Associate Director Memorial Union - Internal Only
University of North Dakota

Job Info

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This position is open to internal candidates only. External candidates will not be reviewed or considered.Salary/Position Classification

• $73,000+ Annual, Dependent on Experience, Exempt
• hours per week
• 100% Remote Work Availability: No
• Hybrid Work Availability (requires some time on campus): No

Purpose of Position

The Associate Director Memorial Union - Facilities and Operations serves as an essential member of the Memorial Union's leadership team. The Associate Director serves as the senior lead in providing backup to the Director and assumes responsibility for the Memorial Union (MU) in the absence of the Director. This role oversees daily facility and operations management for MU-managed spaces and serves as the department lead liaison with UND Facilities Management. This role serves as the department lead in supporting and coordinating with MU building partners, general building users, commercial or contracted vendors, and other University departments to include: UND Facilities Management departments/trade shops, Dining Services, Office of Safety, University Police Department, and University Information Technology etc. This role provides recommendations for and informs the Director and other University representatives on building-related items and issues and contributes to the planning and implementation of minor and major planned projects. This role is integral in the planning and coordination of logistics for longer term renovation, repair or replacement projects. This role leads MU facility and department emergency response and risk management planning and coordination. The Associate Director directly supervises the MU Operations Coordinator and MU Event Setup Specialist positions and provides indirect supervision to student staff building operations teams. The Associate Director also contributes to the development, implementation, and progress/achievement of MU strategic initiatives, goals and action steps to ensure that facility spaces, programs, events, amenities, and services are maintained at a high quality to provide an environment that contributes to increased student engagement, student learning and retention, and student success.

Duties & Responsibilities

• Facility and Operations Management
  • Develop and manage an effective strategy for coordination and collaboration between all building and facilities operations and support functions including those provided through building partners: event services and AV technology support, building services technicians, maintenance, dining services, and after-hours building management ensuring seamless operations and customer service at all times.
  • Serve as an additional Global administrator for the department event management system (Mazevo) to provide support for all reserved events within managed facilities.
  • Serve as the lead liaison to UND Facilities Management for use of the campus work order system (AiM/Assetworks).
  • Coordinate and work in tandem with the Director for Memorial Union special project requests submitted through UND Facilities Management workflow.
  • Oversee facility security, including electronic card door access, door lock and key schedules, electronic key watcher security tracking system and building security camera systems.
  • Develop and maintain an inventory management plan for building-wide finishes, furniture, and equipment, including estimated life cycle projections to support long-term repair and replacement.
  • Utilize building traffic and benchmarking data to inform decision making and ensure student and campus needs are met appropriately. Oversee building traffic and occupancy tracking hardware and software systems.
  • Participate in identifying, planning, implementing, and evaluating improvements to Memorial Union operations and services that will appeal to a diverse campus population and enhance students' Memorial Union experience.
  • Provide input/collaborate with Director and Assistant Director to prepare and/or revise building policies and procedures.
  • Represent the department on University-wide committees that relate to or support Memorial Union facilities and operations. -
• Building Partner, Contracted, & General User Space Coordination & Support; Policy Development, Management, Interpretation and Enforcement
  • Establish and maintain positive customer service engagement and working relationships with building partners occupying designated MU-managed space and building users to include academic and administrative departments, contracted retail or commercial vendors as applicable, recognized student organizations, and general users including individual students, faculty, staff, UND alumni and guests.
  • Serve as the departmental lead in the development and/or modification of applicable contracted partner facilities space leases/agreements; responsible for all agreement processing and routing procedures as required by the University.
  • Serve as the departmental lead in the development and management of UND building partner Memorandums of Understanding associated with program/office designated, allocated building space. * Interpret and enforce University, Code of Student Life and/or Memorial Union policies.
  • Maintain awareness and familiarity of UND campus partner, general campus, or NDUS system-level policies that relate to daily building operations work.
  • Ensure that direct reporting staff are familiar with MU department-level policies and procedures to support their daily work with customers or other building users.
  • Collaborate with the Assistant Director, Director or other MU staff to review, recommend, or draft proposed language modifications or proposed enhancements for MU General Facilities Use or Scheduling & Event Services policies and procedures, furniture, fixtures, specialized building or event services equipment, or other building service amenities.
• Emergency and Risk Management Planning and Coordination
  • Implement and manage the Memorial Union emergency and risk management procedures by ensuring all MU professional and student staff and building partners are provided training options and resources in emergency protocol.
  • Responsible for the development and coordination of building operations procedures including safety and security functions.
  • Serve as the primary BSSR (Building Safety and Security Representative) for the Memorial Union. Attend University sponsored BSSR training quarterly and/or as scheduled on behalf of the department.
  • Responsible for the development, implementation, review, and coordination of the MU Building Emergency Action Plan (BEAP) and COOP continuity plan and processes. Lead communication with building designated BEAP BSSRs by building floor/level.
  • Coordinate communications and related training for MU full time and student personnel and building partners on emergency planning and response in collaboration with the Office of Safety and University Police Department.
  • Serve as the department lead on implementation, training and coordination for additional specialized training associated with building emergency planning, preparation, evacuation plans and response, to include but not limited to NIMS and FEMA training, active shooter training, blood-borne pathogens and hazards training and specialized building equipment as applicable.
  • Complete and submit building emergency incident reports as required to the Office of Safety or other appropriate entity and take additional corrective actions as required in response to fire & safety inspections conducted within the Memorial Union.
  • Serve as the department lead for the monitoring and use of building fire panel and communication systems.
  • Serve as the department lead in the coordination and response to facilities-related emergencies in collaboration with the University Police Department, Office of Safety, Facilities Management, City of Grand Forks emergency response agencies (fire and police) and contracted Disaster Restoration Services as applicable.
• Memorial Union Department Management Functions & Staffing Supervision
  • The Associate Director serves as the senior lead in providing backup to the Director and assumes responsibility for the Memorial Union in the absence of the Director.
  • The Associate Director contributes to the overall leadership, guidance, and support to create a team environment focused on providing high quality services, accountability in meeting expectations, achieving goals and strategic initiatives that contribute to increased student engagement, student learning and retention, and student success.
  • Serve as the hiring authority for direct-reporting staff and directly supervise the full-time MU Operations Coordinator & MU Event Setup Specialist.
  • Provide support to other MU department-level full-time staff recruitment, hiring, and selections.
  • Responsible for ongoing coaching, performance management and professional development of direct reporting staff.
  • Contribute to the facilitation of the Memorial Union Student Employment Program and department-wide work teams/committees, in-services, training, and recognition programs in collaboration with other department supervisors.
  • Ensure compliance with human resource policies and procedures for reporting staff.
  • Ensure all indirectly reporting student staff position descriptions incorporate student learning outcomes and plans for student goal progress or attainment in coordination with direct student staff supervisors.
  • Provide department backup support or supervisory direction for other MU student staff as needed by exception (indirect supervisory support).
  • Contribute to the development, implementation, and progress/achievement of Memorial Union strategic initiatives, goals and action steps.
  • Contribute content to department-level, divisional or institutional annual reporting, publications or accreditation processes as requested.
  • Serves as the backup to the Director for the review and approval of departmental expenditures as designated.
  • Participates in cross-departmental, divisional, or University-wide committees.
  • Coordinate, manage, or lead special projects for the department as designated and perform other duties as required.

Required Competencies

• Intermediate skills using Microsoft Office Suite computer programs (Word, Excel, Outlook).
• Experience with online meeting platforms (Zoom, Teams etc.)
• Demonstrated experience with critical thinking, problem-solving, and organizational skills.
• Excellent communication and interpersonal skills with the ability to collaborate effectively with a diverse range of customers and stakeholders.
• Demonstrated experience with building cross-departmental or program unit relationships, collaborations, or partnerships.
• Ability to prioritize, delegate and supervise staff and student personnel workload and hours as necessary to meet operational responsibilities.
• Knowledge and ability to train departmental personnel on MU facility and building operations-related equipment.
• Experience with performance evaluation and ability to handle behavioral or disciplinary issues. Ability to recognize concerns or behavioral problems with employees and help connect them to appropriate resources.
• Possess the ability to give strong attention to details and multi-task successfully in a fast-paced, high-energy, customer service setting.
• Ability to adapt and be flexible with changing work schedule priorities while continuing to focus on a positive work environment.
• Experience using standard office equipment to include multi-line phone systems, copiers, etc.
• Possess a student-centered philosophy committed to supporting a work and campus environment focused on inclusion and diversity and the building of campus community.

Minimum Requirements

• Bachelor's degree and five or more years of progressively responsible experience within a University setting.
• Three years of experience related to facilities and operations functions or experience in transferable areas.
• Demonstrated experience in program management, facilities management, supervision, budget management, training programs or related areas.
• Experience with coordinating comprehensive major programs or events, preferably in a higher education setting.
• Two years of staff supervisory experience to include: hiring, evaluating, supervising, and training of professional and student staff.
• Successful completion of a Criminal History Background Check.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the US and to complete the required employment eligibility verification form upon hire.

Preferred Qualifications

• Master's Degree in a related field.
• Five years of experience related to facilities and operations functions or experience in transferable areas.
• Experience working within a college union/student center facility or environment.
• Three years of staff supervisory experience to include: hiring, evaluating, supervising, and training of professional and student staff.
• Experience using cloud-based platforms or computer systems or transferable experience using other database systems.
• Experience with emergency response planning or programs, crowd control or risk management best practices.

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