Viejas Arena Associate Director of Operations

Under the direction of the Viejas Arena Director, oversees the operation, maintenance, custodial services and conversions for the Viejas Arena and Cal Coast Credit Union Open Air Theatre, providing leadership and assistance toward achieving departmental goals.  Oversees maintenance and custodial services for the Parma Payne Goodall Alumni Center.  Responsibilities include financial management and control, administration, payroll, and other duties as assigned to ensure efficient operation of areas under their control. Works closely with the Arena Director in the development of departmental budgets, long-term strategic planning, capital improvements, staff trainings and policy and procedure creation.  In the absence of the Arena Director, and in coordination with the Associate Director of Event Management, assumes operational and management oversight. Develops and implements a variety of policies and procedures including staff trainings and development, furniture/equipment maintenance and replacement standards, inventory control, safety, and risk management. Also serves as a Safety Coordinator.

 

ESSENTIAL DUTIES & RESPONSIBILITIES

 

Primary Functions

• Coordinates, integrates and reviews the development of annual operating budgets and equipment needs
• Creates, implements and manages department policies and procedures, including training of all staff, documentation, and compliance with A.S., University, OSHA, Federal, State and City policies, ordinances and laws
• Monitors facility to ensure that it remains safe, secure and well maintained
  Sets goals and deadlines for the facilities and operations
• Analyzes internal processes and recommends and implements procedural or policy changes to improve operations and facilities management
• Supervises maintenance and monitors facility utility systems for building and client use
• Communicates and coordinates with signage rights owner on signage inventory, application, replacement and removal as well as potential new inventory and building access
• Assists the Arena Director and Human Resources department in administering safety and security programs
• Represents the Arena management with clients, providers, University administrators, etc. as required
• Assists Arena Director on capital improvements and building projects
• Ensures work toward achieving and compliance in maintaining LEED Certification
• Ensures the facilities department conducts maintenance and repairs for Arena, OAT and Alumni Center in a high quality fashion
• Ensures custodial services are provided for the Arena, OAT and Alumni Center in a high quality fashion
• Ensures conversions are conducted in the Arena and OAT in a high quality fashion
• Assists in overseeing functioning of the Arena Administrative Office by reviewing, developing, establishing and enforcing office and customer service policies and procedures
• In coordination with Arena Director, maintains communication between Facility Operations and Event
• Operations to ensure facility is set-up for safe and successful event presentation
• Provides on-site facility and event management execution including conducting pre-event briefings with customers and contract services as needed
• As mandated by scheduled events, ensures the OAT is “opened” for the season and “closed” as required
• Ensures the successful facility operation of the Parma Payne Goodall Alumni Center
• Ensures the coordination and scheduling of contract services including but not limited to custodial services, furniture and equipment rentals
• Prepares administrative reports and studies.
• Tracks metrics regularly as needed
• Assists department managers in administrative problems and procedures, as necessary
• Provides information to and coordinates contracts with outside vendors and contract service providers for custodial needs, major repair, maintenance and renovation items and other areas as assigned
• Ensures appropriate facility services support of all areas under supervision to ensure successful event outcomes
• Ensures implementation and utilization of FMX work order software and Niagra (Building Operation System) software
• Develops and manages the repair, maintenance, replacement schedule and inventory control of all furniture, event staging supplies and equipment:
• Ensures maintenance and control of all fixed assets. Submits recommendations and cost estimates for replacement schedule
• Ensures furniture, equipment and audiovisual equipment is kept in good working condition. Schedules appropriate repairs and maintenance
• Ensures inventory control systems are followed and appropriate documentation is maintained
• Reviews and updates preventative maintenance schedules including updating replacement schedules in accordance with budget deadlines
• Ensures annual audit and updates and completed
• Ensures appropriate staffing levels for all meetings, events and front-line operations
• Ensures areas under supervision prepare, maintain and operate under an approved budget
• Ensures compliance and communicates Arena, Associated Students and SDSU policies and procedures
• Serves as project lead for large scale building maintenance projects

Minimum Requirements:
Minimum & Preferred Requirements

Education:

• Four year degree from an accredited college or university required

Experience:

• Five years practical experience in managing building operations and maintenance for a public assembly facility or related business, preferably in a similar facility or business operation
• Five years of experience directly supervising and managing full-time staff
• Experience in the production and execution of meetings, conferences and special events including setting up and striking furniture, staging, equipment, audiovisual services, crowd management and security.
• Experience with various types of industry standard room configurations and audiovisual equipment
• Experience with fire and life safety policies and emergency evacuation procedures
• Experience with meeting and event scheduling software, diagramming software, PowerPoint, databases, and payroll software preferred
• Experience with the needs and requirements of patrons with disabilities and experience with ADA guidelines
• Experience working with custodial services, caterers, productions companies, and a variety of contracted services
• Experience in facility, crowd control and event management relevant to complying with fire and life safety standards required
• Experience in developing, communicating, interpreting and enforcing policies and procedures
• Experience in safety, risk management and emergency preparedness and evacuation preferred

 

Licenses & Certifications Requirements:

• CPR, First Aid, and AED certification required (certifications may be obtained within first month of employment)
  Trainings:
• Sexual Harassment Prevention for Supervisors
• Data Security & Privacy

PERFORMANCE EXPECTATIONS

• Must professionally represent the Viejas Arena, Associated Students, and San Diego State University at all times
• Must be able to perform a high level of customer service in a diverse and constantly changing environment
• Must be an organized and effective leader willing to work as part of a team
• Demonstrated success in mentoring work teams of diverse functions, complying with organizational policies and procedures and supporting change within an organization
• Commitment to values of diversity, multi-culturalism, and higher education

KNOWLEDGE, SKILLS & ABILITIES

• Must have demonstrated knowledge in building operations and maintenance
• Must have knowledge of accounting and financial principles and practices
• Must have strong English language skills and the ability to read, write and verbally communicate at a level appropriate to the duties of the position
• Ability to operate personal computer, proficiency with Microsoft Office Suite (i.e. Word, Excel, PowerPoint) and ability to learn and utilize new software programs
• Ability to gather and organize data, draw logical conclusions and discern implications
• Well organized, ability to effectively multi-task, ability to prioritize work, problem solve, make decisions and meet scheduled deadlines under pressure
• Must be self-motivated, self-starter and perform with minimal direction and supervision
• Excellent interpersonal skills; ability to relate and communicate effectively with a diverse population of students, staff, faculty, colleagues and guests
• Ability to present a consistent positive approach to students and all internal and external contacts by being courteous, respectful, helpful and cooperative at all times
• Must be able to facilitate meetings, trainings, and orientations in a professional manner
• Commitment to a high standard of safety and ability to communicate and train safety policies and procedures to staff
• Strong ability to lead and motivate full-time career and part-time student employees and volunteers
• Proven necessary supervisory skills including, but are not limited to: hiring, inspecting, analyzing, planning, prioritizing, scheduling, assigning, receiving, controlling, training, instructing, documenting, recommending and reporting
• Ability to interpret and communicate policies and procedures
• Ability to adapt to and work in an environment of constant change, growth and frequent interruptions
  COMPENSATION

Starting range: $95,000 – $110,000 annually 

SCHEDULE & WORKING CONDITIONS

This is a regular, full-time position. Flexibility and willingness to work long and irregular hours and days, including evenings, weekends and holidays as needed by event schedule.

WORK ENVIRONMENT   The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

Work conditions may vary depending upon the location of work and/or events; work and/or events may occur indoors and outdoors, therefore requiring exposure to a variety of elements. While working in the office, lighting and temperature are adequate with the use of standard office equipment available. While working outdoors, the work environment may involve exposure to various elements including but not limited to: sun, heat/cold, dust, pollens and other environmental risks. Event work may include exposure to moderate to extreme noise, limited lighting in areas, exposure to moving mechanical parts and exposure to high, precarious locations. Exposure to artistic expression that may seem offensive to some (written/verbal foul language, creative clothing, etc.) may also occur.

This position may also call for occasional business-related driving. A valid California Drivers’ License and proof of automobile insurance is required.

 

PHYSICAL DEMANDS   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.

 

Physical requirements include talking, listening, sitting, standing, walking, manual dexterity, eye-hand coordination, use of office equipment including but not limited to computers, scanners, printers, telephones, copiers, fax machines, digital cameras, corrected vision and hearing to standard range. The use of walkie-talkies and wearing of earbud communications for long periods during events is also required.

 

Depending on meeting and event requirements, physical demands may require standing and walking for extended lengths of time and may require lifting, pushing, pulling, stooping, moving and carrying items up to 50 pounds (unassisted) and 75 pounds (with assistance), using ladders and high scissor lifts and the operation of equipment such as light trucks, pallet jacks, forklifts, boom lifts, or other light power driven equipment.

 

RELATIONSHIPS

Inside the Organization:

• Reports to the Viejas Arena Director
• Directly Supervises:
• Conversion Supervisor (full-time)
• Facilities Operations Manager (full-time)
• Facility Services Coordinator (full-time)
• Provides work direction and supervision through Facilities Operations Manager and Facility Services Coordinator to:
• Custodian (full-time)
• Two Building Engineers (full-time)
• 9 to 12 – Facility Operations Assistants/Leads (part-time)
• Works closely with the Associate Director of Event Management, Event Operations and the Production Manager
• Works closely with the Associated Students Director of Facilities & Sustainability
• Works closely with the Finance Director, Human Resources Director and other Business Services staff on a regular basis
• Interacts with other Viejas Arena and A.S. staff
• Interacts with student leaders

Outside the Organization:

• Interacts with Building Tenants, including SDSU Athletics, Aztec Shops, Alumni Office, Campanile
• Foundation, University Police Department
• Interacts with University Administrators
• Interacts with University Facility Services
• Interacts with other contractors providing service to facility
• State Fire Marshal
• Environmental Health Services

EMPLOYMENT CATEGORY:     Full-Time; Salaried; Exempt; Grade 16

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered this position with Associated Students. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current Associated Students employees who apply for the position.