidentiality.
• Proficient computer skills and knowledge of general office practices and procedures and the ability to manage multiple calendars.
• Knowledge of procurement and purchasing policies and procedures.
• Demonstrated ability to interpret and apply organizational policies, procedures in accordance with state & federal guidelines and W&M policies and restrictions.
• Working knowledge of fiscal administration.
• Experience in tracking and projecting expenditures and budgets.
• Ability to be flexible with work and adapt to changing situations.
• Proficiency working the Microsoft Office suite and the ability to learn new software programs.
• Strong knowledge of building systems including HVAC, electrical, plumbing and life safety systems.

Preferred Qualifications:

• Experience working in a higher educational environment.
• Experience with CMMS (EMS, FAMIS) or similar software.
• Experience with website technology platforms, (i.e., Cascade, Blackboard, group calendars, listservs, etc.).
• Experience with contract management.
• Experience or certifications in related organizations (APPA, BOMA, IFMA).

Conditions of Employment:

Weekend and evening hours may be required. Emergency response may be required. This is a non-exempt position, eligible to receive overtime in accordance with the Fair Labor Standards Act. This position may be subject to overtime during high peak times, etc. as directed and approved by the supervisor. Some physical activity required, including lifting up to 30 pounds.

This position is not eligible for work visa sponsorship.

Hiring Range: $47,000 up to $59,500 commensurate with experience.

Duties:

• 50%- Building Operations: Assist Building Services Director by ensuring proper maintenance and upkeep of the facility.
• Maintain proper level of building supplies based on usage, time of year, and over all need for items including but not limited to paper & toner for printers, whiteboard supplies, general office supplies for Building Operations.
• Coordinate and maintain school managed parking location and associated reporting requirements with Parking Services.
• Develop/create work orders as needed or requested by building manager and building occupants by providing backup facilities support to building manager.
• Regularly inspect facility condition noting maintenance needs: eg. lamp replacement, paint, drywall, flooring, furniture condition, and overall building condition and cleanliness.
• Point of contact for emergency situations.
• Maintain emergency evacuation policies and help give direction in the event of an emergency.
• Provide reports from scheduling software as requested.
• Generate and send invoices to other campus departments as well as external groups for building rental charges.
• Coordinate with contractors and outside vendors as needed for building related services.
• Assist with building access control including; key distribution and inventory, card access, locker rentals and reporting.
• Manages building security to include opening and closing procedures.
• 30%- Events and Scheduling: Manage internal Miller Hall events.
• Act as point of contact for event planning by working with event coordinators to ensure all materials and space accommodations are met (i.e. room layouts, building services, housekeeping, A/V, room capacity, back of house, etc.) and building policies and procedures are followed.
• Manage and coordinate external group events with Conference Services.
• Follow up with Conference Services to ensure proper invoicing for space and equipment and create contract/rental packages and receipts.
• Manage Miller Hall building schedule for W&M, faculty, staff, student, VIP, and other events held in the public rooms and outdoor spaces at Miller Hall.
• Utilize scheduling software for Miller Hall based upon established guidelines and priorities.
• Serve as the primary point of contact, trainer and school administrator on utilization of software.
• Ensure schedule is accurate and make changes as necessary.
• Coordinate appropriate and timely setup/strike for all events occurring at Miller Hall.
• Assist program teams in posting directional signs for various events throughout the building.
• Assist with employee onboarding and building tours as needed.
• 20%- Fiscal and Administrative: Manage Miller Hall special event use fees and donations, other deposits, and expenditures as needed.
• Manage routine procurements such as but not limited to supplies, equipment, services, memberships, and subscriptions in accordance with University policy.
• Holds and reconciles the SPCC card for the business school.
• Supervision of student staff including time sheet approval.
• Ensure electronic and other signage throughout the building is updated and operating in coordination with Marketing and IT.
• Other duties as assigned.

Additional Job Description:

Job Profile: JP0315 - Administrative & Office Specialist III - Nonexempt - Salary - S08 Qualifications: Compensation Grade: S08 Recruiting Start Date: 2026-09-30 Position Restrictions: Continuing E&G funded position and not term-limited EEO is the Law. Applicants can learn more about William & Mary’s status as an equal opportunity employer by viewing the 'Know Your Rights' poster published by the U.S. Equal Employment Opportunity Commission. https://www.eeoc.gov/know-your-rights-workplace-discrimination-illegal Background Check: William & Mary is committed to providing a safe campus community. W&M conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, and when appropriate, a financial (credit) report or driving history check.

William & Mary offers a competitive range of benefits that support employee well‑being and professional growth, including access to on‑campus fitness facilities, university libraries, and other wellness resources. Educational assistance, professional development opportunities, and a robust holiday schedule are also available. Learn more and explore our comprehensive benefits website.