Assistant Director for Scheduling and Event Planning

Dartmouth College

remote work

United States, New Hampshire, Hanover

7 Lebanon Street (Show on map)

Sep 10, 2024

Position Information

Posting date	09/09/2024
Closing date
Open Until Filled	Yes
Position Number	0559001
Position Title	Assistant Director for Scheduling and Event Planning
Department this Position Reports to	DCAD Facilities
Hiring Range Minimum	$53,500
Hiring Range Maximum	commensurate with experience
Union Type	Not a Union Position
SEIU Level	Not an SEIU Position
FLSA Status	Exempt
Employment Category	Regular Full Time
Scheduled Months per Year	12
Scheduled Hours per Week	40
Schedule	Regular office hours M-F; some occasional on-site presence on nights and weekends; must be available to resolve scheduling conflicts outside of typical business hours
Location of Position	Hanover, NH
Remote Work Eligibility?	Onsite only
Is this a term position?	No
If yes, length of term in months.	NA
Is this a grant funded position?	No
Position Purpose	To plan and manage the scheduling of all intercollegiate events and programs, special events, and community client rental events for all athletic facilities. As a member of the management team, to participate in the management of all Dartmouth Athletic facilities.
Description	Are you passionate about sports and thrive in fast-paced environments? We're seeking an Assistant Director for Scheduling to join our Athletic Department. This role is essential in planning, organizing, and executing successful events, ensuring the smooth operation of Dartmouth's facilities. Dartmouth is home to 15 varsity/recreation indoor facilities, 13 outdoor tennis courts, 4 pickleball courts, 10 outdoor fields and a farm, for 610,045sqft (14 acres) of total indoor space, 2,690,005sqft (61.75acres) of outdoor space, and 3,300,050sqft (75.75acres) of total space. In this role, you will manage and schedule all DCARD facilities, working closely with coaches, administrators, and external groups to ensure that our spaces are used efficiently and effectively. You'll be responsible for resolving scheduling conflicts, coordinating with various departments, and ensuring compliance with Title IX regulations. Your work will directly impact the success of our varsity programs and revenue-generating activities. You will also collaborate with the Director of Sport Operations to ensure all events meet contract and risk management requirements. Additionally, you will serve as an event manager for key athletic and special events, providing on-site direction and ensuring that all operations run smoothly. If you have a keen eye for detail, excellent organizational skills, and a passion for making things happen, we invite you to apply for this exciting opportunity to play a key role in our sports management team. This is an incredible opportunity for strategic thinkers, persuasive communicators, and those who thrive on the excitement of competition.
Required Qualifications - Education and Yrs Exp	Bachelors or equivalent combination of education and experience
Required Qualifications - Skills, Knowledge and Abilities	Four years of relevant experience in administrative, financial and personnel management. Bachelor's degree in Sports Management, Athletics and/or Business Administration or Facilities Management, or the equivalent combination of education and experience. Excellent planning and organizational skills. Excellent communication skills and interpersonal skills. Good initiative and judgment. Ability to work independently, as well as a team member, in a demanding, fast-paced environment. Demonstrated proficiency in business and management computer applications. Knowledge of athletics activities and facility operations. Knowledge of accounting or budget principles and procedures. Attention to detail and accuracy. High degree of flexibility. High degree of integrity. Ability to anticipate collaborative needs of a diverse organizational structure. Requires some evening and weekend hours in addition to regular workday hours. Commitment to diversity and to serving the needs of a diverse community. Previous experience and skill in managing and directing the work of others.
Preferred Qualifications
Department Contact for Recruitment Inquiries	Mariruth Graham
Department Contact Phone Number	mariruth@dartmouth.edu
Department Contact for Cover Letter and Title	Greg Isenor, Associate Athletics Director of Athletics Facilities and Operation
Department Contact's Phone Number	Gregory.K.Isenor@dartmouth.edu
Equal Opportunity Employer	Dartmouth College is an equal opportunity/affirmative action employer with a strong commitment to diversity and inclusion. We prohibit discrimination on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, veteran status, marital status, or any other legally protected status. Applications by members of all underrepresented groups are encouraged.
Background Check	Employment in this position is contingent upon consent to and successful completion of a pre-employment background check, which may include a criminal background check, reference checks, verification of work history, conduct review, and verification of any required academic credentials, licenses, and/or certifications, with results acceptable to Dartmouth College. A criminal conviction will not automatically disqualify an applicant from employment. Background check information will be used in a confidential, non-discriminatory manner consistent with state and federal law.
Is driving a vehicle (e.g. Dartmouth vehicle or off road vehicle, rental car, personal car) an essential function of this job?	Preferred, but not required
Special Instructions to Applicants	Dartmouth College has a Tobacco-Free Policy. Smoking and the use of tobacco-based products (including smokeless tobacco) are prohibited in all facilities, grounds, vehicles or other areas owned, operated or occupied by Dartmouth College with no exceptions. For details, please see our policy. https://policies.dartmouth.edu/policy/tobacco-free-policy
Additional Instructions
Quick Link	https://searchjobs.dartmouth.edu/postings/74610

Key Accountabilities

Description

Facilities Scheduling

Plans, manages, and schedules the use of all DCARD facilities which includes 26 facility sites and the spaces within for intercollegiate contests and practices, open recreation, other College programs and activities of non-College groups.
Coordinates with coaches, administrators, instructors, renters, etc. to collect and confirm scheduling information to evaluate and resolve space requirement conflicts. Determines priorities and coordinates flow for all varsity programming.
Works with scheduling committee to ensure that competition and practice schedule is compliant with Title IX.
Plans, manages, and schedules use of all DCARD classroom and locker room prioritizing, practice, competition and all other DCARD needs, and College request.
Plans, manages, and schedules all DCARD facilities for third party groups for activities consistent with revenue generating models.
Works with the Director of Sport Operations to ensure all third-party users are compliant with contract and risk management needs prior to use of any DCARD space.
Coordinates with Assistant Athletics Director for Ground and Events regarding setup all athletic and non-athletics events.
Makes recommendations based on understanding of the schedule, to maximize facility use.
Coordinates with College offices and parties involved to identify and plan logistical and facility set-up requirements and defines contract clauses and language.
Makes independent decisions on schedule modifications and resolves scheduling conflicts.
Publicizes schedules and schedule changes; notifies interested parties such as Safety and Security, Hanover Police, etc.
Develops, implements, and maintains computerized master scheduling system.
Develops and recommends scheduling changes or modifications that impact department policy, intercollegiate or educational programs, or could provide an increase in revenue.

Percentage Of Time

Description	Event Management Collaborate with other DCARD staff to plan and schedule special DCARD events. Serves as an event manager for assigned athletic and special events. Provides on-site direction and coordination of facility operations while events/activities are in progress; enforces observance of facility operating policies and procedures.
Percentage Of Time	30

--	Demonstrates a commitment to diversity, inclusion, and cultural awareness through actions, interactions, and communications with others.
--	Performs other duties as assigned