The Catholic University of America

Reporting to the Director of Events and Conference Services, the Assistant Director of Operations will have primary responsibility for the Edward J. Pryzbyla University Center operations, building management, and event support, to include the supervision of the information desk student staff as well as other students working on projects. Duties include liaison functions with dining services (currently Chartwells Higher Ed), the Office of Disability Support Services (DSS), Office of International Services (OIS), Parking and Transportation, Global Studies, Office of the Dean of Students, Housing, Post Office, Campus Store, and other university staff and vendors working in and around the Pryzbyla Center.

The Pryzbyla University Center serves as the hub of campus and includes study spaces, a food court, restaurant, post office, campus store, convenience store, offices, large and small meeting rooms, and an outdoor patio seating area.

In collaboration with other professional team members in the department, the Assistant Director of Operations is responsible for providing complex professional event and operations services to university students, faculty, staff, and external clients.

The Assistant Director is responsible for internal policy and procedure development, building maintenance, student staff hiring, training, evaluation and termination, and large-scale university event planning and services. 

The Assistant Director may also advise clients (primarily internal but some external), recommending the appropriate equipment/staffing for events and coordinating the delivery of high quality event support.

The Assistant Director plays a critical role in the maintenance and inventory of Pryzbyla Center furniture, fixtures, and equipment (FF&E).

The projected salary or hourly pay range for this position which represents the full range of anticipated compensation is: $60,000-64,000. 

• Manage space and operations
  
  • Conduct daily walking inspections of all areas of the Edward J. Pryzbyla University Center.
  • Document deficiencies and anomalies (e.g. wall/floor damage, broken/dirty furniture, insufficient cleaning, other unusual circumstances) and direct to appropriate resource for corrective action.
  • Maintain safe, organized, and uncluttered storage spaces and ensure that all ECS staff (professional and students) are aware of storage locations and inventory.
  • Maintain required facility egress by ensuring exits are not impeded or otherwise inaccessible.
  • Track condition of floors (including carpeting), all furniture, walls, windows, doors, and all other building components and make recommendations for repair/replacement when needed.
  • Receive and respond to concerns raised by building tenants and guests.
  • Ensure a safe environment for all guests at all times, utilizing other university resources when appropriate.
  • Act as back-up to the building administrator, making decisions on behalf of administrator in their absence and/or when requested.
• Manage and support events
  
  • Prior to events, ensure Pryzbyla event spaces are ready for use, including furniture arrangements, a/v systems and equipment, lighting, climate control, and life safety.
  • Engage with event planners and other ECS team members to better understand space requests and needs in order to improve efficiency and minimize confusion and last minute changes.
  • Respond to client needs related to the Pryzbyla Center.
  • With other ECS team members, establish Pryzbyla Center hours of operation, including special circumstances. Arrange for hours to be prominently posted at building entrances and communicated in advance to building tenants.
  • Make recommendations for improving the appearance, feel, function, and safety of the Pryzbyla Center, seeking also to maximize revenue generation and appeal to both internal and external guests. 
• Support technical and facilities operations
  
  • Serve as departmental resource for a/v and other technical requests.
  • Develop network for support of requests beyond the scope of campus resources.
  • Develop and maintain pricing structure for a/v and other technical needs and establish and apply accurate billing.
  • Consult with Technical Services and other university resources to provide sound advice and service to clients who request a/v and other technical services for their events.
  • Become and remain knowledgeable about current trends and emerging technologies; make recommendations for improving services offered in the Pryzbyla Center and other campus venues.
• Manage and direct student staff
  • In collaboration with other ECS team members, recruit, hire, train, and supervise student staff working in support of events in and the operation of the Pryzbyla Center.
  • As a member of the ECS team, make recommendations for student staff promotions and/or assignments, with a goal of placing them in the best positions to be successful.
• Maintain building access and security
  • In coordination with Technology Services and Public Safety, establish and maintain schedules for electronically controlled Pryzbyla Center access points.
  • Report to Public Safety any anomalies regarding security of the Pryzbyla Center.
  • Ensure proper working condition of “panic buttons” at the Information Desk and ECS main office, and ensure that appropriate staff are trained on when and how to utilize these resources.
  • Coordinate (with Facilities) regularly scheduled fire alarm system tests. Be aware of building occupant mustering locations and assist in disseminating information to patrons.
  • Alert Pryzbyla Center tenants to unusual activities or events that have potential to disrupt the normal operation of the building.
  • Establish and maintain building hours of operation, communicating with other university staff for locking/unlocking; post hours at all entrances and ensure all are up-to-date.
• Manage physical resources
  1. Serve as primary steward of all Pryzbyla furniture, fixtures, and equipment (FF&E).
  2. Ensure all equipment (tables, chairs, staging, podiums, flags, sign holders) is in good repair; remove damaged items from public, and take appropriate action to repair/replace.
  3. Track expected life of FF&E, making recommendations for replacement, including quantities and anticipated cost of replacement. 

• Bachelor's degree and one to two (1-2) years related professional experience in a college or university, non-profit organization or other program related entity.
• Graduate assistant experience may be considered.
• Supervisory experience and knowledge of student unions, conference services, and/or meeting planning strongly preferred.
• Involvement in National Association of Campus Activities (NACA), Association of College Unions International (ACUI), or other professional organizations and demonstrated desire for professional growth preferred.

• Knowledge of and experience working with audiovisual equipment, including knowledge of and ability to manage video conferencing software (Zoom, Google Meet, etc.).

• Knowledge of and experience working with various scheduling, conference and event management software programs.

   

• Possession of current and valid U.S. driver’s license appropriate to the type of university vehicle and an acceptable Motor Vehicle Driving Record (MVR) as stipulated in the Vehicle Guidelines and Procedures Manual administered through the office of Environmental Health and Safety.

• Annual clearance of MVR check through the Office of Environmental Health and Safety.

• Ability to work with a diverse array of clients.
• Ability to plan, organize and manage events and activities with a high level of service.
• Ability to communicate effectively both verbally and in writing.
• Strong interpersonal skills and ability to deal effectively with the public.
• Knowledge of and commitment to the principles of student development theories and desired learning outcomes.
• Ability to analyze and solve problems, draw valid conclusions and develop alternate recommendations.
• Ability to instruct, train and supervise the work of student employees.
• Ability and willingness to work collegially and collaboratively with other campus departments and entities.
• Ability to safely connect, use, store, and transport audio visual equipment.
• Ability to achieve assigned objectives within budget and desired timeframes.
• Knowledge of Microsoft Office applications and ability to learn and use university scheduling software system (25 Live, IRIS Coordinator, Social Tables).
• Expected to engage in programs that support the mission of the Division of Student Affairs and contribute positively to the growth and development of students.
• A sustained commitment to serve the needs of students.