Associate Director - Events and Facilities

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Job Summary

The Associate Director of Events and Facilities will be responsible for overseeing the day to day functions and scheduling of the Sonnentag Center. The Associate Director serves as a facility representative and liaison for building tenants and internal, external event operators and works closely with staff and vendors to provide critical coordination, communication and information for the safe, clean, maintained, and efficient functioning of the events and facility. This position will schedule, plan, and coordinate facility rentals, manage the rental and usage of venues and equipment, and supervise the 15,000sf fitness center and group fitness studios. This position requires strong critical thinking skills as well as an entrepreneurial and customer service focused attitude. The Associate Director applies the CENTERS Essential Attitudes for High Performance as the standard for leading a team of part-time employees.

This position will work on-site at the University of Wisconsin-Eau Claire's Sonnentag Center, a major athletics, recreation, and events center, which opened July, 2024. The new Sonnentag Center serves as a venue for university and community events, concerts, and home to Eau Claire Men's and Women's Athletics.

Essential Functions:

• Serve as point of contact for internal athletics and recreation practices and competitions within the Sonnentag Center
• Assist the General Manager as needed with all ticketed events
• Coordinate with on and off campus vendors for event execution and contractual requirements
• Assist in planning and executing internal events and securing new and repeat external events
• Assist with developing event budgets, marketing/promotions plans and drafting contracts
• Assist in the planning, development, and implementation of marketing initiatives intended to increase the visibility of and revenue generated through events, programs, and memberships
• Foster and maintain positive working relationships with employees, the client, vendors, sponsors, and community
• Lead the risk management plan for general operations and events
• Prepares and delivers required and requested reports and data to the client and CENTERS central office

Fiscal Accountability:

• Prepare and monitor income and expense budgets for areas of responsibility
• Obtains and reviews price quotes for the procurement of parts, services, and labor for projects
• Prepare and submit quarterly and annual reports for areas of responsibility
• Coordinate facility equipment and supply purchases in accordance with annual expense budget

Strategic Accountability:

• Create an environment that inspires innovation, entrepreneurialism, and high levels of client and customer service
• Develops and maintains positive relationships with co-workers, volunteers, vendors, stakeholders, customers, and client

Facility Management:

• Oversees upkeep and maintenance of all Sonnentag sports and fitness equipment
• Manage inventory of all capital assets including original FF&E and other acquired equipment
• Works closely with all parties to ensure that Sonnentag meets the overall programming, operations, and event needs and requirements
• Manage the card swipe and key access system for athletic coach's, rental groups, and other users as needed
• Assist Operations Manager and General Manager as needed with all facility related issues

Staff Supervision

• Lead a dynamic and comprehensive part time team to manage the general operations of the facility and oversight of the fitness center operations
• Supervise the full time Membership & Communications Coordinator
• Create, encourage and support professional development opportunities for the team, including professional association involvement, training programs and mentoring
• Set event staffing levels and provide leadership and direction to event staff
• Responsible for approving timecards and preparing necessary documents/reports in preparation for payroll
• Responsible for certifying essential staff in CPR/AED & First Aid

Other Responsibilities:

• Evening/Weekend work responsibility as required
• Available on-call for facilities related emergencies

Qualifications
Education and Experience

• Bachelor's degree or 4 or more years of work experience
• 2 years experience in event management and/or athletics and recreation
• CPR/AED and First Aid Instructor or ability to get certified as an instructor.
• Knowledge of standard practices and demonstrated experience in arena, stadium or convention center event management
• Leadership and supervisory experience
• Experience with rental agreements and contracts

Skills & Abilities

• Analytical skills to identify problems, assess alternatives, and render consistent logical decisions.
• Excellent communication, collaboration, and delegation skills
• Excellent organizational skills and attention to detail
• Ability to motivate and lead employees and hold them accountable
• Entrepreneurial spirit and enthusiasm
• Ability to thrive in an environment that values high expectations, accountability, and balanced lifestyle choices.
• Ability to prioritize and meet deadlines
• Basic accounting knowledge; capability of understanding budgets
• Proficiency with Microsoft Office

Work Environment and Physical Demands
Work Environment

• Office, sporting, and non-sporting events environment
• Non-smoking environment
• Moderate to loud noise

Physical Demands

• Must be able to remain in a stationary position 60% of the day
• Constantly operates a computer and other office equipment
• Must be able to traverse throughout the arena and campus. Regularly ascending/descending building levels and occasionally ladders or stools
• Working in a sports and events environment at least 40% of the day
• Must be able to lift, move and set up items weighing as much as 50 lbs.
• Must be able to discuss, converse with, and exchange accurate information with arena patrons, staff, stakeholders, etc.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, age, disability, gender identity, marital or veteran status, or any other protected class.

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