Job description
Job Description
POSITION OBJECTIVE
The Coordinator of Operations is responsible for all aspects of the day-to-day operations within all non-athletic Division of Student Affairs programming spaces, this will include Thwing Center (over 60,000 square feet), Eldred Hall (an almost 15,000 square foot building), Carlton Commons (More than 10,000 square feet which includes a Multi-purpose Room; Conference Room and Game Room), Leutner Commons (More than 9,700 square feet which includes The Spot, L3, Fireside Lounge and the Division of Student Affairs Room) and (2) outdoor spaces. The Coordinator of Operations will help maintain safe, clean, and engaging environments for the campus community and beyond. Primary responsibilities include working to enhance student engagement and customer service within the facility; directly manage and support (~50) student employees; support operations by providing building and event coverage on nights and weekends.
This position will primarily work weekdays 3p-11p during the academic year and 9:30a-5:30p during academic breaks
ESSENTIAL FUNCTIONS
- Manage the day-to-day operations of all non-athletic Division of Student Affairs Student Centers. This includes: Identifying and correcting risk management issues; coordinating emergency action plan training and reporting; providing building coverage; creating and maintaining building signage and internal postings; conducting daily building walkthroughs to ensure proper upkeep, cleaning, storage, and safety standards are met; Identifying, reporting and following-up on any maintenance and/or custodial needs via the university's work order system; serve as the on-site event manager for events as assigned; coordinate sustainability efforts to reduce energy use and reduce waste in spaces. Must be able to come in as needed to manage and support after-hour facility emergencies (i.e. issues related to access/security; leaks; major damage to building/equipment). (35%)
- Hire, train, supervise and evaluate (50) student employees. This includes recruiting, interviewing and onboarding new student employees. Assist with developing, implementing and leading staff training focused on facility policies, risk management, customer service, diversity and inclusion, and event management. Evaluate and update employee manuals and records. Manage staff schedules, adjusting scheduling processes based on area needs, special events, and budget. Assist with planning and facilitating student operations staff meetings. Review and approve student’s time in HCM. Provide students with continual feedback, mentoring, recognition programs, and a performance review. Must take job-related calls from student employees after hours or on weekends to support issues as they arise (i.e call offs; building issues; patron issues; etc.). (30%)
- Be informed of all daily and weekly events within all non-athletic Division of Student Affairs Student Centers Create a weekly to-do-list to ensure smooth operations as well as follow up to ensure tasks are completed in a timely manner. Anticipate challenges, take initiative and solve problems. On more complex and/or strategic issues, gather information, clarify details, evaluate alternatives and formulate recommendations for the Associate Director in the daily report or weekly meeting. (12%)
- Complete event setups and breakdowns in accordance with the building schedule. (10%)
- Manage and maintain all equipment inventory and storage organization. Prepare reports of usage and regularly report results to the supervisor. (10%)
NONESSENTIAL FUNCTIONS
- Assist with management of social media platforms as needed. (2%)
- Perform other duties as assigned. (1%)
CONTACTS
Department: Regular contact to serve as department liaison to disseminate information and supervisory responsibility to Campus Engagement staff (the Director, Associate Director, Assistant Director of Engagement, Coordinator of Business Services and Coordinator of Customer Experience).
University: Regular contact with Campus Facilities, Public Safety, Grounds; Auxiliary Services, Access Services, Division of Student Affairs Staff.
External: Continuous contact with contractors and other vendors (i.e., caterers, Able Rental, Vertical Sound, and Event Sources); clients/visitors including parents, alumni and University Circle community; Jolly Scholar management, Bon Appétit and other preferred caterers.
Students: Frequent interaction with student employees. Continuous interaction with Case Western Reserve University students.
SUPERVISORY RESPONSIBILITY
Supervise 50 student operations employees and in-direct supervision of the custodial service workers and security.
QUALIFICATIONS
Bachelor’s degree and 1 year of experience in facility operations or customer service required, preferably in a higher education or community facility setting OR High School education and 5 years of experience required.
REQUIRED SKILLS
- Strong interpersonal skills: ability to work and communicate with various individuals from a broad spectrum of disciplines, technical and educational backgrounds within the department, school and university, and with individuals outside the university.
- Professional and effective verbal and written communication skills; ability to present and articulate ideas, plans, etc. Ability to interact with colleagues, supervisors, and customers face to face.
- Strong organization skills: ability to multitask, prioritize, give attention to detail and meet deadlines.
- Effective management skills: ability to lead, work with, elicit cooperation from, and read communication styles of team members and staff.
- Ability to work effectively independently with limited supervision and collaboratively within a team.
- Ability to learn and apply new ideas, processes, policies, functions, etc. Must be highly motivated and a self-starter.
- Ability to problem-solve effectively and demonstrate good judgment and logical decision-making.
- Ability to conform to shifting priorities, demands, and timeline. Must be flexible in order to respond to project adjustments and alterations promptly and efficiently. Must be able to adapt to varying workloads and respond appropriately to stressful situations.
- Prior experience working with sound equipment, AV equipment and other technical equipment is preferred
- Proficiency with Microsoft Office is preferred
- Ability to meet consistent attendance.
WORKING CONDITIONS
Periodically the employee will have to remain on his/her feet for entire shift. Ability to lift 50 lbs. at least a distance of 15 ft. Have the ability to lift overhead and work at or below waist level (kneeling/ lying). The employee will need to perform the following activities: balance, kneel, bend/stoop, push/pull, climb ladders, reach, climb stairs, reach above shoulder, crouch, squat, and repetitive motion using a computer mouse and keyboard to type. Employee must respond to text messaging, phone calls, and/or changes of additional work hours, whenever necessary for special events (during evenings and weekends).
Diversity Statement
In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity. Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.
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Reasonable Accommodations
Case Western Reserve University provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.
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COVID Vaccination
Case Western Reserve University has implemented a COVID Vaccination policy requiring evidence of COVID-19 vaccination for all students, faculty and staff with an on-campus presence. Religious and medical exemptions may be provided in accordance with applicable federal and state laws. For more information go to: https://case.edu/equity/covid-19-accommodations. Applicants may contact the Office of Equity at 216-368-3066 /equity@case.edu for information regarding religious or medical exemptions as an accommodation.
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