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A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.

Job Summary

Department Summary

The mission of the University of Michigan Recreational Sports is promoting a healthy lifestyle through engagement, leadership and activity. The Department operates multiple programs, four indoor facilities and two outdoor field complexes. The department consists of 36 full-time staff and over 650 student employees. Established in 1913, the department is considered to be one of the first collegiate recreation programs and is the first program to have a facility dedicated to student recreation (Intramural Sports Building, 1928). Recreational Sports reports to Student Life through the Associate Vice President of Student Life.

Job Summary

The Assistant Director manages the program of events to generate earned income; recommends strategies and plans to meet changing market conditions and to ensure maximum profitability and volume of facility rental activities based on available facility rental times.  The nature of the work requires sensitivity to the issues involved in managing a rental program within comprehensive collegiate recreation facilities and auxiliary recreation facilities and fields, with a strong understanding of campus recreation and general recreational sports programming.  The incumbent must have the ability to sort multiple priorities, problem-solve under pressure, provide quality customer service and respond to the needs of a fast-paced program.  He/she must work closely with other Recreational Sports programs and facilities to effectively communicate rental requirements and logistics. Responsible for coordinating and managing a variety of department wide special projects as assigned.  Assist with day-to-day facility operations as needed.  Additionally, he/she must be available to work evening and weekend hours as required. Supervises temporary student employees. Serves on assigned committees to represent the Department.

Responsibilities*

Program Oversight (50%):  Sells facility rentals through group presentations and on-site walk-throughs; evaluates user needs to determine necessary facility services for each event; familiarizes users with related rules and regulations, including rental rates and pricing. Responds to inquiries regarding rental guidelines, costs, services and facilities; negotiates, prepares, reviews, and administers rental contracts. Consults with legal counsel as required for contract issues. Obtains all necessary certificates of insurance and event permits; prepares invoices and related documents.  In collaboration with, the Assistant Director of Marketing, Sponsorship and Academic Partnerships, creates and implements a marketing plan to increase the Recreational Sports facilities as a venue for special events; develops special events brochure, hand-out packets, advertisements, digital ads, web presence, related materials, and creates strategy to engage potential event sponsors and events. Supervises the establishment and maintenance of rental event records; writes or oversees the writing of reports as needed to provide statistical and other information regarding events. Develops and administers the facility rental program’s budget.  Oversees the expense budget and the income/projected revenue.  Responsible for generating at least $300,000 revenue per year. Working directly with other program directors and facility managers to communicate rental calendar, obtain information regarding space availability. Negotiates rental agreements and revises legal documents in partnership with the Office of General Counsel. Stays current on best practices in the rental industry including health codes, fire codes, permits and emergency responses.  Serve as project coordinator for a variety of special projects that relate to both strategic vision and operational needs for the department.  Work closely with various staff and stakeholders, such as local Convention and Visitors Bureau and University Conference and Events Services, to attract events and complete projects in designated timelines.

Special Projects Oversight (20%):  Serve as project manager for department wide special projects.  Assist with the identification, prioritization and execution of projects.  Help develop project scope, needed resources and timelines to complete projects.  Work with internal Recreational Sports staff and other University departments to complete projects.

Fiscal Oversight (10%):  Prepare, oversee, forecast, and manage the operating budgets of areas of oversight; manage equipment replacement schedule; ensure compliance of operations with Department, Division, and University policies; work collaboratively with Departmental financial staff and the Student Life Business Office.  Establish and meet revenue and expense goals. Design and produce reports and other analytical mechanisms in order to assist with overall analysis of the Recreational Sports operations.

Leadership (10%):  Provide departmental leadership; develop and enforce departmental policies; ensure the development of students in all areas of supervision; serve on committees or work teams to support the Department, Division and University; collaborate with University colleagues to represent the Department.

Staff Oversight (5%):  Provide supervision, direction, coaching and mentoring of direct reports; ensure direct reports represent the Department in a positive way; evaluate and provide regular feedback to direct reports; ensure the hiring and development of student facility staff meets Department needs and goals.

Other Requirements (5%):  Evening and weekend work responsibilities, as needed; be available by phone to provide leadership during times facilities and rentals are operating; attend professional development opportunities, as assigned; other duties as assigned.

Required Qualifications*

  • Bachelor’s degree from an accredited college or university and/or an equivalent combination of education, training, and experience.
  • Three (3) years of related work experience in facility rentals, special events, project management or equivalent combination.
  • Demonstrated special events management experience, including budget preparation, expense monitoring, supervision, and vendor relations.
  • Computer literacy; knowledge of MS Word for Windows.
  • Current certifications in CPR, First Aid, and AED or the ability to obtain within six months of hire      

Desired Qualifications*

  • A Master's degree in Higher Education, Student Affairs, Recreation, or related field
  • A strong background in risk management as it relates to recreation facility operations and special event planning
  • Experience in supervising facility and/or rental operations staff
  • Experience in development and oversight of facility operation and personnel budgets
  • Experience in the successful development of students or staff
  • Demonstrated success in establishing and meeting revenue goals
  • Knowledge of facility and equipment repair and preventative maintenance
  • Sustained involvement in NIRSA or other professional associations

Additional Information

This role may have reporting obligations under Title IX and Clery.

Position Criteria:

  • Excellent marketing, negotiation, oral and written communication skills.
  • Strong organizational skills with attention to detail and follow through; ability to successfully handle multiple tasks under constant deadlines.
  • Ability to train, direct, supervise, evaluate, and motivate staff; establish and maintain effective and positive working relationships with staff, vendors, and members of the public; exercise tact and diplomacy at all times; display good judgment in problem-solving; demonstrate an understanding of protocol and sensitivity to cultural diversity issues.
  • Excellent customer service.   

 

 

Candidate Characteristics:                                                                                                                     

A successful candidate will possess certain leadership characteristics deemed important to success in the position. These characteristics include:

  • A highly collaborative and consultative style within and outside of the organization                                                                            
  • An ability to make difficult decisions with diplomacy and inclusion                                                                                                       
  • An innate capability of understanding organizational and student needs and interests                                                       
  • A history of having high levels of trust and integrity                                                                                                              
  • An ability to motivate staff towards a common vision and high performance                                                       
  • An entrepreneurial and innovative attitude                                                                                                            
  • Motivation to create productive learning experiences for students who participate in recreation                                                        

 

Financial/Budgetary Responsibility

Prepare, oversee, forecast, and manage the operating budgets of areas of oversight.  The total annual budget responsibility of this position is estimated to be between $300,000-400,000.

 

Working conditions

Evening and weekend work responsibilities, as needed; be available by phone to provide leadership during times facilities and programs are operating. Ability to work nights and weekends as needed.

Physical requirements

Routinely moves equipment/supplies weighing up to 50 lbs.

Direct reports

Student Coordinators

 

 

 

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U-M EEO/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.