Job Information
University of Florida Assistant Director, Event Operations in Gainesville, Florida
Assistant Director, Event Operations
Apply now (https://secure.dc4.pageuppeople.com/apply/674/gateway/default.aspx?c=apply&lJobID=530202&lJobSourceTypeID=796&sLanguage=en-us) Job no: 530202
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Executive/Director/Management, Recreation/Event Services
Department: 05310000 - RU-EVENT PRODUCTIONS
Classification Title:
AST DIR, Multipurpose Facility
Job Description:
Responsible for building and productions management in the Reitz Union
Recruit, train, supervise, and evaluate facility building management and productions for full time and student staff; plan and manage the day-to-day operation including establishing work priorities and workflow; develop goals relevant to the area and provide direction and leadership for goal accomplishments
Assist with creating, maintaining, disseminating, and enforcing policies, procedures, and guidelines for the facility, as well as equipment use
Responsible for administrative functions related to employee time approval and reporting, performance evaluation, and related human resources functions for unit
Responsible for developing specifications for the purchase of goods, services, and equipment for operations; gather information, make cost and quality comparisons, and ensure appropriate decisions based on evaluation of relevant information
Responsible for the development, maintenance, and distribution of a comprehensive and up-to-date facility operations and productions manual; ensure enforcement of policies, procedures, and guidelines, including safety standards, quality work standards, work order management, and handling of hazardous materials/equipment; develop and implement specific training programs for staff as needed
Interpret and ensure compliance with Reitz Union and University policies, guidelines, and other relevant regulations, including but not limited to use of facilities, ADA compliance, security requirements, and special event approval requirements
Perform regular inspections of facilities to ensure all spaces meet quality standards; Initiate and follow-up corrective actions as appropriate
Review building reports and ensure appropriate follow-up as necessary
Attend and participate in regular operations meetings for the purpose of communication and collaboration with other support services to ensure effective operations
Plan and implement job training programs for employees on operation, safety, and maintenance of equipment, excellent customer service, and related topics
Assist with planning and execution of emergency management operations as needed
Assist in establishing and enforcing policies and procedures that ensure the safety and security of customers and staff, as well as the security of equipment and facilities
Manage the operations of the Event Productions Unit, providing support as needed for meetings, conferences, social events, banquets, receptions, and similar events
Oversee scheduling of personnel to provide the labor necessary to set and operate all production equipment
Provide on-site set-up and operation of equipment for events and activities
Develop and maintain training manuals and other resources for the training of personnel
Consult with Event Services staff and customers as needed during the event planning process to identify the most appropriate utilization of equipment and services; Review technical riders and other customer requests as needed to determine appropriate AV equipment and level of service required
Collaborate with Event Services staff, catering staff, and other facility personnel as necessary to ensure efficient operations and high customer service standards at all events
Develop and maintain operations manuals for furnishings, equipment, and AV systems as needed.
Plan, implement, and revise work shift schedules as necessary to ensure maximum utilization of the workforce; plan, organize, assign, and manage tasks and workflow so that routine and special tasks are handled in a timely and efficient manner
Perform regular inspections of room set-ups to ensure all spaces meet quality standards. Initiate any follow-up corrective actions as appropriate
Establish and implement comprehensive policies and operational procedures for work quality standards for Event Productions
Responsible for inventory and asset management for designated facilities
Be knowledgeable of furnishings, equipment, and audio-visual systems (sound, lighting, and projection); Ensure upkeep of all systems; troubleshoot and perform routine and minor repairs and maintenance as needed
Implement and oversee procedures for outsourcing major repairs as needed
Make recommendations for service contracts with outside vendors as needed; Manage service contracts and oversee and maintain written documentation for all work
Perform the necessary research, develop specifications and proposals, and oversee the purchase of furnishings and equipment needed
Perform the necessary research, develop specifications and proposals, and oversee the purchase and installation (including quality standards) of house AV systems or major stand-alone AV systems as needed
Serve as consultant for vendors during installation of goods and services to ensure a high quality of product and installation
Responsible for developing specifications for goods, services, and equipment to be purchased for Event Productions operations; ensure compliance with appropriate department and university purchasing procedures and guidelines; gather information, make cost and quality comparisons of new products, and ensure appropriate decisions based on evaluation of relevant information
Responsible for establishing and maintaining an inventory control system and up-to-date service records for supplies and equipment as well as developing and maintaining a replacement plan for equipment
Ensure appropriate testing and training on all systems
Maintain up-to-date records for furniture and equipment tracked in the asset management database
Responsible for budget preparation and monitoring for area of responsibility including but not limited to cost projections, purchasing, equipment, and financial controls
Develop reports and handle special projects, tasks, and other duties as assigned
Expected Salary:
$59,300 - $70,000/Annually
Minimum Requirements:
Master's degree in an appropriate area and two years of relevant experience; or a bachelor's degree in an appropriate area and four years of relevant experience.
Preferred Qualifications:
Experience in customer service, event support, hospitality, and team leadership
Knowledge of Audio-Visual equipment use
Experience with conference service operations, event management, or hospitality management
Involvement with leading student employees
Proficiency with computers and basic software applications
Supervisory skills
Communication skills (verbal and written)
Interpersonal skills
Ability to pay attention to details to serve customer needs
Function effectively in collaborations and teams
Understand, interpret, and apply rules, regulations, policies, and procedures
Work as part of a team in a multi-cultural environment
Special Instructions to Applicants:
In order to be considered, you must upload your cover letter, resume, and list of professional references.
Criminal background check is required.
Normal Work Schedule:
Normal work schedule shall be 8:00am – 5:00pm, Monday through Friday.
Flexibility to adjust schedule may be required (including occasional evenings and weekends) depending on the demands of position and/or department needs.
Application must be submitted by 11:55 p.m. (ET) of the posting end date.
Health Assessment Required:No
Advertised: 22 Apr 2024 Eastern Daylight Time
Applications close: 12 May 2024 Eastern Daylight Time