Associate Director for Events and Facility Operations

Posting Details

Position Information

Recruitment Number

1578

Number of Vacancies

1

Working Title

Associate Director for Events and Facility Operations

Classification Title

Student Union Associate Director (Inst) (B)

Proposed Salary to be Offered

$66,000 - $70,000 commensurate with experience

Appointment Percentage (Budget)

100

Position Summary

The Associate Director for Events and Facility Operations is a full-time professional staff position which is part of the Office of University Centers within the Division of Student Affairs at the University of Wisconsin-La Crosse ( UWL ). In conjunction with the Director of University Centers, the Associate Director is responsible for managing all areas of events and facility operations of the University Centers department, supervises and provides leadership in the University Reservations and Event Support Services area and is responsible for managing facility and equipment reservations along with coordinating all support activities required for events. The Associate Director provides for the daily management of the Student Union. This person is responsible for the supervision and support of the Events Services staff, the Custodial staff within the Student Union and Whitney Dining Center, as well as student employees within the areas of oversight. The Associate Director will serve as a member of the University Centers central leadership team and will provide guidance on the long-term strategic plans for the areas of oversight.

Position Type

Staff/Administrative

Pay Basis

Annual

FLSA

Exempt

Contingent Upon Funding

No

Is this position eligible for employment sponsorship, (H1B or PERM)?

No

Required Qualifications

• Master’s degree in higher education administration, hospitality management, operations management, or related field from a regionally accredited institution plus three (3) years of relevant professional experience – OR – a bachelor’s degree in hospitality management, operations, or related field plus five (5) years of relevant professional experience is required.
• Experience working with event and/or facility operations in a large-scale operation.
• Experience supervising full-time professional and student staff members.
• Ability to prioritize and multitask while exhibiting good judgement and poise in a fast-paced environment.
• Possess exceptional interpersonal and communication skills, strong organizational skills, the ability to manage multiple priorities, and the willingness to work and communicate in a highly collaborative environment.
• Possess a commitment to providing a welcoming environment for all.
  
  

Preferred Qualifications

• Experience preparing, reviewing, negotiating, and executing space use contracts.
• Experience overseeing the facility operations of a large building that is LEED Certified.
• Experience working with event management software (such as EMS or Mazevo)
• Experience working with budget analysis, development, implementation, and reporting.
• Experience working in a higher education setting, preferably at a public institution.
• Understanding of the importance of collaboration within the unit and the university.
• Ability to problem solve and readily adapt to change.
• Ability to use and adapt to current technology and new technology and software.
• Ability to interact effectively with faculty, staff, students, and external groups.

Physical Demands

• Ability to lift 50 pounds.
• On occasion, this person must assist with equipment and room set-ups.

Reasonable Accommodations
UWL provides reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability. If you need assistance or accommodation in applying because of a disability, please contact hrinfo@uwlax.edu or 608.785.8013. This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.
All position descriptions are required to provide physical demands and working condition/environment and may not be published in the job announcement. For information on the physical demands and/or working conditions/environment for this position, please contact Human Resources at hrinfo@uwlax.edu or 608.785.8013.

Working conditions and environment

• This person shall serve as “on call” for evening/weekend emergencies.
• Onsite work is required for this position.
• On occasion, this person must be able to work extended evening and weekend hours.
• Travel for professional development is possible.
  
  

Miscellaneous Information

Information about your Benefits
Your benefits add an additional 40%+ to the overall financial package from the university.
Highlights include:

• paid vacation for 12-month positions.
• excellent flexible health insurance with low co-pays and good coverage.
• paid holidays and sick days.
• after 5 years of employment, you become vested in our retirement system which ensures income post-career.
• benefits at UWL are highly competitive with local industry and some of the strongest in state and nation.

Benefit eligibility is determined at point of hire. This information is provided for illustrative purposes only. Benefits are also pro-rated based on the appointment percentage.

Information about UWL and the Surrounding Region
The University of Wisconsin-La Crosse (UW–La Crosse) provides a challenging, dynamic, and diverse learning environment in which the entire university community is fully engaged in supporting student success. Grounded in the liberal arts, UW-La Crosse fosters curiosity and life-long learning through collaboration, innovation, and the discovery and dissemination of new knowledge. Acknowledging and respecting the contributions of all, UW-La Crosse is a regional academic and cultural center that prepares students to take their place in a constantly changing world community.
For more than a decade UW-La Crosse has been named one of Kiplinger’s 100 Best Values in Public Universities and has appeared prominently on theU.S. News & World Reportlist of “America’s Best Colleges” for more than 15 years, and is ranked #4 on its list of the Best Regional Public Universities in the Midwest. UW-La Crosse ranks 6th nationally among the Top LGBTQ -Friendly Colleges for 2018-19 by AffordableCollegesOnline.org ( ACO ).
With a student population of roughly 10,500, the university offers 91 undergraduate programs, 21 graduate programs, and 2 doctoral programs through the following three colleges, the College of Arts, Social Sciences, and Humanities, the College of Business Administration, and the College of Science and Health, as well as the School of Education. There are over 600 full-time faculty and instructional academic staff, 75 percent of whom hold terminal degrees. UW-La Crosse boasts a retention rate (freshmen returning as sophomores) of 84 percent, graduation rate (degree within six years) of 70 percent, and is among only 12 institutions cited nationally by the American Association of State Colleges and Universities for its success in linking campus culture and university leadership to outstanding graduation rates.
UW-La Crosse’s strategic plan Sustaining Excellence continues to move our community forward through its four pillars: increasing community engagement, achieving excellence through equity and diversity, investing in our people, and advancing transformational education. More information about the ongoing work of Sustaining Excellence is available at www.uwlax.edu/info/strategic-plan .
The UW-La Crosse campus is in southwestern Wisconsin, nestled in a residential area of the City of La Crosse and positioned as part of a larger metro area with a population close to 140,000. The area, known as the 7 Rivers Region, is famous for its exceptional natural beauty which includes the Mississippi River on one side, majestic bluffs on the other, and views of rolling farmland and forested valleys in between. Abundant water, woodlands and varying terrain provide ample opportunities for year-round outdoor recreation. Only a couple of hours from Minneapolis or Madison, La Crosse enjoys the affordability and charm of small town living with larger city benefits. Three colleges, two world-class medical institutions, the La Crosse Symphony Orchestra, a restored nineteenth century downtown business district, and a number of galleries and art centers have made La Crosse a regional center for culture, entertainment, medical care, shopping, sports and recreation. More information about the La Crosse metro area can be found here: Choose La Crosse . Learn more about UW-La Crosse here: https://www.uwlax.edu/human-resources/services/talent-acquisition-and-employment/finalist-welcome/
AA/EO Statement
The University of Wisconsin-La Crosse is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. We strongly encourage women, minorities, people with disabilities and veterans to apply. UWL, in compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, does not discriminate on the basis of race, color, national origin, religion, sex, sexual orientation, gender identity/expression, disability, or protected veteran status.
COMMITMENT TO INCLUSIVE EXCELLENCE
Inclusive Excellence is a source of strength, creativity, and innovation for the University of Wisconsin La Crosse. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the Universities of Wisconsin community. We commit ourselves to the pursuit of excellence in teaching and learning, research, scholarship, creative activity, community service, and diversity as inextricably linked goals.
The University of Wisconsin La Crosse fulfills this by creating a welcoming and inclusive community for people from every background – people who serve the State of Wisconsin and the public good.

Annual Security and Fire Safety Report (Clery Act)
For the UWL Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see https://www.uwlax.edu/police/annual-security-report/ or contact the University Police Department at 608.785.9000.

Redbook Position

Yes

Division/College

Student Affairs Division

Description of College / Department / Program / Division / Unit

The Division of Student Affairs’ role is to enhance and support students learning experience here at UWL . We work closely with faculty, staff, community members, alumni and most importantly, students to provide quality programs and services which promote learning, leadership, involvement, service and the celebration of diversity. The Division includes a number of departments: Admissions and Recruitment, Campus Child Center, Counseling and Testing, Student Health Center, Intercollegiate Athletics, Recreational Sports, Residence Life, Student Life, University Centers, and the Vice Chancellors Office. The staff of the Division is truly student-centered and concerned about the holistic development of the student.

Duties/Responsibilities

These are the job duties required for the position.

Responsibility Statement

Responsible for the overall direction and administration of events in the Student Union including Reservations, Event Support and policies related to campus events.

Duties to Support Responsibility

• Supervise the event reservation process for the Student Union, Whitney Dining Center, Graff Main Hall, Wimberly Hall, Cowley Hall, Centennial Hall, Cleary Center, and UW-La Crosse grounds.
• Hire, train, supervise, support and evaluate full-time staff in Reservations, Event Support, and Custodial services as well as student staff who support these areas. This position supervises three (3) full-time direct reports, 16 additional full-time staff, and approximately 30-40 student staff.
• Oversee work orders for all operational aspects and equipment of both the Student Union and Whitney Dining Center.
• Serve as the event liaison for major functions (conferences, Board of Regents visits, special events, etc.)
• Convene meetings and communicate with Custodial Supervisor, Catering Manager, Information Counter Staff, Building Managers, Technical Service Staff, and other necessary UW-La Crosse employees to coordinate and finalize event setup, technical services, and catering arrangements.
• Assist with building/event coverage when necessary

Responsibility Statement

Administrative Duties.

Duties to Support Responsibility

• Oversee the quote/billing process for events including technology/production, room rental, custodial services, catering, and external vendors.
• Oversee the preparation, review, negotiation, and execution of space use contracts.
• Prepare budgets requested for financial reports for Scheduling, Event Support Services, and Custodial Services.
• Prepare year-end program reports to be included in the University Centers Annual Report.
• Develop, implement and maintain University Reservations and Event Support Services policies and pricing structure.
• Serve as the unit contact to the University Calendar.
• Serve as the liaison to summer camps for facility use.
• Coordinate University Reservations and Event Support Services website maintenance.
• Oversee key management and access control for the department.
• Coordinate operational aspects of the facilities: flooring, paint, furniture, equipment, work orders, storage, etc.

Responsibility Statement

Coordination of outdoor events.

Duties to Support Responsibility

• Approve outdoor event reservations.
• Oversee the coordination of services for all outdoor events acting as liaison with custodial and Facilities Management staff.
• Create, implement, and maintain outdoor event policies and procedures in conjunction with University Police, Dean of Students Office, and Facilities Management personnel.
• Facilitate the evaluation of programs and services within the unit.

Responsibility Statement

Serve as a member of the University Centers leadership team.

Duties to Support Responsibility

• In collaboration with other University Centers leadership team members, create and maintain an inclusive environment free of bias while leading and communicating in ways that champion equity, diversity and inclusivity and meet the needs of an active and diverse student body and campus community.
• Establish a positive collaborative working relationship with university departments, students, auxiliary partners, and community agencies.
• Assist with the coordination of training and development for student and full-time staff members.
• Assist in the establishment of the unit’s direction and policies with specific emphasis on events and facility operations.
• Contribute to the development of the annual report, development of strategic goals, and the assessment of established goals.
• Ensure the unit’s philosophy and direction permeates the programs and services of the unit.
• Collaborate closely with the University Centers Director and other Associate Directors to ensure a cohesive approach to department-wide initiatives.
• Maintain open communication channels to resolve conflicts and ensure the department operates as a unified entity supporting the mission and strategic goals outlined by the Director of University Centers.

Responsibility Statement

Other duties as assigned by the Director of University Centers.

Duties to Support Responsibility

• Serve as advisor to the Student Buildings and Services Committee.
• Lead the University Centers Operations Team meetings.
• Attend University functions of general importance to the student body or the University.
• Serve on Student Affairs and University committees as needed.
• Participate in regional and national Student Union and/or Auxiliary Services Professional Associations.

Posting Detail Information

Posting Detail Information

Posting Date

01/06/2025

Continuous Recruitment

Yes

Continuous Recruitment First Review Date

02/03/2025

Close Date

Special Instructions

Application deadlines
TO ENSURE CONSIDERATION : Priority consideration is given to those candidates who apply by the listed ‘First Review Date’. Applications received after that date may be given consideration at the discretion of the search committee. Application materials will be evaluated, and the most qualified applicants will be invited to participate in the next step of the selection process. Incomplete and/or late application materials may not receive consideration. If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact the Office of Human Resources.

Confidentiality of Applicant Materials
UWL is a state agency and subject to Wisconsin’s Open Records Law. UWL will not, however, reveal the identities of applicants who request confidentiality in writing except as may be required by Wisconsin’s Open Records law. In certain circumstances, the identities of “final candidates” and/or the identity of the appointed applicant must be revealed upon request.

CBC & Reference Check Policy
All candidates for employment are subject to a pre-employment screening which includes a criminal background check, work authorization, and verification of education. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.

Position Contact Name

Kyle Burke

Position Contact Email

kburke2@uwlax.edu
Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * How did you hear about this employment opportunity?
   • Chronicle of Higher Education Web Site
   • Discipline-Specific Publication/Web Site
   • HERC Web Site
   • HigherEdJobs.com Web Site
   • Job Center of Wisconsin Web Site
   • Minority Publication/Web Site
   • University of Wisconsin - La Crosse Social Media (i.e. Facebook, LinkedIn, Twitter)
   • University of Wisconsin - La Crosse Web Site
   • La Crosse Tribune
   • Personal Referral
   • LinkedIn
   • Indeed
   • WinonaDailyNews.com, LaCrosseTribune.com, ChippewaHerald.com, Journaltimes.com, Kenoshanews.com, Madison.com
   • Department of Workforce Development (WISC)
   • Other
2. * The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identities of finalists must be revealed upon request. See Wis. Stat. §. 19.36(7).
   • I wish for my name to remain confidential until the university is no longer able to do so.
   • I waive my right to keep my name confidential through the application process.
3. * Will you now or in the future require visa sponsorship for employment at the University of Wisconsin-La Crosse? (UW-L and UW System institutions pay for some or all of the sponsorship costs. Some candidates may require an H1B or another form of employment sponsorship to work in the US. This question is asked so that if you are the successful candidate, Human Resources can work with your work unit to begin the process of obtaining this visa).
   • Yes, I will require sponsorship prior to employment.
   • Yes, I will require sponsorship for continued employment if hired.
   • No, I do not require sponsorship and am eligible to work in the US.
4. * Please provide your most recent employer, supervisor name and contact information, including phone number and email address. (Pursuant to UW System Administrative Policy 1275, UW System requires reference checks related to sexual harassment and sexual violence to be conducted at a minimum with a final candidate’s most recent employer and with all previous UW System institution and State of Wisconsin agency employers from the past seven years. UW-L will notify you prior to contacting your supervisor).
   
   (Open Ended Question)
   
   
5. * Are you currently employed by or have you been employed by a UW System institution or a State of Wisconsin agency during the last seven (7) years? Please answer yes or no. If yes, provide the institution or agency name, your supervisor and contact information, including phone number and email address.
   • Yes
   • No
6. * After you retire from a Wisconsin Retirement System (WRS) employer, you may return to work with a WRS employer as a rehired annuitant, provided certain requirements are met. There are no restrictions on what type of position a rehired annuitant can hold. Under the WRS, there is no limit to how much you may earn as a rehired annuitant. (Learn more: https://www.wisconsin.edu/ohrwd/benefits/life-events/empcha/ra/). Are you currently collecting an annuity from the Wisconsin Retirement System, (WRS)?
   • Yes
   • No
7. * Are you an alum of the University of Wisconsin-La Crosse?
   • Yes
   • No
8. * Were you ever found to have engaged in any sexual violence or sexual harassment in a previous work assignment? (Required under UW System Administrative Policy 1275)
   • Yes
   • No
9. * Are you currently under investigation or have ever left employment during an active investigation in which you were accused of sexual violence or sexual harassment? (Required under UW System Administrative Policy 1275)
   • Yes
   • No
10. * Are you legally eligible to work in the United States?
    • Yes
    • No
11. * Are you currently or have your worked with a pervious UW System Institution and/or State of Wisconsin agency employer in the past seven years? (Pursuant to UW Systems Administrative Policy 1275, A UW System institution may not make an offer of employment to any individual who, within the last 7 years, has held a UW System appointment, unless the institution has reviewed the UW institutional personnel file(s) of the individual.) If yes, by electronically typing your name, you authorize UWL Human Resources to review your personnel file. If No, type NA
    
    (Open Ended Question)
    
    

Required Documents
Required Documents

1. Resume/Curriculum Vitae
2. Cover Letter/Letter of Application
3. Reference Contact Information

Optional Documents