POSITION SUMMARY: The Facilities & Event Management Coordinator reports directly to Assistant Atheltic Director, Facilities & Event Management but provides additional support to the Director, Facilities and Event Mangement. Assists with the day to day management of all aspects of facilities maintenance activities, including facility repairs, renovations and scheduling. Assists in the coordination of athletic facility usage for home intercollegiate athletic events and departmental rental events, including but not limited to scheduling staff and coordinating post-event clean up. Assists, as needed with the management of event activities and game operations for home intercollegiate athletics events and department rental events with duties encompassing both facilities and game operations responsibilities. Assists as a liaison to facilities services and the janitorial services contractor providing supervisory responsibilities and fiscal oversight related to their services in support of Athletic Department events and facilities.
ESSENTIAL JOB FUNCTIONS: 1. Facility Management - Support the Assistant Athletic Director, Facilities and Event Management and collaborate with the Director, Facilities & Event Management on all facility operations; coordinate and schedule preventive and routine maintenance and equipment repairs for the Intercollegiate Athletic Facilities and Grounds. Conduct daily walk-through of the entire facilities to manage facility cleanliness and generate a punch list of items that require maintenance; serve as a liaison with Facilities Services for the Department of Intercollegiate Athletics to ensure routine functioning and service documentation for all mechanical, HVAC, electrical and plumbing systems; serve as direct contact with third party custodial services contractor (C&W). Ensuring that all facilities are cleaned and ready to meet the needs of the Tulane staff, coaches, student-athletes and community; develop an annual and an ongoing facility periodic maintenance list to address day to day matters, monthly and periodic for capital expenditures ensuring that all departmental needs are addressed; serve as secondary contact for all off campus/third party vendors that provide services, equipment and supplies to the department relating to building maintenance, event operations and facility personnel; in coordination with the Intercollegiate Facilities team, ensure facilities are well maintained and risk management inspection are performed of all facilities before, during and after events; track all Running Job Orders and Work ticket submissions associated with Facilities Services work performed on or in Athletic Facilities; ensure invoices for equipment or materials purchased are properly posted against the correct Tulane expenditure account; and regularly check athletic building and facilities for maintenance repairs. (30%) 2. Operations - Support the Assistant Athletic Director, Facilities and Event Management and collaborate with the Director, Facilities & Event Management on all game management issues; serve as secondary contact for all off campus/third party vendors that provide services, equipment and supplies to even coordinators; establish and carry out an organized system of communication and expectation for events, including set up, management, staffing and breakdown; setup and maintain DVSport Instant Replay and Precision Timing systems; process credential request for all sports; prepare pre-game timing sheets for Men’s/Women’s Basketball games in accordance to American Athletic Conference standards; and schedule table crew for Men’s/Women’s Basketball and schedule line judges for Women’s Indoor Volleyball. (30%) 3. Scheduling - Utilize facility scheduling software to track facility usage while providing daily, weekly, monthly, and semester facility schedules. Produced and disseminated in a timely manner to all appropriate parties (internal and external); resolve scheduling conflicts and find alternative times for when possible by identifying alternate use of space; impartially schedule facility space for on-campus programming while capitalizing on remaining space available for outside rentals, adhering to departmental usage priorities; assist in the development and enforcement of appropriate administrative and operational policies and procedures to insure the appropriate and orderly use of the Intercollegiate Athletic Facilities; and schedule golf cart and shuttle bus fleets for athletic use. (25%) 4. NCAA Compliance - Ensures that all Department of Athletics and University related activities operate in full compliance with university, conference and NCAA rules and regulation; attends and participates in scheduled compliance seminars and complies with all the Athletic Department's efforts to monitor compliance with NCAA regulations; seeks interpretations from the compliance staff before acting when necessary; reports potential rules violations immediately; completes required compliance paperwork in a timely and efficient manner; and monitors all of their areas and/or programs activities closely to maintain compliance with applicable rules and regulations. (10%) 5. Performs other duties as assigned by the Assistant Athletic Director, Facilities & Event Management. (5%)
REQUIRED EDUCATION, EXPERIENCE, KNOWLEDGE, SKILLS, ABILITIES/COMPETENCIES TYPICALLY NEEDED TO PERFORM THIS JOB SUCCESSFULLY:
Bachelor’s Degree in Sports Administration or a related field and 1 year of experience in Athletic Facilities and Event Management or a High School Diploma/equivelant and 7 years’ related experience.
Current First Aid and CPR Certifications
Strong interpersonal skills
Strong writing skills
Ability to interact effectively with coaches, administrators, student athletes and vendors
Strong organizational, management and leadership skills
Proficient computer skills including word processing, spreadsheets and social media
Proven ability to multi-task effectively
Ability to prioritize assignments and meet deadlines
Available to work flexible work schedule including nights and weekends
Through knowledge of NCAA and American Conference rules and regulations
In order to be considered for this position, candidates are required to apply for IRC14750 via the Tulane University application system (http://www2.tulane.edu/jobs/). The position closes on Sunday, August 5, 2018.
Internal Number: IRC14750
About Tulane University
Founded in 1834, Tulane is one of the most highly regarded and selective independent research universities in the United States. A member of the prestigious Association of American Universities, we take pride in being a part of this select group of 62 universities with “pre-eminent programs of graduate and professional education and scholarly research.” Our schools and colleges offer undergraduate, graduate and professional degrees in the liberal arts, science and engineering, architecture, business, law, social work, medicine and public health and tropical medicine. With a seventeen-sport program that competes in the American Athletic Conference, Tulane Athletics is on the rise, boasting one of the oldest and most storied athletics programs in the Southeast, and indeed the nation.