Associate Director MSOB Building & Event Services

William & Mary; Virginia (MN); On-site; USD 47,000 - 60,000; Full time

Job summary

The Associate Director of MSOB Building & Event Services at William & Mary will oversee Miller Hall operations, ensuring safe, efficient facility management and seamless event support for campus activities.

You will coordinate room scheduling, vendor coordination, and fiscal administration, while ensuring compliance with university policies and delivering exceptional service to faculty, staff, and guests.

Qualifications

• Bachelor’s degree in a related field or equivalent combination of training and experience.
• Strong oral, written and interpersonal communications.
• Commitment to customer service with ability to work with all internal and external customers in a highly public environment.
• Experience working with event planners and managing large functions.
• Detail oriented with the ability to manage multiple competing priorities.
• Demonstrated ability to maintain confidentiality.
• Proficient with general office practices and calendar management.
• Knowledge of procurement and purchasing policies and procedures.
• Experience in fiscal administration and budgeting.
• Flexibility to work weekends/evenings as needed.

Responsibilities

• Building Operations: Assist Building Services Director by ensuring proper maintenance and upkeep of the facility and manage supplies.
• Events & Scheduling: Manage Miller Hall events and coordinate with external groups; ensure invoicing and reserve space.
• Fiscal & Administrative: Manage event fees, deposits, expenditures, and procurement; reconcile accounting.
• Other duties and responsibilities as assigned; supervise student staff and support onboarding.

Skills

Communication

Customer Service

Event Planning

Budgeting

Procurement

Calendar Management

Confidentiality

Multi-Tasking

Facilities Knowledge

Education

Bachelor's degree in related field

Tools

MS Office Suite

CMMS EMS/FAMIS

Job description

Job Requisition:JR102126 Associate Director MSOB Building & Event Services (Open)Job Posting Title:Associate Director MSOB Building & Event ServicesDepartment:CC00143 WM001 | SOB | School of Business - AdministrationJob Family:Staff - Administrative & Office SupportWorker Sub-Type:Regular (benefited)Job Requisition Primary Location:Miller HallPrimary Job Posting Location:Posting Location - William & MaryJob Description Summary: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.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.Job Description:Required Qualifications : Please make sure your cover letter and resume clearly indicate how you meet the following 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 : Please make sure your cover letter and resume clearly indicate how you meet the following 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.For full consideration, upload these three (3) documents by the review date of 19 October 2026:- Resume or CV- Cover Letter- List of 3 professional references with contact informationThis position is not eligible for work visa sponsorship.Hiring Range: $47,000 up to $59,500 commensurate with experienceDuties: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 OperationsCoordinate 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 requestedGenerate 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 servicesAssist 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 receiptsManage 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 assignedAdditional Job Description:Job Profile:JP0315 - Administrative & Office Specialist III - Nonexempt - Salary - S08Qualifications:Compensation Grade:S08Recruiting Start Date:2026-09-30Position Restrictions:Continuing E&G funded position and not term-limitedEEO 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-illegalBackground 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.Applicant Notice: By applying for this position, you consent to William & Mary's use, review, and retention of your application materials for recruitment and employment purposes. Materials may be shared with authorized individuals participating in the hiring process and will be managed in accordance with applicable laws and university policies.Probationary Period Notice: Individuals selected for full-time staff positions will be required to complete a twelve (12) month probationary period in accordance with university policy.Remote Work Disclaimer: Remote work eligibility is not guaranteed and is subject to approval. Employee eligibility depends on the likelihood of the employee succeeding in a remote work arrangement and the supervisor’s ability to manage remote workers. Departments and/or Human Resources may amend, alter, change, delete, or modify eligibility.