Assistant Director - Special Facilities Management

Assistant Director - Special Facilities Management

Job ID: 14653
Location: El Paso, TX
Full/Part Time: Full Time
Regular/Temporary: Regular

About UTEP

About the University of Texas at El Paso

UTEP is a comprehensive public research university that is increasing access to excellent higher education. We advance discovery of public value and positively impact the health, culture, education, and economy of the community we serve.

The University of Texas at El Paso is America's leading Hispanic-serving university. Located at the westernmost tip of Texas, where three states and two countries converge along the Rio Grande, 84% of our 24,000 students are Hispanic, and more than half are the first in their families to go to college. UTEP offers 172 bachelor's, master's and doctoral degree programs at the only open-access, top-tier research university in America.

About VP Business Affairs

The Division of Business Affairs oversees many elements of doing business at UTEP, including human resources, the budget office, and accounting and financial services. In addition, the VPBA Office manages business contracts and agreements, institutional memberships, the University's risk management/insurance program, and the open records process. Our goal is to support the University's teaching, research and public service mission by providing superior services to the campus community.

UTEP Special Facilities Management Department

The UTEP Special Facilities Management department, under the Office of Special Events, manages and maintains the Special Use Facilities at the University of Texas at El Paso. These include the Don Haskins Center, Sun Bowl Stadium, and Magoffin Auditorium. These spaces are exceptional rental venues suitable for meetings, conferences, banquets, graduations, athletic events, and more. Available to Registered Student Organizations (RSOs), University departments, Internal Organizations, and External Organizations within the wider El Paso community.







Position Information

Hiring Department: Special Facilities Management Department

Posting End Date: Open until filled.

Hours: 40 hours per week, standard Monday- Friday 8:00am- 5:00pm, flexibility is required on evenings and weekends

FLSA status: Exempt

Earliest Start Date: As soon as possible.

Salary: Commensurate with experience.

Required Application Materials:

• Resume
• Cover Letter
• List of three references

Note: To the extent that this position involves research, work, or access to critical infrastructure as referenced in Executive Order GA-48, being hired for and continuing to be employed in this position requires the ability to maintain the security or integrity of the infrastructure.



The primary accountabilities are intended to describe the general content of and requirements of this position and are not intended to be an exhaustive statement of duties. Incumbents may perform all or some of the primary accountabilities listed. Specific tasks or responsibilities will be documented in the incumbents' performance objectives as outlined by the incumbents' immediate supervisor or manager. This position is security-sensitive and subject to Texas Education Code §51.215, which authorizes the employer to obtain criminal history record information. A valid driver's license issued by the State where the applicant resides and insurability as defined in UTS 157 may be required to perform the position's essential functions.

Purpose of Position

Summary: Reports to, and administratively assists, the Director of Special Facility Management in all functions of the Special Events Department. The Assistant Director of Special Facility Management will oversee operations and perform management functions at venues and events in the Office of Special Events. The Assistant Director will be responsible for day-to-day operations to ensure all event needs are met. This position will work closely with staff to provide a high level customer service in order to ensure a friendly, safe environment at all events, and work with operations and technical team on developing policies and procedures, assist with planning and cost estimates. Additionally, the Assistant Director will oversee personnel staffing, job performance, budget, equipment and supplies inventory, and provide input on venue improvements.

Note: The primary accountabilities below are intended to describe the general content of and requirements of this position and are not intended to be an exhaustive statement of duties. Incumbents may perform all or some of the primary accountabilities listed below. Specific tasks or responsibilities will be documented in the incumbents' performance objectives as outlined by the incumbents' immediate supervisor or manager. This position is security-sensitive and subject to Texas Education Code §51.215, which authorizes the employer to obtain criminal history record information. A valid driver's license issued by the State where the applicant resides and insurability as defined in UTS 157 may be required to perform the position's essential functions.

Statement of Duties and Responsibilities:

Coordinate the events calendar and assigns daily work to supervisors.

Assist with the scheduling of full time and part time staff for all events. Prioritize posts and determine suitable staffing levels with Supervisors.

Assists with event layouts and planning.

Assists with event execution from inception to restore.

Inspect and assure that final event setup thoroughly matches the Requisition or Production Advance before client arrives.

Acts as the liaison with live event production staff regarding security and event operations for ticketed and nonticketed events.

Supervises and participates in Athletics Game Day Management; Serves as manager on duty, as required.

Oversee the maintenance of the special use facilities grounds and facility equipment.

Ensures the quality of services and workmanship by managing, planning, scheduling, supervising engineering and electrical maintenance personnel.

Works with Facilities Services on campus to implement the most efficient and cost effective means for operation of mechanical systems, HVAC systems and lighting systems.

Manages resources to ensure compliance with budget objectives, and standards of facility and equipment repair, equipment inventory and cost control.

Responsible for ensuring that outside work performed by other departments, contractors, and/or vendors for the facilites are coordinated through the office to insure the work is conducted within prescribed industry standards and norms.

Assists in seeking outside clients and events to create additional revenues for the Don Haskins Center, Sun Bowl Stadium, Magoffin Auditorium for the department.

Monitors the formulation and coordination of account specifications, requirements for monetary transactions,

and associated documents; reviews and approves negotiated agreements for area(s) of assigned responsibility.

Reviews cost factors and estimates used in planning, organizing, and scheduling work, preparing bids,

selecting vendors or subcontractors, and determining cost effectiveness.

Assists in timekeeping software and payroll procedures for part time staff working in the Auxiliary Services Shared Pool.

Conducts overall management of a full time supervisors, student work-studies, and internship/volunteer programs.

Interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance;

coaching and counseling subordinates; rewarding and disciplining employees; addressing complaints and resolving problem.

Understands department's role in accomplishing the University's mission.

Acts as liaison between University Departments and External Clients.

Participates in various committees, professional trainings, industry conferences, and conventions.

knowledge of all Microsoft Office software, Autodesk CAD software, and able to learn and use institutional software systems.

Promotes organization policies and procedures in compliance with local, state, and federal rules and

regulations; advises University personnel regarding the development and implementation of regulatory

strategy, potential areas of regulatory concern, and new government/regulatory developments.

Provides training policies, standards, guidelines, and security monitoring processes in relation to general

control, privacy regulations, and development and operation of the University's infrastructure.

Knowledge of all Microsoft Office software and able to learn and use institutional software systems.

Complies with all State and University policies.

Other duties may be assigned.

Supervisory Responsibilities Carries out supervisory responsibilities in accordance with the organization's objectives, policies and applicable laws.

Qualifications

Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required Qualifications:

Education: Bachelor's Degree

and

Experience: Three to 5 years years of experience, and/or training to the essential duties and responsibilities; or equivalent combination of education and experience. Occasional traveling required.

Preferred Qualifications:
5+ years related experience (Venue Management, Facility Management, Event Management and/or
production, Event Promotion); and a minimum of (2) years of supervisory experience.
Strong communicator with proven ability to drive projects assigned to completion. Excellent organizational
skills and attention to detail.
Ability to foster and develop good working relationships with the University's internal clients as well as clients in
the entertainment sectors.
Strong written and verbal communication skills. Strong customer service skills. Ability to coordinate multiple
projects. Creativity and proven problem solving skills.
Ability to work non-traditional hours to include evenings and weekends.
Proven ability and knowledge to work with professionals in the live entertainment business.
Ability to work well with faculty, staff, students, and the general public.

Additional Information

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.

While performing the duties of this job, the employee is regularly required to stand; walk; sit; stoop, kneel and crouch. The employee is frequently required to use hands to feel; reach with hands and arms; and talk or hear. The employee is occasionally required to lift and move up to 25 pounds.

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.

The noise level in the work environment ranges from moderate to very loud.

In keeping with its access, excellence and impact mission, The University of Texas at El Paso is committed to an open, diverse, and inclusive learning and working environment that honors the talents, respects the differences, and nurtures the growth and development of all. We seek to attract faculty and staff who share our commitment.

The University of Texas at El Paso is an Equal Opportunity/Affirmative Action employer. The University does not discriminate on the basis of race, color, national origin, sex, religion, age, disability, genetic information, veteran status, sexual orientation, or gender identity in employment or the provision of services in accordance with state and federal law. Discrimination on the basis of sex includes an employee's or prospective employee's right to be free from sexual harassment under Title IX of the Higher Education Amendments of 1972. Inquiries—including the filing of a Formal Complaint or reporting an incident—about the application of Title IX may be referred to the Title IX Coordinator, who can be reached by phone at (915) 747-8358, by email at titleix@utep.edu, or by mail at 500 W. University Ave., El Paso, TX, Kelly Hall, Room 312.

For accommodation information for employees and applicants with disabilities, please contact UTEP's Equal Opportunity Office at eoaa@utep.edu.


To apply, visit https://zahr-prd-candidate-ada.utshare.utsystem.edu/psp/ZAHRPRDADA/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=2&JobOpeningId=14653&PostingSeq=1







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