Position Title:Assistant Director-Operations
Department:MSC (Student Center)
Reports To:Associate Director
Purpose of Position
To assist the Associate Director with the daily management of all aspects of the Student Center as regards building services.
- Provides supervision of the public areas in the Student Center during all operating hours and maintains the up keep and renovation of the facilities.
- Provides management for the sundry sales; coordinates with the Student Center accounting office of all cash transactions.
- Schedules facilities in the Sam Rayburn Student Center, the University Auditorium, and academic buildings (for non-academic use) for recognized student organizations, university departments and non-university groups meeting the requirements of the university scheduling policy.
- Assists with the accounting operations and payroll in the absence of the Administrative Secretary .
- Provides supervision of the bulletin board posting service on campus.
- Provides room set-ups and audio-visual equipment needs to all events scheduled in the Memorial Student Center, and University Auditorium.
- Coordinates the Request to Serve Alcohol permits through the University Dining Service, Office of Public Safety and the Executive Director.
- Coordinates with Department of Media Services audio visual request for events.
- Manages the Student Center audio-visual services department; maintains inventory.
- Communicates facility usage for scheduled activities and events with Student Center staff, Audio-Visual staff, University Security, University Maintenance, Office of Academic Affairs and University Dining Services through a daily set-up sheet.
- Coordinates and approves the Activities permits through the Office of Public Safety and Security and the Dean of Students office.
- Coordinates and approves the permission to sell on campus permits through the Head Resident of Department of Housing and the Assistant Dean of Students.
- Serves on university committees as assigned to include but not limited to Family Day. Homecoming, Lions’ Roar, Sexual Harassment, Campus Solicitation, Cinco de Mayo, Decentralization of Media Services Equipment and University Day.
- Coordinates and approves vendors publicity on campus.
- Serves as public relations person for all activities in the Student Center and the University Auditorium. Publishes and distributes a weekly schedule of events to university departments, community groups and local business.
- Programs and coordinates a network scheduling system campus wide for a daily schedule of events.
- Coordinates, manages, and promotes the University Day Fair, Orientation Fairs, and other fairs as requested.
- Assists with ticket sales for the Feast of Carols, Five Star Series programs, etc.
- Assists the Associate Director of the Student Center in determining all building facility usage and equipment policies.
- Assists with the inventory and ordering of supplies for the building operations.
- Coordinates invitations, reservations, memos, and enhancements of the overall appearance of the Faculty and Staff Luncheons.
- Acts as liaison with the Maintenance Department on a daily schedule to coordinate the heating and cooling of the Student Center, and University Auditorium.
- Attends conferences, workshops, and seminars to advance knowledge with computer programs and all aspects of the Student Center operations.
- Publishes and distributes a weekly university calendar of events to university departments, community groups and local businesses.
Contributes to the effective team management of all relevant problems, issues and opportunities.
This job description shall include, but is not necessarily limited to, the above duties. May temporarily perform other duties assigned to maintain operations and services.
Marginal Functions will vary with the specific assignment and depend on the particular unit or function for which the person is responsible. Consideration will be given on a case by case basis and reassignment of marginal duties will be made when appropriate.
Knowledge & Skill Requirements
Requires high school diploma or equivalent, bachelorÔ??s degree preferred. Requires three to five (5) years experience in a business operation or Student Union. Knowledge of general office machines and procedures. Excellent knowledge in business communications, spelling, punctuation, office procedures and excellent proofing skills. Ability to organize and set priorities, maintain records, interpret and prepare reports and compose memoranda and letters and excellent communications skill essential. Good computer skills and knowledge needed; with ability to demonstrate word processing, spreadsheet and more specialized experience. Ability to design room layouts which will be appropriate for the particular scheduled event.
Supervision of Personnel
Supervises two (2) Administrative Secretary I - 50%, two (2) Building Services Supervises, five (5) Building Attendants, 27 student employees, and 7 building student managers.