Director of Rentals, Facilities & Operations

Yale University; New Haven (CT); On-site; USD 65,000 - 70,000; Full time

Job summary

Yale University in New Haven is seeking a Facilities & Operations professional to oversee rentals, camps/clinics, and third-party agreements for athletic facilities. You will manage booking, contract administration, vendor coordination, and responsive inquiry handling while promoting rental opportunities and ensuring excellent customer service.

This role requires strong organizational and communication skills, budget awareness, and proficiency with scheduling software and MS Office.

Qualifications

• Strong organizational and communication skills, oral and written.
• Strong customer service skills and ability to build professional relationships with rental groups.
• Ability to think critically and strategically about all aspects of the operation.
• Ability to learn and develop skills in various software used (i.e. 25Live, Salesforce, Bond Sports). Knowledge of MS Office, MS Excel, and Google Documents required.
• Ability to multi-task, work under pressure, and meet deadlines.

Responsibilities

• Plan, coordinate, oversee and execute all rental agreements; including camps/clinics, external rentals and campus events for all athletic facilities.
• Promote, book, coordinate vendors, and administrate contracts for all rentals.
• Book rentals and respond to inquiries in a timely, effective and proactive manner.
• Coordinate event planning meetings and walkthroughs with rental party, vendors, grounds, facilities, custodial, etc.
• Develop and enhance operating procedures and best practices to provide excellent client service.

Skills

Organizational skills

Communication (oral & written)

Customer service

Budget management

Tools

25Live

Salesforce

Bond Sports

MS Office

MS Excel

Google Docs

Job description

Working at Yale means contributing to a better tomorrow. Whether you are a current resident of our New Haven-based community, eligible for opportunities through the New Haven Hiring Initiative, or a newcomer, interested in exploring all that Yale has to offer, your talents and contributions are welcome. Discover your opportunities at Yale!

Overview

Directly reporting to the Associate Athletic Director for Facilities & Operations, this position is primarily accountable for all facility rentals, oversight and supervision of camps/clinics, and third-party agreements.

Primary Responsibilities are reflected below:

• Responsible for planning, coordination, oversight and execution of all rental agreements; including camps/clinics, external rentals and campus events for all athletic facilities.
• Responsible for the promotion, booking, vendor coordination, and contract administration of all rentals.
• Responsible for booking rentals and responding to inquiries in a timely, effective and proactive manner.
• Coordinate event planning meetings and/or walkthroughs with various constituents (i.e. rental party, vendors, grounds, facilities, custodial, etc.), as needed.
• Coordinate logistics and communication through the event planning process and event execution with all necessary constituents.
• Develop and enhance operating procedures, implement innovative and creative solutions, and recommend best practices to provide excellent customer service to clients.
• Responsible for meeting revenue rental goals outlined by Athletics Administration and actively promoting rental opportunities.
• Manage and monitor operational budgets in a fiscally responsible manner.
• Assist with facility management responsibilities (i.e. submitting work requests, graphics enhancements, gameday coverage, etc.) as assigned.
• Responsible for the management of assigned varsity sport facilities; including scheduling for all varsity games, practices, recreation/club/intramurals and third-party rentals and inputting into appropriate scheduling software.
• Assist with the management, scheduling, and hiring of staff for assigned varsity sport facilities.
• Assist with management of casual and student employment at assigned varsity sport facilities.
• Work collaboratively with the union on Clerical and Technical employees’ schedules, overtime allocations, grievances, etc.
• Assist with other duties as assigned in facilities and operations as needed.

The budgeted range for this position will be $65,000.00 -$70,000.00

Required Skills and Abilities

• Strong organizational and communication skills, oral and written.
• Strong customer service skills and ability to build professional relationships with rental groups.
• Ability to think critically and strategically about all aspects of the operation.
• Ability to learn and develop skills in various software used (i.e. 25Live, Salesforce, Bond Sports). Knowledge of MS Office, MS Excel, and Google Documents required.
• Ability to multi-task, work under pressure, and meet deadlines.

The principle responsibilities most accurately aligned with this role are included in the overview. The language outlined below is generic in nature.

Principal Responsibilities