Assistant Director for Membership and Operations

Position Title:

Assistant Director for Membership and Operations

Position Type:

Fixed Term (Fixed Term)

Hiring Range:

$70,600 - $84,700 annually; Compensation will be based on education, experience, skills relevant to the role, and internal equity. 

Pay Frequency:

Annual

POSITION PURPOSE

The Assistant Director for Membership and Operations reports to the Director of Recreation and functions on the senior management team of Campus Recreation. The Assistant Director is administratively and programmatically responsible for  implementing, promoting, directing, evaluating, and executing the daily operations of the Pat Malley Fitness and Recreation Center (Malley Center) including the Malley Center front desk and weight room service desk areas serving students, faculty, staff, alumni and university guests. The Assistant Director has leadership and decision-making responsibility for developing, and mentoring student staff work teams and proactively interacts with campus constituencies, third-party vendors, and other service providers.

This is a full-time, fixed term position through June 30, 2028 and extension is dependent on budget approval

ESSENTIAL DUTIES AND RESPONSIBILITIES

Program Management, Development and Operations

• Manage the day-to-day operations of the Pat Malley Fitness and Recreation Center (Malley Center) including the Malley Center front desk service area & weight room service desk. .  
• Assist with the oversight of the additional Campus Recreation facilities Bellomy Field & Running Track, Outdoor Basketball and Outdoor Fitness area. 
• Work with the Athletic Department on the shared facilities Sullivan Aquatic Center and Degheri Tennis Center. 
• Create, develop and oversee the scheduling and administration of various programs using the facilities. 
• Oversee documentation and management for Campus Recreation department and all program related records for injury reports, incident reports, and CPR/AED and FA certifications. 
• Use data-driven decision making to guide processes such as setting break hours, membership marketing, etc.
• Oversee communication and records guest passes, expired and canceled memberships, and locker services.  
• Create and maintain memberships including: alumni, spouse, minor, etc.,  & summer community during non-peak hours to increase membership revenue. 
• Communicate with members to ensure quality service, including but not limited to newsletters, surveys, welcoming new members, and retention/renewal efforts. 
• Manage and troubleshoot access software program (currently Daxko, previously named CSI, software). This software system is utilized to manage memberships, renewals, lockers, guest passes, and fitness passes. 
• Maintain all membership, services, and facilities related pages of the Campus Recreation website, and promote the program through the various social media accounts.
• Oversee the weight room equipment service contract and weight room equipment.

Student Staff Supervision and Leadership

• Mentor student staff members and build team cohesion.
• Recruit, hire, train, schedule, supervise, and evaluate 10 - 15 Facility Supervisor student employees. 
• Recruit, hire, train, schedule, supervise and evaluate 25 - 35 Malley Center Service Desk Representatives. That work at the Front Desk and Weight Room Desk. 
• Conduct bi-monthly and monthly student staff meetings.
• Create and implement customer service, diversity, and emergency response training sessions for all Campus Recreation facility positions. 
• Coordinate student staff in-service trainings specific to emergency, accident and incident protocols. Make changes to the emergency action plan as needed.

Policy and Procedures

• Develop and implement facility policies and procedures including (but not limited to) emergency procedures, facility access, and the like. 
• Develop and implement member services policies and procedures. including (but not limited to) membership sales, guest passes, facility access, locker services and the like. 
• Assist with department policies, operating procedures, safety/risk management, identification of risks, planning special events, and student orientations.
• Ensure compliance with applicable university, state and federal laws, policies and regulations.

Budget

• Provide leadership to the Student Coordinator with execution of daily cash handling, and accounting operations as related to point of sales at the Front Desk. 
• Assist with the management of the facilities operations and student wage budgets.
• Assist with the management of the membership services operations and student wage budgets.

Other

• Serve as an interim as needed in any program area to assist with the day-to-day operations as well as emergency situations.
• Maintain or pursue active involvement in professional organizations.
• Assist in establishing and updating long-range strategic plans for facility usage, equipment and program enhancement.
• Inventory and maintain facilities and membership equipment. 
• Understand and positively advocate for all program areas within Campus Recreation, including Aquatics, Facilities, Fitness, Intramural Sports, Club Sports, and the Bronco Kids All Sports Camp. 
• Serve on departmental and University committees as needed and approved by the Director. 
• Instruct American Red Cross certification classes and/or challenges as needed. 
• Maintain working relationships with University departments such as the Center for Student Involvement, Risk Management, Wellness Center, Associated Students and Athletics.
• Develop and maintain relationships with students, faculty, staff, and alumni members that use the facilities and participants in programs 
• Promote and encourage inter-departmental communication, cooperation, and collaboration.
• Seek supplemental funding through grants and/or sponsorships
• Assist with creating a culture of sustainability for the Campus Recreation program and campus by helping to fashion a more just, humane, and sustainable world.
• Other duties and projects as assigned.

PROVIDES WORK DIRECTION

This position supervises a variety of student employees. Student coordinators for each specific area and Facility Supervisors and Malley Center Service Representatives. The current student staffing breaks out to the following numbers of staff: 

• Area Coordinators (3-4 per year)
• Facility Supervisors (10 - 15 per year) 
• Malley Center Service Desk Representatives (25-35 per year)

RECEIVES WORK DIRECTION FROM

Director, Campus Recreation

GENERAL GUIDELINES

• Identifies and determines causes of problems; develops and presents recommendations for improvement of established processes and practices.
• Exercises sound judgement and discretion when executing responsibilities.
• Recommendations initiatives and implements changes to improve quality and services.
• Maintains contact with customers and solicits feedback for improved services.
• Maximizes productivity through use of appropriate tools; planned training and performance initiatives. 
• Researches and develops resources that create timely and efficient workflow. 
• Prepares progress reports; informs supervisor of project status; deviations from goals. Ensures completeness, accuracy and timeliness of all operational functions. 
• Prepares and submits reports as requested and required. 
• Develops and implements guidelines to support functions of unit. 
• Willingness to work flexible hours including evenings and weekends

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred

• Knowledge
  • Understanding and support of the Jesuit tradition of education and a commitment to the fundamental values of services to others, community, and diversity as well as commitment to and demonstration of skills, knowledge, and awareness to serve the unique needs of the diverse campus community of Santa Clara University.
     
• Skills
  • Competency working with students of different cultural, ethnic, racial, and socioeconomic backgrounds with a special sensitivity to how personal experiences affect the transition into the University environment.
  • Oral and written communication skills, including the ability to deliver workshops and speak to groups of various sizes.
  • Organizational skills including time management, multitasking, and project completion.
  • Commitment to customer service, both internal and external to the department.
  • Experience with technology as it relates to daily processing and statistical tracking.
  • Experience with computer software programs for Recreation Services as well as student scheduling, facility scheduling, etc.
     
• Abilities
  • Demonstrated ability to exercise sound judgement and decision-making.
  • Demonstrated experience with developing, implementing, and evaluation program specifically those related to aquatics and memberships.
  • Experience managing and mentoring student staff.
     
• Education and Certification
  • Bachelor's degree required, master's degree preferred in a related field preferred.
  • American Red Cross CPR/AED and First aid instructor certification or  American Red Cross Lifeguard/CPR/AED (LG) and First aid certified with a willingness to get instructor certified within the first 90-days of employment.
  • If a conditional offer is made, the selected candidate will be required to pass a criminal, credit, and/or education background check.
     
• Years of Experience
  • Two or more years of experience in collegiate environment (including extensive involvement with student development and supervision), specifically in the organization of Campus Recreation programming (this may include graduate assistantships) preferred.

PHYSICAL DEMANDS

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the American Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets skill, experience, education or other requirements of the positions, and who can perform the essential functions of the position with or without reasonable accommodation.

• Considerable time spent at a desk using a computer and phone 
• May be required to travel to other buildings on campus 
• May be required to attend conference and training sessions with in the Bay Area or in-or-out of state locations 
• Maybe required to travel to outside customers, vendors or suppliers 
• Considerable time maybe spent outdoors working at the various outdoor facilities

WORK ENVIRONMENT

The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.

• Typical office environment
• Mostly indoor office environment with windows
• Offices with equipment noise
• Offices with frequent interruptions
• Outdoor facilities

Telecommute

Santa Clara University is registered to do business in the following states: California, Nevada, Oregon, Washington, Arizona, and Illinois. Employees approved to telecommute are required to perform their work within one of these states.

EEO Statement

Equal Opportunity/Notice of Nondiscrimination

Santa Clara University is an equal opportunity employer. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, ethnicity, national origin, citizenship, ancestry, religion, age, sex, sexual orientation, gender, gender expression, gender identity, marital status, parental status, veteran or military status, physical or mental disability, medical conditions, pregnancy or related conditions, reproductive health decision making, or any other characteristic protected by federal, state, or local laws.  For a complete copy of Santa Clara University’s equal opportunity and nondiscrimination policies, please visit the Office of Equal Opportunity and Title IX website at  https://www.scu.edu/title-ix/. 

Clery Notice of Availability

Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please visit the Campus Safety Services website. To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.

Americans with Disabilities Act

Consistent with its obligations under the law, Santa Clara University will provide reasonable accommodations to applicants and employees with disabilities.  Applicants who wish to request a reasonable accommodation for any part of the application or hiring process should contact the Department of Human Resources ADA Team at [email protected] or by phone at (408)554-4392. Please note: This contact information is intended for accommodation requests only. Resumes or inquiries about application status sent to this inbox will not be reviewed or forwarded. For resumes or questions regarding application status, please contact [email protected].