The Assistant Director reports directly to the Executive Director for the Student Union and Campus Recreation. This role is instrumental in ensuring effective daily operations of the Student Recreation Center as well as intramural programming. It is expected this role will have a shared responsibility with other Campus Recreation staff members to ensure the efficient, safe, and effective functioning of the Student Recreation Center and all associated programs. Work is reviewed principally through discussion and observation of the results obtained. The majority of the functions of this position are performed in an office environment. This is a twelve month, full-time position.
Facilities/Scheduling Management:
Facilities/Scheduling Management:
- Schedule Campus Recreation’s facilities via Event Management Software (EMS) for programs and services; monitor daily use of activity areas to ensure maximum participation; communicate guidelines and schedules with staff; develop and publish weekly schedules. Collaboratively work with Union and Involvement Services counterpoint to oversee the space allocation process for Campus Recreation facilities;
- Oversee rental services and front desk operations including membership sales, locker rentals, etc. Maintain and update records regularly;
- Coordinate maintenance and cleaning of all Campus Recreational spaces. Ensure operational issues are scheduled for appropriate repairs.
- Maintain and update daily access databases, interacting regularly with ITS, ID office and Human Resources;
- Supervise and schedule special event staff; monitor payroll; ensure staff are appropriately trained for events and excellent customer service, including any special requests regarding equipment and access needs, event set-up/strike down and risk management issues. Collaboratively work events if needed.
- Coordinate building hours – opening and closing year-round; and
- Compile appropriate annual reports;
Supervision:
- Assist with the selection, training and evaluation of student employees. Provide direct supervision to approximately 30 Membership Services Desk and 20 Intramurals student employees;
- Collaboratively provide support and direction to student Building Supervisors;
- Oversee tracking the completion of any required certifications for all staff members;
- Ensure student employees know the mission and goals of the University, Division and Campus Recreation;
- Ensure that student employees demonstrate excellent service for internal and external customers;
- Serve as an advocate for students and their needs; and
- Accompany student delegations, when appropriate, to appropriate leader training and/or conferences when applicable.
Client Services:
- Provide support, training, oversight and direction for student employees and professional staff in the areas of campus reservations, room diagrams and any details related to space usage;
- Serve as a point of contact for internal and external clients in order to most appropriately address needs;
- Communicate policies with rental groups; supervise event production, supervision, manage event set-up and strike down; oversee preparation of agreements and invoices; review, assess, respond to event supervision reports.
- Be a resource for all recognized student organizations as well as all faculty/staff advisors regarding risk management, event planning, and general concerns;
- Meet with clients if serious space violations occur; and
- Assist with marketing/branding efforts for position relevant services.
Intramurals:
- Develop annual schedule for intramural activities and plan alternative or individual sponsored games/activities;
o Schedule and registration of intramural leagues and tournaments;
o Market activities to campus community;
o Ensures the Intramural Sports Program offers a balanced assortment of structured contests, tournaments and league sports for participants in all skill levels;
o Design registration procedures; and manage equipment, supplies, medical needs, and personnel schedules to operate the program.
- Serve as a point of contact for internal and external clients in order to most appropriately address needs;
- Communicate policies with rental groups; supervise event production, supervision, manage event set-up and strike down; oversee preparation of agreements and invoices; review, assess, respond to event supervision reports.
- Be a resource for all recognized student organizations as well as all faculty/staff advisors regarding risk management, event planning, and general concerns;
- Meet with clients if serious space violations occur; and
- Assist with marketing/branding efforts for position relevant services.
External Partnerships:
- Assist New Student Orientation and Truman Week;
- Assist with New Student Move-In;
- Serve on any other appropriate committees
Assistant to the Executive Director:
- In absence of Executive Director, serve as a point person for the Department;
- Process requisitions for departmental spending;
- Assist with annual budget planning, development and priority setting;
- Assist with identifying needs for building improvements and furnishings replacements;
- Assists with maintaining Campus Recreation website, coordinating information and posting changes in a timely manner;
- Examine, analyze and evaluate Campus Recreation operations and policies in order to: maximize the current and potential use of the facility, identify opportunities and challenges, and ensure programs and services are inclusive;
- Contribute to the creation of the Department’s annual report for internal and external constituencies summarizing activities, data, emerging trends, strategies for improvements and for taking advantage of emerging opportunities; and
- Other duties as assigned.
This position requires some evening and weekend work.