Assistant Director, Scheduling, Facility Rentals, and Retail - Athletics and Recreation
University of Denver
July 23, 2018
Full-time - Experienced
The University of Denver has a proud athletic tradition that compliments the school’s academic endeavors. In its history, DU has won 33 national championships and enables student-athletes to compete on 17 Division 1 teams. The Pioneers pursue championships, excel academically, and represent both the University and their respective conferences to the best of their abilities.
The Assistant Director of Scheduling, Facility Rentals, & Retail is focused on achieving the following results for the Division of Athletics and Recreation:
- Delivers an exceptional customer experience to related to all internal and external customers who are looking to schedule the facility for an event, rental, or booking.
- Maintains and maximizes the Ritchie Center booking calendar to achieve the goals of the Division of Athletics and Recreation in terms of engagement and budget ($2mm annually).
- Provides leadership and management with team members in the areas of scheduling, event and rental contracting, retail, and vending
Responsible for scheduling the Ritchie Center and its related venues including, but not limited to: Ensuring all space is secured for Athletics, Recreation, and University needs on a multi-year basis. Maintain and ensure the accuracy of EBMS in accordance with the Ritchie Center Scheduling Policies and also adhering to the 45 day window for public accuracy of schedules. Demonstrate outstanding communication practices in relation to scheduling with all follow up completed in writing and conversations documented within EBMS. Maximizing the available space in terms of University and External facility rentals and events to achieve $2mm in sales.
Event and Facility Rental Sales
Maintain communication with key University and External clients in regards to event opportunities and record communication within the EBMS software system. Prepare event and rental proposals for clients to secure business opportunities. Prepare event agreements and exhibits to be reviewed by the Associate Vice Chancellor prior to client and Division signatures. Transition executed agreements to the Director of Ritchie Center Events or the Ritchie Center Events and Rentals Manager for event execution. Collect all billing and invoicing information from event management team and prepare final invoice for clients within time parameters of legal agreement and update all information within EBMS. Collect and process payment from event and rental clients into assigned budgets and track sales to ensure that annual goal will be met.
Retail & Licensing
Responsible for overall administration of retail sales and licensing including, but not limited to: Ensuring retail operations and/or events are properly staffed and information is communicated to all customers and Ritchie Center staff as necessary. This includes direct management of retail operations during hockey, basketball and other related University events. Manage storefront sales for Joy Burns Arena, Denver Pioneer Store, Coors Fitness Center and Gymnastics. This includes inventory management/control, staff training, storefront design, reporting and reconciliation. Manage online/mail order sales including fulfillment, online store maintenance, reporting and reconciliation. Coordinate and process merchandise orders for Ritchie Center Operations. Manage inventory levels and perform quarterly inventory counts. This includes staff training related to loss prevention, inventory audits/adjustments, validating new purchases and managing inventory storage. Provide monthly, quarterly and annual reports to the related to inventory audits and overall performance to the Associate Vice Chancellor and Budget/Finance Office as necessary. Ensuring all inventory and other sales items are set-up in RecTrac and ready for registration a minimum of 60 days prior to start date. This includes programming of bar codes and touch screen systems. Creating and maintaining sales goals, merchandise setup guidelines and/or processes. Responsible for conducting an annual evaluation of program processes and procedures. Responsible for development and planning of product lines. This includes brand consistency, order placement, product differentiation and product placement in the Daniel L. Ritchie Center. Work with the Assistant Director of Marketing to develop program marketing plans for promoting the retail operations and building the event client base. Adhere to developed marketing plans throughout the year. Manage program revenue/expense budget in a fiscally responsible manner and achieve approved fiscal goals. Work with Associate Vice Chancellor to accurately develop, forecast, and analyze program budgets. Responsible for attaining/exceeding gross revenue of $400,000. Actively pursue partnerships/relationships to extend the University brand and revenue share with the community. Maintain and approve licensing for the University of Denver while adhering to brand standards.
Safety and Risk Management
Ensure all staff members in your area of responsibility are CPR/First Aid/AED/Concussion certified and hold appropriate industry certifications or licenses prior to working their first shift. Ensure all accident/incident reports have been completed correctly and reports have been sent to the appropriate University office. Ensure follow-up is conducted via phone with injured party and conversation is documented within 48 hours of the initial injury. Ensure staff is conducting safety checks of fields, ice, studios, courts, pool, equipment and/or other relevant areas prior to the start of the activity/event.
Recruit, interview and hire personnel as needed. This includes verification and submittal of all necessary hiring documents prior to employment start date for all student, non-student and work study staff. Responsible for providing initial and on-going training for all staff to ensure that all policies, procedures and operating protocols are understood and executed. Ensure that all staff have completed necessary certifications/trainings and audit records quarterly to prevent non-compliance. Manage all staff in accordance with University and Divisional policies and procedures. Address all performance issues in a timely manner. Perform annual performance review process according to established timelines. Establish performance improvement plans when necessary. Schedule, organize and lead informational staff meetings and in-service training sessions as outlined in the Internal Operations part time staff manual. Utilize all necessary means to ensure adequate communication to all staff. This includes using Connect2, email lists, signage and any other means necessary. Reconcile and submit payroll to the Business Operations Manager as scheduled. Responsible for management of 1 12 part time and work study employees. This includes interviewing, selecting, training employees, establishing pay rates/hours, appraising performance for the purpose of recommending promotions or merit based changes and responsible for providing a safe working environment for all staff
Model excellence in all customer interactions to serve as an example for other divisional full and part time staff. Maintain proper uniform/appearance at all times when representing the University of Denver and the Division of Athletics & Recreation. Follow up with all staff and customers in a timely manner and follow through on all requests. Manage all communication centers to ensure information is accurate and available to internal and external parties. This includes general information, contact information, special details (parking, closures, etc.) and/or other relevant information. Maintain problem solving perspective at all times related to customer service interactions. This includes addressing issues and offering solutions. Address facility and equipment issues using established work order/work request processes. Ensure adequate supply levels, equipment functionality and facility standards related to programs.
Communicate effectively and appropriately to all patrons, staff members, potential customers, and colleagues or professional contacts. This includes but is not limited to communicating through the following applications: Newsletters Website/Intranet Presentations Email Blogs Texting Voice Mail Respond timely (within 48 hours) to all follow-up communication (i.e. email and voice mail). Ensure activity calendars, event schedules, and individual work schedules are current and communicated to all patrons and staff. Address all customers, staff, and co-workers in a polite and professional manner. Ensure attire is in accordance with University Policies and meets the standards of day-to-day business, event, meetings, or any community event where you are representing the University of Denver.
Other Duties as Assigned
Knowledge, Skills and Abilities
Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public Ability to calculate figures and amounts such as discounts, percentages, and participation statistics. Familiarity with financial concepts such as budget development/forecasting, depreciation, contribution margin, etc. Ability to solve practical problems and deal with a variety of variables in situations where only limited standardization may exist. Ability to interpret a variety of instructions furnished in written, oral, or schedule form. Ability to work with the public with tact and judgment. Excellent organizational skills required While performing the duties of this job, the employee is regularly required to be able to operate work-related equipment; and effectively communicate verbally with customers and employees of the university. The employee must be able to frequently move about the office with capability of transporting files or objects up to 50 pounds
Bachelor’s Degree or equivalent combination of education and work experience 3-5 years operations experience in the sports and/or entertainment industry Experience with basic accounting principals Customer service experience
Please note, this position also requires that you are certified in the following areas, or willing to become certified upon hire:
CPR First Aid AED Blood Borne Pathogen Concussion Training
Master’s Degree 4-8 years of operations experience in the sports and/or entertainment industry Systems Knowledge in RecTrac, EBMS, WebTrac CPR; First Aid; AED; Blood Borne Pathogen Instructor
Varied, evenings and weekends as required
For best consideration, please submit your application materials by 4:00 p.m. (MST) August 6, 2018.
Candidates must apply online through www.du.edu/jobs to be considered. Only applications submitted online will be accepted. Once within the job description online, please scroll to the bottom of the page to apply.
Please include the following documents with your application:
Resume Cover Letter
NOTE: The online system is limited to uploading 10 files. Please combine content if necessary to get all content uploaded.
The University of Denver is committed to enhancing the diversity of its faculty and staff and encourages applications from women, minorities, members of the LGBTQ community, people with disabilities and veterans. The University is an equal opportunity/affirmative action employer.
All offers of employment are based upon satisfactory completion of a criminal history background check.
About University of Denver
Located where the Great Plains meet the Rocky Mountains, we embody the spirit of exploration and discovery that defines our region and our history. The University of Denver is a private institution built on exploration through research and collaboration among educators, students, and local and global communities.
With nationally recognized academic programs, a history of widespread influence, a forward-looking vision for a 21st century education and a deep commitment to promoting inclusion, we open a world of opportunity to students and empower Pioneers to make a difference around the world.
We deliver a rigorous and rewarding experience for our students through a holistic approach to education that transforms students into leaders. Through learning, scholarship and practice, students gain the experience, knowledge and courage they need to tackle big challenges in the real world and guide diverse communities and organizations. We're proud to offer these high-impact experiences to our students as part of their University journey:
*Community involvement through service and civic responsibility
*A robust study abroad program through which students develop global perspective...s
*Extensive opportunities for research starting at the undergraduate level
*Career achievement through internships and job placement
In the classroom, students at both the graduate and undergraduate levels work closely with faculty to shape academic pathways that lead to intellectual fulfillment and career achievement. We're a mid-sized University of about 12,000 graduates and undergraduates with average class sizes under 21 students and an 11:1 student-to-faculty ratio. Individual attention combined with big-city connections provide a wealth of professional opportunities for students, the majority of whom choose to stay in Denver after graduation.
By facilitating research, community involvement and global exploration, we're building a foundation for lifelong achievement.
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