Coordinator/Assistant Director, Scheduling and Facilities
Stanford University Athletics
Location: Stanford, California
Preferred Education: 4 Year Degree
4 Year Degree
Internal Number: 95929
Stanford’s Department of Athletics, Physical Education and Recreation:
Stanford’s Department of Athletics, Physical Education and Recreation (“DAPER”) is the premier intercollegiate athletics program in the country. We are the proud Home of Champions! We lead the nation with 131 NCAA team championships, have won the Women’s Capital One Cup four of the last five years, and have brought home the Learfield Directors’ Cup for 25 of the possible 28 seasons. We also support the university’s physical education, recreation and wellness initiatives. Our dedicated staff embody a culture of excellence, embrace our mission of scholar-athleticism and exemplify a relentless championship spirit. Our actions and staff are guided by the core tenets of the DAPER culture, “The DAPER Way,” which are: Embrace Scholar-Athleticism, Pursue and Revere Excellence, Lead with Courage, and Work Cohesively.
Are you ready to inspire champions? If yes, then this may be the right opportunity for you!
DAPER is looking for a Coordinator/Assistant Director, Facilities to join our team! This position will schedule various DAPER facilities and oversee the daily facility operations of two Recreation Centers: Arrillaga Outdoor Education and Recreation Center and Arrillaga Recreation Center at SLAC. This position is responsible scheduling indoor/outdoor spaces, maintenance, budget oversight, safety/security and works closely with Recreation and Wellness. The job title (Coordinator or Assistant Director) will be based on relevant experience.
Your responsibilities include: Facility Management
Serve as facility operations and maintenance point of contact.
Inspect facility for maintenance, janitorial and fire safety issues.
Implement and update facility policies and procedures to include facility access, emergency action plans, standard operating procedures, cleanliness and preventative maintenance.
Monitor status of work orders to ensure all repairs are done in a timely manner.
Direct facility closures, maintenance shutdowns and long term projects.
Coordinate with outside contractors to ensure work does not disrupt facility activities.
Manage energy and water conservation.
Ensure facility compliance with federal, state, and county public health and safety regulations.
Implement facility security programs by developing procedures/practices, distributing keys, monitoring access points, assessing security infrastructure needs (security cameras, interlocks and alarms), and assessing/changing door access schedules.
Coordinate communications services (telephony liaison, network administrator), provide updates/alerts/notifications to building occupants and oversee mailing services/shipping/delivery.
Prepare and monitor budgets for assigned facilities.
Administrative responsibility of departmental schedule software (25Live) which includes scheduling all multipurpose rooms, basketball courts, and class rooms according to the needs of all rec program areas to include outdoor education, Rec
Create rental group and event contracts, cost estimates, and invoices.
Communicate quarterly space schedules to all stakeholders via emails, group meetings, and facility signage.
Ensure classroom and conference rooms are setup properly before/after each use.
Lead facility contact for Big 5 events (New Student Orientation, Reunion Homecoming, Family weekend, Admit weekend and Commencement)
Coordinate facility for event setup/takedown and provide onsite support during the event.
Prepare event checklists and diagrams for distribution to support staff.
Schedule event staff to include: red coats, janitorial, event services, and/or public safety.
Coordinate the purchasing, inventory and maintenance of equipment related to the office spaces, mechanical rooms, and competitions.
Other duties as assigned.
To be successful in this role, you will bring: Education and Experience
Bachelor’s degree and three years related, demonstrated facilities management experience, or a combination of education and relevant experience*.
*When reviewing applicants, we will be taking a broad look at relevant experience. Relevant experience in facilities management might include: scheduling, coordinating events and/or maintenance, health and fitness or aquatics experience.
Knowledge, Skills, and Abilities
Analytical skills to analyze and track complex space, equipment and financial data.
Demonstrate interpersonal skills, mature judgment when interacting with a broad range of people, including faculty/vendors/stakeholders/program areas, both individually and in groups.
Ability to coordinate daily activities including scheduling multiple projects with competing priorities, measuring quality assurance, monitoring of maintenance activities, and supervision of personnel.
Ability to follow written and verbal directions and communicate those instructions.
Working knowledge of applications such as Microsoft Excel and Word.
Demonstrated ability to analyze and interpret policy.
Demonstrated ability to provide a high standard of customer service.
Ability to frequently stand/walk, seated, performs desk-based computer tasks; occasionally climb (ladders, scaffolds or other), twist/bend/stoop/squat, reach/work above shoulders, grasp lightly/fine manipulation, use a telephone, writing by hand, lift/carry/push/pull objects that weigh up to 20 pounds; rarely kneel/crawl, grasp forcefully, sort/file paperwork or parts, lift/carry/push/pull objects that weigh >40 pounds.
Bachelor’s degree in sports management or related field.
Certifications and Licenses
CPR, AED and First Aid or ability to obtain these certifications upon hiring
Valid California Non-commercial Class Driver’s License or ability to obtain by start date
At DAPER we know diverse teams make better decisions for everyone, so we encourage people of all abilities and backgrounds to apply. So, if you think you have what it takes, but don't necessarily meet every single point on the job description, please still get in touch. We'd love to have a chat and see if you could be a great add to our team.
DAPER’s Integrity: This position, along with all DAPER coaches and staff, is responsible for the integrity of Stanford’s intercollegiate athletics program and for the reputation of Stanford University. This position is responsible for ensuring that his/her/their involvement with Athletics Department activities maintains the integrity of the University’s reputation and does not negatively impact the relationship between the University and its faculty, staff, students and alumni. Additionally, this position must comply with University policies and procedures, NCAA and Pac-12 rules and regulations.
Why Stanford is for you:
Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with: ? Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak. ? A caring culture. We provide superb retirement plans, generous time-off, and family care resources. ? A healthier you. Climb our rock wall or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits. ? Discovery and fun. Stroll through historic sculptures, trails, and museums. ? Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more!
* The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.
*Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.
*Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.
Stanford’s Department of Athletics, Physical Education and Recreation (“DAPER”) is the premier intercollegiate athletics program in the country. We are the proud Home of Champions! We lead the nation with 128 NCAA championship titles, won the Women’s Capital One Cup four of the last five years, and have brought home the Learfield Director’s Cup for 25 straight years. We also support the university’s physical education, recreation and wellness initiatives. Our dedicated staff embody a culture of excellence, embrace our mission of scholar-athleticism and exemplify a relentless championship spirit. Our actions and staff are guided by the core tenets of the DAPER culture, “The DAPER Way,” which are: Embrace Scholar-Athleticism, Pursue and Revere Excellence, Lead with Courage and Work Cohesively.