Director of Rentals, Facilities & Operations

Director of Rentals, Facilities & Operations

University Job Title: Events Specialist

Bargaining Unit: None - Not included in the union (Yale Union Group)

Time Type: Full time

Duration Type: Regular

Compensation Grade: Administration & Operations

Wage Ranges: Click here to see our Wage Ranges

Work Location: Central Campus

Worksite Address: 20 Tower Parkway
New Haven, CT 06511

Work Model: On-site

Position Focus:

Directly reporting to the Assistant Athletic Director for Facilities & Operations, this position is primarily accountable for all facility rentals, oversight and supervision of camps/clinics, and third-party agreements. Responsible for planning, coordination, oversight and execution of all rental agreements; including camps/clinics, external rentals and campus events for all athletic facilities. Responsible for the promotion, booking, vendor coordination, and contract administration of all rentals. Responsible for booking rentals and responding to inquiries in a timely, effective and proactive manner. Coordinate event planning meetings and/or walkthroughs with various constituents (i.e. rental party, vendors, grounds, facilities, custodial, etc.), as needed.

Coordinate logistics and communication through the event planning process and event execution with all necessary constituents. Develop and enhance operating procedures, implement innovative and creative solutions, and recommend best practices to provide excellent customer service to clients. Responsible for meeting revenue rental goals outlined by Athletics Administration and actively promoting rental opportunities. Manage and monitor operational budgets in a fiscally responsible manner.

Assist with facility management responsibilities (i.e. submitting work requests, graphics enhancements, gameday coverage, etc.) as assigned. Responsible for the management of assigned varsity sport facilities; including scheduling for all varsity games, practices, recreation/club/intramurals and third-party rentals and inputting into appropriate scheduling software. Assist with the management, scheduling, and hiring of staff for assigned varsity sport facilities.

Assist with management of casual and student employment at assigned varsity sport facilities. Work collaboratively with the union on Clerical and Technical employees’ schedules, overtime allocations, grievances, etc. Assist with other duties as assigned in facilities and operations as needed.

Essential Duties:

1. Design and manage special events, performances, symposia, conferences, and exhibitions that create an optimal client and event attendee experience.
2. Manage and coordinate the activities of events teams. Develop and provide instruction and floor plans for external event set-up.
3. Manage delivery of services for events, working closely with Yale internal and external service providers; including, but not limited to Yale Catering, Media Services, Custodial Services, Security, YPPS and Campus Police.
4. Develop budgets, provide oversight of the expenditures, monitor and update program budgets as plans develop.
5. Identify opportunities to improve event-related workflow, software and other tools, and recommend enhancements.
6. Negotiate contracts/letters of agreement for all activities, and ensure that all contract details are properly carried out.
7. May perform other duties as assigned.

Required Education and Experience:

Bachelor’s degree in a related field and three years of related, demonstrated experience or an equivalent combination of education and demonstrated experience.

Required Skills/Abilities:

1. Strong organizational and communication skills, oral and written.
2. Strong customer service skills and ability to build professional relationships with rental groups.
3. Ability to think critically and strategically about all aspects of the operation.
4. Ability to learn and develop skills in various software used (i.e. 25Live, Salesforce, Bond Sports). Knowledge of MS Office, MS Excel, and Google Documents required.

Weekend Hours Required? Yes

Evening Hours Required? Yes

Background Check Requirements:

All candidates for employment will be subject to pre-employment background screening for this position. All offers are contingent upon the successful completion of the background check.

EEO Statement:

University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Note:

Yale University is a tobacco-free campus.