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CSL Student Centers: Event Services Operations

About the Department

The Student Centers serve as the core community building and special events spaces at the University of Chicago. The Student Centers play a formative role in the Campus and Student Life goal of creating a comprehensive and integrated network of services that support the academic mission and facilitate student learning, engagement, and success.

Job Summary

Reporting to the Associate Director, Building Services, the Assistant Director of Operations is responsible for overseeing the day to day operational functions and service coordination for Ida Noyes Hall, Reynolds Club, Bartlett Hall (1st floor), and Mandel Hall; maintaining departmental resources; coordinating facility maintenance and custodial care and serving as liaison with facility services and their contractors; interfacing with building partners; interacting with clients and providing customer service during events. This includes supervising the Event Service Worker (ESW) team (5 fulltime employees) and the student building managers (25 part time employees).

Responsibilities

• Ensure cleanliness and functionality of facilities and equipment, within the Student Centers portfolio. Perform routine inspections, coordinate building maintenance, work orders and custodial care with facility services and create housekeeping projects for the Event Services Workers.
• Maintain inventory of furniture, fixtures, equipment, and supplies. Manage facility access via CBORD and tracking and distribution of keys.
• Oversee allocation and management of student group storage.
• Observe and report any security issues/irregularities in and around facilities in the Student Centers portfolio.
• Successfully execute all reservations and events across Student Centers portfolio. Meet weekly with Student Center staff to review event schedule and collect event details.
• Coordinate internal resources for event facilitation; room set-ups, staff coverage, audio /visual equipment and external rental equipment.
• Create and distribute daily assignments to Event Services Workers and Building Managers.
• Perform daily inspections of event set-ups, breakdowns and changeover duties required per diagrams, checklists, or instructions. Lock and unlock event spaces as needed, according to facility and event schedule.
• Supervise Event Services Workers (ESW) and Student Building Managers.
• Manage employee schedules using the University attendance system, including approval of personal/vacation requests.
• Hire and train Event Service Workers and Student Building Managers.
• Facilitate on-going training opportunities for Student Building Managers.
• Work with Associate Director and Human Resources staff to handle all employment and performance concerns, consistent with the bargaining unit contract where applicable.
• Provide after-hours consultation to ESW and Building Manager teams in the case of an emergency or unforeseen circumstance.
• Provide customer service to all users of the Student Centers and serve as liaison to building partners, facility services, and their contractors.
• Interact with clients in preparation of and during the course of an event. Report and respond to any facility concerns which may affect an event.
• Interact with customers, including high-profile, prominent University administrators and guests.
• Assist and advise staff and customers in making last minute changes to event set-ups.
• Serve as a member of the Student Centers staff and assist with various office programs and projects.
• This includes consulting a d collaborating with the Associate Director of Building Services and fulfilling other duties as assigned with the Student Centers portfolio.
• Supervises inspections of buildings, equipment and/or surrounding grounds for deficiencies and potential safety, health, or code problems. Reviews and authorizes written reports summarizing findings and recommends solutions.
• Coordinates with staff from other units and supervises the work of contractors as well as facilities union and/or non-union staff.
• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include a college or university degree in related field or an equivalent combination of education and experience.

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Work Experience:

Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

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Certifications:

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Preferred Qualifications

Education:

• Bachelor\'s degree.

Experience:

Two years of experience in a progressively responsible work environment.

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