Director of Rentals, Facilities & Operations
University Job Title: Events Specialist
Bargaining Unit: None - Not included in the union (Yale Union Group)
Time Type: Full time
Duration Type: Regular
Compensation Grade: Administration & Operations
Wage Ranges: Click here to see our Wage Ranges
Work Location: Central Campus
Worksite Address: 20 Tower Parkway, New Haven, CT 06511
Work Week: Flexible or Non-Standard
Searchable Job Family: Athletics
Total # of Hours to be Worked: 37.5
Position Focus:
Directly reporting to the Assistant Athletic Director for Facilities & Operations, this position is primarily accountable for all facility rentals, oversight and supervision of camps/clinics, and third-party agreements.
Responsible for planning, coordination, oversight and execution of all rental agreements; including camps/clinics, external rentals and campus events for all athletic facilities. Responsible for the promotion, booking, vendor coordination, and contract administration of all rentals. Responsible for booking rentals and responding to inquiries in a timely, effective and proactive manner. Coordinate event planning meetings and/or walkthroughs with various constituents (i.e. rental party, vendors, grounds, facilities, custodial, etc.), as needed.
Coordinate logistics and communication through the event planning process and event execution with all necessary constituents. Develop and enhance operating procedures, implement innovative and creative solutions, and recommend best practices to provide excellent customer service to clients. Responsible for meeting revenue rental goals outlined by Athletics Administration and actively promoting rental opportunities. Manage and monitor operational budgets in a fiscally responsible manner.
Assist with facility management responsibilities (i.e. submitting work requests, graphics enhancements, gameday coverage, etc.) as assigned. Responsible for the management of assigned varsity sport facilities; including scheduling for all varsity games, practices, recreation/club/intramurals and third-party rentals and inputting into appropriate scheduling software. Assist with the management, scheduling, and hiring of staff for assigned varsity sport facilities.
Assist with management of casual and student employment at assigned varsity sport facilities. Work collaboratively with the union on Clerical and Technical employees' schedules, overtime allocations, grievances, etc. Assist with other duties as assigned in facilities and operations as needed.
Essential Duties:
- Design and manage special events, performances, symposia, conferences, and exhibitions that create an optimal client and event attendee experience. Develop strategies to integrate events into the overall educational work of the units as necessary.
- Manage and coordinate the activities of events teams. Develop and provide instruction and floor plans for external event set-up.
- Manage delivery of services for events, working closely with Yale internal and external service providers; including, but not limited to Yale Catering, Media Services, Custodial Services, Security, YPPS and Campus Police, as well as those provided by hotels, caterers, and other community service providers. Balance competing priorities to meet all program requirements in a timely manner and deliver quality results.
- Develop budgets, provide oversight of the expenditures, monitor and update program budgets as plans develop. Create final forecasts, reconcile budgets to ensure all charges are accounted for, accurate, and explained properly.
- Identify opportunities to improve event-related workflow, software and other tools, and recommend enhancements.
- May develop press releases and marketing plans to enhance visibility and participation. Collect and provide content for all related printed programs and websites.
- Negotiate contracts/letters of agreement for all activities, and ensure that all contract details are properly carried out.
- May perform other duties as assigned.
Required Education and Experience:
Bachelor's degree in a related field and three years of related, demonstrated experience or an equivalent combination of education and demonstrated experience.
Required Skill/Ability 1: Strong organizational and communication skills, oral and written.
Required Skill/Ability 2: Strong customer service skills and ability to build professional relationships with rental groups.
Required Skill/Ability 3: Ability to think critically and strategically about all aspects of the operation.
Required Skill/Ability 4: Ability to learn and develop skills in various software used (i.e. 25Live, Salesforce, Bond Sports). Knowledge of MS Office, MS Excel, and Google Documents required.
Preferred Education, Experience and Skills:
Drug Screen: No
Health Screening: No
Background Check Requirements:
All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check.
COVID-19 Vaccine Requirement:
The University maintains policies pertaining to COVID-19. All faculty, staff, students, and trainees are required to comply with these policies.
Posting Disclaimer:
The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.
To apply, visit https://sjobs.brassring.com/TGnewUI/Search/home/HomeWithPreLoad?partnerid=25053&siteid=5248&PageType=JobDetails&jobid=1591639
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