Facilities and Operations Specialist (Administrative Analyst/Specialist, Exempt I), Athletics

Transcription

1 Facilities and Operations Specialist (Administrative Analyst/Specialist, Exempt I), Athletics Job ID: 5692 Location: San Diego Main Campus Full-Time Temporary About SDSU San Diego State University is the oldest and largest higher education institution in the San Diego region. Since its founding in 1897, SDSU has grown to offer bachelor's degrees in 91 areas, master's degrees in 78 areas and doctorates in 22 areas. SDSU's approximately 35,000 students participate in an academic curriculum distinguished by direct contact with faculty and an increasing international emphasis that prepares them for a global future. SDSU is a large, diverse, urban university and Hispanic-Serving Institution with a commitment to diversity, equity and inclusive excellence. Our campus community is diverse in many ways, including in terms of race, religion, color, sex, age, disability, marital status, sexual orientation, gender identity and expression, national origin, pregnancy, medical condition, and covered veteran status. We strive to build and sustain a welcoming environment for all. SDSU is seeking applicants with demonstrated experience and/or commitment to teaching and working effectively with individuals from diverse backgrounds and members of underrepresented groups. Position Information Full-time, temporary position anticipated to end on or before June 30, 2016, with the possibility for reappointment and/or permanency. The function of the San Diego State University Athletic Facilities and Operations Department is to implement strategies to effectively manage and perform daily functions of all Athletic Department sanctioned events while maintaining and organizing the facilities in which these events occur. These functions include but are not limited to assisting with facility scheduling, setup and breakdown of all athletic department events, team practices, team competitions, and facility maintenance and improvement. The scope of these duties is accomplished utilizing six full-time employees, and numerous student assistants.

2 There are several facilities of which the Athletic Department is the primary user, and as such, is responsible for overseeing. These facilities include the Fowler Athletics Center, Peterson Gym, Tony Gwynn Stadium, Softball/Tennis Complex, SportsDeck, practice fields, and the Aquaplex. The Facilities and Operations Specialist reports directly to the Assistant Athletic Director, and serves as the assistant liaison for all functions pertaining to the Operations and Facilities department. The primary focus is on programmatic oversight of daily functions and responding to and addressing specific departmental event and facility needs. This position handles certain day-to-day tasks that deal with departmental administrative and clerical duties as assigned. Other responsibilities include coordination of vendors and other external groups that assist with organizing events; controlling inventory of various items; supervising Facilities and Operations staff, interns, and student assistants; and assisting in training new departmental employees. Specific-sport game management includes assisting with football and other sports as assigned. Game day management duties include various detailed tasks of preparation coordinated in a timely and efficient manner. Advanced planning and proper breakdown following the event are necessary. Salary Range Anticipated Hiring Salary: $3,897 per month (CSU Classification Salary Range: $3,897 - $6,022 per month). The competitive salary is determined by the education, experience, and qualifications the candidate brings to the position, internal equity, and the hiring department's fiscal resources. Responsibilities I. Home Game and Event Oversight Work with relevant groups in Athletics which may include, but are not limited to, coaches, administration, marketing, Development and Aztec Club, Aztec Sports Properties, athletic medicine, equipment services, ticketing, media relations, band, and cheer to develop a plan for accommodating a comprehensive set of operational functions for home contests or events (i.e., scorers table power and telephone needs, parents weekend post-game barbeque, etc.). Contact visiting teams to coordinate their needs and Facilities Management for various facility projects. Ensure that the athletic facility is properly set up prior to game day. If applicable, coordinate with the following areas for each event: Facilities Management, Associated Students, Campus Police, Concessions, Aztec Shops, Exercise and Nutritional Sciences, and Recreational Sports. Football (Assistant Event Manager) Attend all game day production meetings. Preseason preparation includes assisting with developing a checklist of all components that need to be accomplished. This involves, but is not limited to, developing a time schedule, accounting for all press conference equipment and transport to venue, creating a mini-game timeline based upon results of internal production meetings, creating a staff information sheet that will

3 assist all game day assistants while performing effective customer service, and organizing and distributing stadium access credentials. Assist with procuring and managing all security, ushers, ticket takers, customer service representatives, concessions, parking, and law enforcement personnel. On game day, assist Facilities and Operations staff during setup of the facility. This includes distributing advertising signage, setting up field signage, sectioning parking areas, distributing tables and handouts to gates, and other necessary activities. Prior to opening gates, distribute a volunteer staff of and student employees at the aforementioned entry points and supervise them until gates close. Assisting with Facilities and Operations includes ensuring that NCAA rules are abided by and providing excellent customer service to all patrons. The position is in constant contact with the main Aztec Athletic Ticket Office while gates are open. Assist in coordinating effort for event and venue cleanup. Other Sport Game Management as Assigned Including, but not limited to baseball, basketball, cross country, track and field, and spring football. NCAA/ Mountain West Conference Championship Events Assist in event management for all MWC and any other conference, and NCAA-sanctioned championship events and shall attend all meetings pertaining to the events. Timelines and guidelines will be provided by the MWC/NCAA office and should be followed in strict accordance. II. Daily Operations Facility Scheduling Monitor and track the scheduling of Fowler Athletics Center auditorium and Hall of Fame. Assist with game scheduling for all sports. Key and Card Access Issue Coordinate the issuing and tracking of all keys and access cards for the Athletic Department (Assistant Athletic Director is the signer on all slips). Plan and determine access levels and respective security standards. Parking Coordinate the issuance and distribution of parking credentials for specific events

4 Access Credential Creation & Management/ Parking Permit Management Assist with all tasks pertaining to credentials and parking permits. Facility Maintenance/ Outside Vendors Coordinate facility maintenance for all athletic facilities and venues. Operations liaison for Qualcomm Stadium. Ensure that vendors are contacted to resolve problems with equipment (i.e., scoreboard) or when an upgrade is needed. Communicate with external entities during new product installation or repair process to ensure that the needs of the department are met. Coordinate with Facilities Services to be sure that all facility upkeep work orders are submitted properly and that all work is completed in a timely fashion and correctly. When the need arises, calls are made to Facilities Services on items that require immediate attention (electrical failure, restroom problems, etc.). Policy Creation & Enforcement/ Risk Management Assist in creating facility policies such as the limitation on beverages allowed into a game, whether to allow re-admittance once a patron leaves a game, etc. From there, the responsibility is to work with security to see that they understand and are properly enforcing those policies. The position is also responsible for constantly ensuring that areas that are a danger to the public are properly handled, either by modifying the public s access to an area, calling Facilities Services, or by removing the problem from the area. Student Payroll Oversee the tracking and recording of Facilities and Operations student payroll information, including daily sign-in sheets and proper completion of timecards that accurately reflect hours worked. Also includes compiling record sheets that show month-to-month individual sport expenditures for student assistants, which assists in budgeting for the remainder of a season and future seasons. Obtain and issue student assistant uniforms in conjunction with equipment room staff. Student and Intern Job Training Budget Responsible for training new Facilities and Operations student staff members and interns on all facets of the department on a continual basis. Participate in budgeting and fiscal monitoring for all sports home contest lines. Assist with monitoring student/intern budget.

5 Computing Skills Ability to effectively utilize Windows based applications including, Word, Excel, Access, Publisher, Outlook, and Astra. III. Administrative duties and responsibilities Administrative responsibilities include, but are not limited to: Submitting check requests for game officials; coordinate players complimentary ticket lists; coordinate outside vendor purchase orders; review and balance ticket sales and program sales for games, monitor vehicle check-in and out; access credential distribution lists; and coordinate game program, ticket sales inventory, and documentation for assigned sports. Review and submit all Facilities Services work orders for the department. Dispersal of annual Visiting Team Guides. IV. Perform other duties as assigned. Knowledge, Skills & Abilities Working knowledge of and ability to apply standard theories, principles, practices, and techniques applicable to the program and/or administrative specialty to develop conclusions and make recommendations. Thorough knowledge of policies, procedures, and outside regulations pertaining to the applicable program and/or administrative specialty. Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them. Ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty. Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques. Ability to organize and plan work and projects including handling multiple priorities. Ability to make independent decisions and exercise sound judgment. Ability to compile, write, and present reports related to program or administrative specialty. Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit. Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.

6 Skill in the research, development and evaluation of policies and programs, including skill in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations. Expertise in investigating and analyzing problems with a broad administrative impact and implications. Ability to anticipate problems and address them proactively. Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form. Ability to train others on new skills and procedures and provide lead work direction. Experience and Education Entry to this classification requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods. This foundation would normally be obtained through a bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs. Specialized Requirements Compliance with all NCAA, conference, and San Diego State University rules, policies and procedures is of paramount importance to the university. All position responsibilities should be carried out in full compliance with all such rules and regulations. At least three years experience in an NCAA Division I intercollegiate athletics Facilities and Operations office. Three years of customer service experience. Experience in training and supervising student workers. Proficiency in Microsoft Office applications, including Word and Excel. Must be administratively self-sufficient. Must be able to set own goals and determine how to accomplish results with little direction. Ability to work evenings and weekends. Skills in planning, organizing, and scheduling athletic activities. Excellent written and verbal communication skills. Skills in working in a fast-paced environment making decisions in a timely and professional manner, while exercising good judgment. Knowledge of general building systems. Must be detailoriented with accurate results for assigned projects. Skills to effectively utilize Windowsbased applications including Word, Excel, Access, Publisher, Outlook, and Astra. Must possess fiscal responsibility and ability to interpret budgets. Valid California driver s license within 10 days of hire.

7 Preferred Qualifications Master s degree. Four or more years experience in an NCAA Division I intercollegiate athletics Facilities and Operations office. Experience staging Division I football games. Application Procedures Review of applications will begin on Thursday, April 16, 2015; position will remain open until filled. The on-line application should be completed in detail. COMPLETION OF THE ONLINE APPLICATION IS REQUIRED FOR CONSIDERATION, A RESUME ALONE WILL NOT SUFFICE. To apply for this position, please go to click on Employment, and then New & Returning Applicants. You must submit your application by clicking on the "Submit" button. If you need assistance completing your application there are instructions available on the Employment Opportunities Website. Applicants with disabilities requiring special attention and/or interview arrangements may call (619) SDSU employees are required to sign an Oath of Allegiance. The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. This position may be funded by a qualifying federal contract, requiring new hire employment verification to be processed through the E-Verify program administered by the Department of Homeland Security, U.S. Citizenship and Immigration Services (DHSUSCIS), in partnership with the Social Security Administration (SSA). This position may be a "designated position" under the Conflict of Interest Code. Candidates accepting a "designated" position will be required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission. Employees who are required to operate motorized vehicles and/or use their personal vehicle more than once a month on University business are required to take a mandatory Defensive Driving course and enroll in the DMV Employee Pull Notice (EPN) Program. This position may require a background check, including, but not limited to employment verification and evidence of degree(s) and/or certification(s). If required for the position, a criminal background check must be completed satisfactorily before any candidate can be offered a position with SDSU.

8 Equal Employment Opportunity SDSU is an equal opportunity employer and does not discriminate against persons on the basis of race, religion, national origin, sexual orientation, gender, gender identity and expression, marital status, age, disability, pregnancy, medical condition, or covered veteran status.