Associate Director Operations, Otter Student Union
Associate Director Operations, Otter Student Union
Classification: Management II
Department Name: Otter Student Union
Job Number: FP2021-703
Status: Accepting applications. This position is open until filled.
Priority Screening Date: 03/01/2021
The Otter Student Union (OSU) provides facilities, programs, services, activities, leadership, and employment opportunities that promote campus community. Funding support for OSU operations is generated primarily from student fees. The Otter Student Union (OSU) is a 501©(3) nonprofit corporation and operates as a legally separate entity. Although a legally separate entity, the OSU is a fully integrated part of the California State University, Monterey Bay campus. Presently, University Corporation provides personnel and fiscal services to OSU and OSU employees are University Corporation employees, receiving the same benefits as current University Corporation employees.
The University Corporation at Monterey Bay is an equal opportunity employer and committed to hiring personnel with competencies and experience related to the regional and State population.
The University Corporation at Monterey Bay is a non-profit institution that is affiliated with the California State University, Monterey Bay (CSUMB). The University Corporation at Monterey Bay, a nonprofit 501© (3) public benefits corporation, is an auxiliary organization with a mission to further the educational purposes of the University. The University Corporation at Monterey Bay is an equal opportunity employer and committed to building a pluralistic university by hiring personnel with competencies and experience related to the regional and state population. The University Corporation at Monterey Bay is committed to a standard of excellence in the services it provides and in the quality of work expected of its employees.
Under the general direction of the Director of the Otter Student Union (OSU), the Associate Director for Operations is responsible for all facilities operated by OSU, which includes the Otter Student Union facility and the Black Box Cabaret. The Associate Director will serve as the direct supervisor for the Operations Specialist and undergraduate and graduate student staff, as well as future professional staff. Particular emphases of this position will be on assessing and increasing space use, increasing use of AV/Technical services, as well as providing excellent customer service in the day-to-day operations of OSU's facilities to enhance community among all users, i.e. students, faculty, staff, alumni, and the public.
ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:
1. Oversight of all aspects of OSU operations, including facilities, event set-up, AV/technical services, equipment, custodial, maintenance, customer service, reservations, and communications. Ensures an atmosphere of excellent internal and external customer service. Promotes and maintains clean, well-maintained, safe, and inclusive spaces. Supervisory responsibilities include hiring, developing, and implementing regular trainings, mentorship, evaluation, and scheduling of professional and student staff.
2. Develops and implements assessment tools to determine facility needs and use. Creates assessment plans and learning objectives. Responsible for increasing use of space, developing marketing plans to reach broader customer base, maintaining knowledge of area facilities to enhance offerings, and assisting with pricing structures for facilities. Partners with internal and external groups to seek additional use of facilities. Utilizes campus climate and other surveys to garner information relevant to furthering campus community and belongingness amongst facility users.
3. Develops and implements policies and procedures related to use of OSU facilities. Ensures consistency in procedures across all facilities and implementation of policies and procedures by all staff.
4. Responsible for managing meetings with customers on event plans, ensuring details of event(s) are clear and precise. Coordinates with catering, custodial, and other units and departments to provide the necessary resources to implement customers' event specifications. Ensures staffing for events. Responsible for smooth transitions within and between events in multiple spaces. Seeks to anticipate customer needs within and beyond the scope of events. Provides oversight of OSU programs and consultation on customer events as requested.
5. Responsible for emergency preparedness for all OSU facilities. Assesses and mitigates risk in all spaces. Coordinates with appropriate internal and external entities.
6. Oversees the overall look of facilities, with particular focus to aesthetic details. Responsible for inventory of equipment and supplies. Monitors equipment needs, developing short-term and long-range plans for equipment replacement and renewal. Proposes and implements improvements to facilities, procedures, and staffing. Responsible for developing deferred maintenance plans and assisting Director with financial needs for budgeting purposes.
7. Provides support for all tenants and customers of OSU facilities.
8. Maintains positive relationships and collaborations with OSU staff, California State University Monterey Bay and University Corporation at Monterey Bay departments including Facilities, Student Life (Dean of Students, Student Activities & Leadership Development, Recreation, First-Year Experience, Housing & Residential Life), Events & Conference Services, World Theater, Communications, Business Services, University Police, Academic Affairs, Admission, and other departments; with contractors such as dining services and bookstore (Follett); and with external partners.
9. Coordinates regular operations meetings to ensure coordination of facilities use.
10. Represents the department on campus-wide committees and works campus-wide events as requested.
11. May serve as the primary point of contact in the absence of the Director of Otter Student Union.
1. Actively participates in departmental meetings, training programs, retreats, and planning sessions.
2. Represents OSU at CSUMB and external events.
3. Actively attends seminars and conferences to maintain program and professional development.
4. Performs other job-related duties and special projects as assigned.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Office environment with standard equipment and tasks; position requires working at a computer and desk for extended periods of time. Requires travel between campus offices and off-campus locations.
Knowledge, Skills and Abilities:
Thorough knowledge of practices and procedures related to managing facilities and events; AV, sound, and video; communication and marketing strategies; supervision; and budgeting. Strong commitment to equity, diversity, and inclusion. Demonstrated expertise in emergency preparedness and risk assessment and management.
Skills: Excellent customer service, written and oral communication, assessment, time management and interpersonal skills. Experience with programming, marketing, AV/sound/video technology, and individual and group leadership development. High accuracy and attention to details with excellent organizational skills. Strong conflict resolution skills and ability to remain calm under pressure and multi-task in a fast-paced environment.
Ability to independently plan, organize and coordinate projects and interpret and apply policies and procedures; use initiative and resourcefulness in planning work assignments and in implementing short- and long-range planning and project improvements; establish and maintain cooperative working relationships; carry out a variety of professionally complex assignments without detailed instructions; ability to interpret and evaluate descriptions and explanations of problems, analyze and define the problem, draw valid conclusions and project consequences of various alternative courses of action; ability to anticipate problems and address them proactively; and to develop and maintain accurate budgetary reports.
Education and Experience: A master’s degree from an accredited college/university and 5 years of experience or a bachelor’s degree and 8 years of experience. Professional experience must include evidence of specialized competencies related to the duties and responsibilities listed above as well as evidence indicating the potential for further growth and specific application of these knowledge areas.
Demonstrated experience that clearly provides evidence of the knowledge and skills required to perform each essential duty satisfactorily. The requirements identified above are representative of the knowledge, skills and/or abilities required.
Five years of operations management experience in a student union
Special Conditions of Employment:
Due to the nature of the work, this position requires the ability to work flexible hours, including evenings and weekends. Must possess and maintain a valid license to drive in the State of California, pass the Defensive Training Class, and be insurable under the Corporation’s liability coverage. Thorough knowledge of office systems and ability to use a broad range of technology, systems, and packages. The person holding this position is considered a “mandated reporter” under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with University Corporation. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current University Corporation employees who apply for the position.
The University Corporation at Monterey Bay is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status.
All employees must be eligible for employment in the U.S.
This position is required to maintain confidentiality as outlined in the Department of Education’s Family Educational Rights and Privacy Act (FERPA) and California’s Educational Code Chapter 13 regarding sensitive student issues.
Please note: University Corporation employment is separate and distinct from CSU Monterey Bay or State of California employment. University Corporation employees are not employees of either CSUMB or of the state of California.
Compensation and Benefits:
The University Corporation is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students, and the customers we serve.
The monthly hiring salary is $6,400-6,800. This is an exempt position and as such is not eligible for the overtime provisions of the Fair Labor Standards Act. Benefits include medical, dental, vision and life insurance benefits, contributory retirement plan, TSA (403b), 13 paid holidays per year, and other benefits. University Corporation and OSU of CSUMB positions are “at-will” employment.
The University Corporation at Monterey Bay also provides access to affordable campus housing, Employee Housing.
How to Apply:
To apply, visit https://csumb.peopleadmin.com/postings/6103
A completed online application and resume must be received by the University Corporation Human Resources by 5:00 p.m. on the priority screen date listed above to be guaranteed a review. Application submissions received after the application screening date will be reviewed at the discretion of the Corporation.
Materials submitted become the property of University Corporation at Monterey Bay and will not be returned. University Corporation at Monterey Bay will not fax application materials. For assistance or if you require an accommodation, please call (831) 582-3389, or TTD (800) 735 2929. For computer/online access you may visit the Tanimura & Antle Family Memorial Library (map) or our Student Service Center - first floor ( map). For additional campus information visit CSUMB.edu. For information regarding the University Corporation visit CSUMB.org.