Sr. Assistant Director Facility Operations

University of Illinois Urbana-Champaign; Urbana (IL); On-site; USD 65,000 - 95,000; Full time

Job summary

University of Illinois Urbana-Champaign is seeking an Assistant Director of Facility Operations to direct the daily operational management of Facility Operations student staff and oversee the coordination between Connect2 Facility Management Software and Campus Recreation.

You will manage scheduling, training, and inventory systems, supervise a diverse team, and collaborate across Fitness and Member Services to maintain high service and safety standards on campus recreation facilities.

Qualifications

• Bachelor’s degree in Higher Education, Recreation, Sports and Tourism or related field.
• A total of three (3) years in education, training and/or work experience in facility operations.
• Demonstrated experience supervising student staff in a higher education setting.

Responsibilities

• Direct daily operational management of the Facility Operations student staff.
• Develop and implement training materials for staff on equipment use and safety.
• Oversee bookings management and ensure no double bookings during events.

Skills

Staff supervision

Communication

Training

Education

Bachelor’s degree in Higher Education, Recreation, Sports and Tourism or related field

Master’s degree in Higher Education, Recreation, Sports and Tourism or related field

Tools

Connect2 scheduling

Connect2MyTime

C2IT Inventory

Job description

Department of Campus Recreation

Department of Campus Recreation

Job Summary

The Assistant Director of Facility Operations directs the daily operational management of the Facility Operations student staff and manages the departmental communication between Connect2 Facility Management Software and Campus Recreation. Responsible for assisting in the management of the departmental scheduling and inventory management software (Connect2) and managing all recreational facility bookings through the Fusion Portal (Active Illini).

Facility Operations Supervision (40%)

• Administer a comprehensive Facility Operations program/team.
• In conjunction with the Assistant Director of Fitness and Wellness Programs, develop and implement training materials to educate student staff on the purpose of each type of fitness equipment and how to assist patrons with using them safely.
• Communicate regularly with patrons regarding current Campus Rec events, facility hours, programs, services and facility policies via direct email and other marketing efforts to enhance overall member satisfaction.
• Under the direction of the Associate Director of Member Services, Assessment, and Student Development establish staffing goals and implement strategic plans to meet established goals.
• Under the direction of the Associate Director of Member Services, Assessment, and Student Development, assess patron facility policy adherence and make recommendations as needed.
• Develop training materials for all patron facing student staff to educate student staff on facility related policies which must be enforced by all student staff and are pertinent to all patrons.
• Manage the hiring, training, supervising and evaluating Facility Operations Staff including: Graduate hourly program lead, Student Coordinators, Building Managers, Facility Supervisors, and Facility Assistants.

• Determine staffing needs and hire qualified candidates based upon certifications, experience, skills and ability to contribute to the diverse needs of the University of Illinois and Campus Recreation
• Ensure that employees are well-versed in Campus Recreation policies and procedures.
• Ensure that employees are well-versed in University of Illinois and Campus Recreation business practices.
• Provide oversight of personnel evaluation via random shift audits and observations from professional and leadership staff resulting in feedback and corrective actions as appropriate.
• Develop content for and ensure the administration of monthly FA and FS meetings.
• Prioritize tasks and assign/delegate duties to part-time employees
• In conjunction with the Senior Assistant Director of Member Services, provide student development to student-staff; this includes the development and implementation of training.
• Serve as primary point of contact for student facility operations employees.
• Establish training materials, manuals, and activities for all member services student employees, including Graduate Hourly Program Lead, Program Area Assistants, Facility Supervisors, and Facility Assistants

4. Collaborate with the Fitness/Member Services teams to ensure all ARC and CRCE student staff are aware of operational changes, provide updates to the Evening Member Services Coordinator on all Facility Operations student staff-related expectations, provide updates and feedback for the bookings management plan to ensure minimal disruption to campus recreation activities updates, and expectations and can work effectively as a team.

Bokings (30%)

• Develop and implement a comprehensive bookings management plan to ensure minimal disruption to campus recreation activities.
• Collaborate with Event Management and Intramural Sports to gather all information pertaining to semesterly and annual events occurring within ARC and CRCE.
• Meet regularly with Event Management and Intramural Sports to ensure all changes to the bookings schedule are accurate and known by all stakeholders.
• Use the above information to create a schedule of booking offerings for courts, multipurpose rooms, and reflection and recovery room.
• Manage bookings by ensuring there are no double bookings when events such as intramural sports, classes, trainings, and otherwise special events are occurring.
• Develop a schedule for monitoring bookings on a daily basis alongside student program assistant or student leadership staff.

Inventory Management and Staff Scheduling Software: (20%)

• Serve as subject matter expert for the Connect2 staff scheduling (C2MyTime) software for all campus recreation staff.
• Develop and implement a comprehensive Connect2MyTime Scheduling Management training and consultation program.
• Obtain (From Connect2) and Create training videos for current and new professional staff members to help them navigate how to build and manage student staff schedules.
• Develop and implement a Summer Connect2 Series to discuss updates and reminders for various Connect2MyTime tasks.
• Develop and implement an onboarding Connect2MyTime training program for all new professional staff who oversee student staff to learn the scheduling responsibilities for their respective program area.
• Provide assistance and consultation to all professional staff for inquiries related to Connect2MyTime.
• Remain up to date on all updates and changes to the Connect2MyTime platform and relay that information to the professional staff via email, all-staff meeting presentations, and one on one discussions as needed.
• Serve as subject matter expert for the Connect2 inventory management (C2IT) software for all campus recreation staff.
• Develop and implement a comprehensive C2IT Inventory Management training and consultation program
• Obtain (From Connect2) and Create training videos for current and new professional staff members to help them navigate how to conduct inventory management using C2IT.
• Develop and implement a Summer Connect2 Series to discuss updates and reminders for various C2IT tasks.
• Direct Facility Maintenance Staff toward the C2IT Education series/course on the Connect2 Cloud Site.
• Provide assistance and consultation to all professional staff for inquiries related to C2IT.
• Remain up to date on all updates and changes to the C2IT platform and relay that information to the professional staff via email, all-staff meeting presentations, and one on one discussions as needed.
• Develop and implement a staff scheduling system to ensure that all campus recreation staff are able to be scheduled in a way that permits cross-program area scheduling.
• In conjunction with the Assistant Director of Aquatics and Risk management, ensure that all injury/illness and incident reports are followed up on and are being filled out properly by all departmental student staff.

Departmental Duties: (10%)

• Collect, Analyze, and Report assessment data related to facility operations.
• Manage an annual budget for facility operations and Connect2 related efforts.
• Attend State and regional leadership conferences and workshops, including accompanying student participants.
• Serve as primary point of contact for facility operations employment inquiries.
• In conjunction with Risk Management and HR, monitor and ensure compliance of required staff certifications.
• Chair or Co-Chair, as assigned, department-wide searches for students and professional staff.
• Serve on Department, Division and/or University committees as assigned.
• Manage special projects, as assigned, that support the overall mission of Campus Recreation.
• Participate as a member of the Campus Recreation Professional Staff in the development and implementation of policies and procedures.
• Participate in the development of programs, departmental objectives, and long-range planning by performing research, providing recommendations, and implementing plans as appropriate.

Physical Demands and Working Conditions

The employee may be subjected to various physical demands to move or transfer items occasionally weighing up to fifty (50) pounds.

Work Schedule, Travel, or Other Job Expectations

Occasional work performed outside of scheduled business hours for events, workshops, etc.

Minimum Qualifications

• Bachelor’s degree in Higher Education, Recreation, Sports and Tourism or related field.
• A total of three (3) years (36 months) in education, training and/or work experience in facility operations.
• Demonstrated experience supervising student staff in a higher education setting.

Preferred Qualifications

• Master’s degree in Higher Education, Recreation, Sports and Tourism or related field.
• Two (2) years of work experience performing reservation or bookings management and/or Facility Operations related work within a Campus Recreation setting.

Knowledge, Skills And Abilities

• Skill in effective communication.
• Ability to understand