Job ID:5218 Job Title:Director of Special Facility Management Department:Special Events FLSA Status:Exempt
Summary: Directs, coordinates, implements, and exercises functional authority for planning, organization, control, integration, and completion of projects within area of assigned responsibility. Oversees the special use facilities. Successfully plans, organizes, and manages activities and events and is responsible for all facility operations of four multi-use buildings. This position is part of the Managerial team and directly assists the Executive Director of Special Events. As an upper management position in the department this position, will exercise authority over budget, staff, and implement revenue-generating initiatives.
Statement of Duties and Responsibilities: •Assist in the overall management of the Special Facility Management department, to include building operations, contracting and booking of events, maintenance of designated special use facilities, and event management. •Oversee day-to-day facility related operations for the Sun Bowl Stadium, Don Haskins Center, and Magoffin Auditorium. •Create, execute and supervise plans related to building and equipment routine and preventive maintenance and repairs, renovations, cost management, capital improvements, purchases, and inventory. •Responsible for the overall direction, coordination and evaluation of all functions and operations performed by the Office of Special Facility Management •Ensuring through constant supervision and proactive leadership that venues meet operational standards for signage, lighting, railings, court maintenance, storage, etc. •Review and implement fiduciary initiatives to comply with University policy and guidelines. •Manage and supervise staff under the purview of this position by providing clear and constant leadership though the diligent planning, prioritization, mentorship and guidance in the day to day activities, special projects, and events in the department. •Executes professional event management in all aspects of live event productions. Supervises and participates in event management for all special events, campus events, and graduations; Assists in the logistics and responsibilities of game day management for football and basketball events. •Assists the Executive Director in achieving financial goals for the department through budget preparation and management, new business development by booking non-traditional events and generating revenue to meet goals, operational efficiencies, executing short term and long-term action plans, creating partnerships, and managing resources throughout the year. •Executes or approves financial and budget transactions. Manage the budget to meet financial obligations, maximize resource management for cost containment and identify optimal use and revenue generating projects. •Be able to understand and enforce contractual terms with clients in coordination with Legal counsel. •Assists in negotiating and executing event contracts, deal making, and negotiations. Draft, route, and ensure the full and timely execution of contracts. •Assists in marketing and sales to identify and maximize profit opportunities. •Assists in scheduling and coordinating the events calendar for the Office of Special Facility Management and Special Events •Assists in implementing best business practices within University guidelines as well as within the venue management industry to achieve results that meet high standards •Ensures quality customer and guest services during events. •Communicate effectively at all levels of the organization to create a culture of excellent customer service. •Assists in the hiring, staff development, evaluating, retention and disciplinary actions with the staff. •Works with and interacts with University staff and all levels of community constituents, clients, industry professionals, and other key stakeholders. Serves as liaison between the Office of Special Events and internal or external customers. •Assists in managing resources and providing technical expertise and assistance on facility improvements, construction projects and operation of the facilities. •Effectively lead in all areas pertaining to the area of responsibility of this position with accountability and results driven metrics. •Strategically develop a calendar of activities, events, and programs tailored to inform key constituents both internal and external on upcoming events. •Responsible for the full booking, preparation, execution, restoring, and post event settlement for non-ticketed and non-traditional events. •Assists in the game day management operational team for football and basketball and leads the team to accomplish projects and tasks related to this area •Manage conflict to ensure positive resolutions through careful decision-making. •Plan, organize, and execute all campus-wide events, such as, but not limited to - commencement, homecoming, class scheduling, alumni awards and recognition events, scholarship recognition events and other types of programs and dinners. •Compiles and submits reports as required by management, state, local, and federal regulatory agencies. •Participates in various committees, professional trainings, industry conferences, and conventions. •Knowledge of all Microsoft Office software and able to learn and use institutional software systems. •Ensures compliance with University policies and procedures; ensures compliance with local, state, and federal rules and regulations. •Other duties may be assigned.
Supervisory Responsibilities Carries out supervisory responsibilities in accordance with the organization's objectives, policies and applicable laws.
Minimum Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Five years of experience and/or training related to the essential duties and responsibilities; or equivalent combination of education and experience
Preferred Experience required: •Experience with managing a sizeable budget for a complex multi-building operation under financial limitations. •Experience managing multi-purpose buildings such as a stadium, arena and/or theatres •Oversee building operations including maintenance, cleanliness and ops staffing. •Oversee facility upkeep, preventative maintenance and all other repairs and maintenance, maintaining equipment and inventory. •Manage Capital projects and Manage third-party contractors as needed. •Work with management to develop and execute an annual expense and capital improvement budget. •Proven record of financial success, booking and managing multi-use facilities. •Experience with human resource management, contracts, applying legal concepts and be able to propose policy and assist with policy implementation. •Knowledgeable in building systems operations such as HVAC, mechanical, space management, etc. •Versed in contract management •Literate with social media as a way to engage key constituencies.
Skills and Abilities: •Excellent organizational and interpersonal skills. •Strong writing ability, patience and tactfulness. •Team oriented, diplomatic, and discrete •Familiarity with the Microsoft Suite office programs
Working Conditions: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit. The employee is occasionally required to stand; walk; use hands to feel and reach with hands and arms. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. May be required to wear Personal Protective Equipment to include: Steel toe or Non-slippery shoes, back belt, eye protection, and rubber or leather gloves.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.
UTEP is an Equal Opportunity Employer
Interested candidates may apply by visiting www.utep.edu/employment