Assistant Director of Operations

Stony Brook University • Stony Brook, NY

8d • $84,000 - $88,000

About The Position

The Campus Life Centers host many events annually, ranging in complexity, size, and stakeholder type (student organizations, departments, or revenue-generating clients). While the variety of our events is complex, we always succeed in working as a team and bringing the magic! Reporting to the Director of Campus Life Centers, the Assistant Director of Operations directly supervises professional full-time employees, undergraduate & graduate staff members, interns, and provides direction for the operation of the Campus Life Centers (Student Activities Center, Stony Brook Union, Bauman Center,East Side Dining Patio, and the Commuter Pit Stop). This role is responsible for directing high-quality event support and rental experience of revenue-generating resources. Therefore, the selected applicant must have the ability to lead a dynamic, diverse workforce and a successful track record of creating collaborative teams within their unit and beyond.
The successful incumbent will have excellent interpersonal and communication skills, both written and verbal, and demonstrate an ability to be adaptable to unique circumstances, exercising strong supervision, organizational, strategic planning, project management, and time management skills with exceptional attention to detail. Essential for this role is the ability to work independently and as part of a team with a collaborative approach to problem-solving.

Requirements

• Bachelor's degree (foreign equivalent or higher).
• Three (3) years of full-time experience in facilities or operations management, including venue setups, space scheduling, and building operation.
• Supervisory experience (supervision of students may be considered).
• Experience providing project-based leadership.

Nice To Haves

• Master’s degree (foreign equivalent or higher).
• Experience with an enterprise-level scheduling system (such as 25Live).
• Experience working in higher education.

Responsibilities

• Leadership and Staff Supervision: Provide leadership and oversight for a team of full-time professional staff within the Campus Life Centers, ensuring effective supervision, guidance, and operational excellence. Address all disciplinary and employment-related issues, including being responsible for departmental recruiting, hiring, objectives, workload distribution, personnel issues, annual performance appraisals, approval for time off, project management, staff professional development, counseling, and termination. Develop and implement appropriate professional development and training programs for direct reports. Ensure all employees in this position’s portfolio have development and training plans. Identify opportunities for team training and skills advancement; provide direction for team members, working on coordinating projects and updates among the staff.
• Building Operations and Project Management: Oversight of indoor & outdoor spaces such as courtyards, meeting rooms, common areas, offices, storage areas, auxiliary services, and event spaces. Present facilities that are well-resourced and engender school spirit and pride. Set hours of operation each semester & staff buildings to ensure adequate coverage. Work with vendors and campus partners, such as access control, campus maintenance, and custodial to improve & modernize the facilities. Manage and maintain the Office of Student Life’s motor fleet, driver training, rental operation, and vehicle reservations process. Oversee capital improvement, maintenance, and enhancement projects within Campus Life Centers. Delegate tasks to team members and track progress using project management software. Collaborate with contractors, stakeholders, and campus partners to determine the scope of work, timeline, deliverables, and budget. Track and prepare progress reports for leadership.
• Event Execution, Safety and Security: Direct emergency procedures, arrange and/or provide onsite leadership when “essential staff” are required to report. Respond to emergencies (24/7, weekends and evenings), coordinating response efforts with the Director of Campus Life Centers and campus partners. Document regular internal & external building rounds. Facilitate regularly with tenants and coordinate compliance with campus safety & security policies and protocols. Confirm proper facility usage, intervene on any concerns; escalate to campus partners (such as Enterprise Risk Management, University Police, Fire Safety, Environmental Health & Safety, Mobility & Parking Services, Office of Emergency Management, Campus Residences, Campus Operations & Maintenance, Campus Planning Design & Construction, Auxiliary Services Association, DoIT etc.) as needed. Ensure sound asset management and internal control systems are followed for all facility assets. Serve as a primary lead on the Student Event Risk Management Committee (EMC) and a contributor on various committees, collaborating with campus partners. Manage the pre-event, event, and post-event workload to include security plans, code compliance, means of egress, setup reviews, switch-overs, vendor deliveries, custodial attention, VIP concierge service, staffing, and A/V production. Manage event resource rental, delivery, setup, and storage (e.g., tables, chairs, staging, etc.) Document and communicate day-of concerns with campus partners. Find creative, collaborative solutions to solve urgent production needs.
• Budget Administration: Monitor and control payroll, allocated expenses, and the procurement of facilities-related goods and services to maintain budget compliance and reduce costs where possible. Manage assigned contracts and associated maintenance programs, repairs, and installations. Maintain vendor records (sign-in/out) and invoice tracking for audit purposes and data analysis. Create, manage, and update furniture, fixtures, and equipment (FF&E) multi-year plan for the Campus Life Centers.
• Professional Development and Committee Involvement: Participates in opportunities that promote their learning, growth, and development (i.e., classes, training, committees, webinars). Contributes to the Division of Student Affairs and Stony Brook University by attending and/or supporting events, activities, and programs sponsored by areas within and outside the Office of Student Life (i.e., campus-wide traditions, events, programs). Other duties or projects as assigned as appropriate to rank and departmental mission. Hours outside the typical work schedule will be required at times.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager