Assistant Athletic Director, Facilities & Project Management

FAC SUPV 2 (006957)

UCPath Position ID: TBD_2196

Position Description History/Status

Approved Date:

10/3/2024 3:25:26 PM

Date Last Edited:

10/3/2024 3:25:23 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

6000O

Organization:

INTERCOLLEGIATE ATHLETICS              

Division Code:

5501D

Division:

INTERCOLLEGIATE ATHLETICS              

Department:

374500 - INTERCOLLEGIATE ATHLETICS

Position Details

UCPath Position Number:

TBD_2196

Position Description ID

231013

UC Payroll Title:

FAC SUPV 2 (006957)

Business Title:

Assistant Athletic Director, Facilities & Project Management

Personnel Program

Management and Senior Professional (MSP)

Salary Grade:

Grade 24

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

A: Manager - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40042030

Reports to Payroll Title:

ADMIN MGR 1

UCPath Department Head Position Number:

40713754

Department Head Payroll Title:

ATH MGR 4 PAC12

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

5198

FAC SUPV 1

1

4482

FAC MGT SPEC 2 CX

2

8217

FAC MECH

4

POSITION SUMMARY

Under the direction of the Sr. Associate Athletic Director, Facilities, Operations, and Capital Projects, the Assistant Athletic Director, Facilities & Project Management will oversee all aspects of the Department of Intercollegiate Athletics (DIA) facilities and venues as well as related projects. The incumbent will be responsible for all aspects of building/venue maintenance, repair, operations, improvements, and renovations. This position will be responsible for the recruitment, development, and retention of athletics facilities staff, and is expected to develop and maintain a collaborative, supportive, and positive working environment that is purpose driven to provide an elite experience for the department's student-athletes, staff, and guests. Position will be responsible for developing collaborative relationships throughout the DIA, and with campus-wide operating units inclusive of, but not limited to: Facilities Management, Environmental Health and Safety, Events, Insurance and Risk Management, Labor Relations, Police, Recreation, and Transportation. Position will provide professional level direction and analysis for all aspects of operations, financial activities, and strategic planning.

Position will be intimately involved in day-to-day building and venue oversight, maintenance, renovation, repairs, emergency/disaster coordination as well as any business continuity initiatives for the department.  The Department directly/indirectly manages nearly 750,000 SF of facility/venue space.  The Department directly manages the following facilities/venues: Acosta Training Center, Easton Stadium, Jackie Robinson Stadium (on the West LA Veterans Administration (VA) campus), Mo Ostin Basketball Center, Spaulding Field, and Wasserman Football Center. Additionally, the Department either directly manages, or provides support, for areas within the following facilities/venues: Drake Stadium, Los Angeles Tennis Center, Mapes Beach at the Sunset Canyon Recreation Center, Marina Aquatic Center, Pauley Pavilion presented by Wescom, Spieker Aquatic Center, Wallis Annenberg Stadium, and Yates Gym in the John Wooden Center.

Position will work directly with Sr. Associate AD, Facilities, Operations, and Capital Projects to identify and address both long term and short-term improvement planning and implementation, as well as guiding assigned projects from inception through completion.  Oversight of unit purchasing activities, including contract administration for licensed and approved vendors, custodial services, general purchase orders, including bid processes and procurement card activities and reconciliations.  Development and generation of processes and reports for use in department planning of space, facilities, maintenance, and equipment. 

Develop and manage/supervise building and venue security and life safety programs, member of the safety committee and the IIPP program. Establish, review and maintain departmental policies and procedures in accordance with University Guidelines; directly and indirectly supervise 8 FTE and up to potentially 15 or more part-time staff or volunteers.

Facilities and Venue Management

 • Supervise the daily operations of all DIA facilities and event venues.

 • Develop and maintain a database to house official records, blue prints, and specifications relative to facility/venue architectural, structural, mechanical, electrical, plumbing systems in addition to building maintenance contractors/service providers, vendors, and suppliers.

 • Represent the DIA on all matters relative to facility maintenance, repair, and operations.

 • Develop, implement, and maintain an up-to-date preventative maintenance plan for all facility/venue building systems and equipment.

 • Develop a deferred maintenance plan for all facility/venue building systems and equipment.

45%

Facilities and Venue Management

 • Direct tasks involving maintenance, repair, operation, replacement, and installation for all mechanical, electrical, plumbing, carpentry, masonry, painting, building controls, roofing, HVAC, building security, and grounds matters.

 • Oversee custodial partnership with campus facilities – collaboratively develop and implement cleaning plans, with priority placed on ensuring cleaning objectives support the health and wellbeing of DIA student-athletes, staff, and guests.

 • Oversee and manage the department’s electronic building management system, inclusive of electronic work orders and inventory of all building systems and supplies.

0%

Facilities and Venue Management

• Oversee the department’s building use schedules, including meeting rooms and scheduling for external rental needs. Collaborate with Event Operations and Campus Recreation on practice and competition scheduling needs.

0%

Project Management

 • Collaborate with department staff and coaches on evaluation of existing assets and resources to develop a needs assessment that is updated on a consistent basis.

 • Oversee the department’s space management program, maintaining an updated database of building/space occupants, room sizes, furnishings and equipment; collaborate with leadership in assignment of space allocation/re-allocation.

 • Recommend short-term and long-term improvements and capital expenditures for all facilities and venues.

 • As needed, establish a project cost analysis and feasibility study to execute projects while following campus policy and maintaining an understanding of resources available.

25%

Project Management

 • Coordinate with internal and external constituents to develop and establish scope of work, project budgets, and project completion timelines.

 • Ensure existing and future projects meet code all code requirements and other provide universal analysis to be sure project execution/delivery promotes healthy and safe work environments.

 • Act as project manager and/or administrator, as assigned, to execute projects within established timelines and scope.

 • Determine the most cost effective solutions while maintaining alignment with UC and UCLA guidelines to meet the needs of the department in a fiscally responsible manner.

 • Benchmark with other similar facilities both locally and nationwide to establish best practices in development of programming for small and large projects.

 • Develop open lines of comm

0%

Project Management

 • Develop open lines of communication with the client (administrator, coach, or department staff member) and senior department administration as necessary.

 • Reconcile as needed with financial and administrative needs.

0%

Administration

 • Directly, and/or indirectly, provide supervision and leadership for 8 FTE and 15+ part-time/volunteer employees.

 • Oversee and manage day-to-day operations and maintenance of all DIA facilities, including staffing of full-time and part-time staff during regular working hours, nights, weekends, and holidays as necessary.

 • Serve as a collaborative member of the facilities, events, and operations leadership team, developing strategic vision forward.

 • Provide performance feedback for direct reports on a continuous basis, and more formally by way of annual performance evaluations.

 • Develop and maintain collaborative working relationship with campus wide partners as well as third party vendors, contractors, and service providers.

25%

Administration

 • Develop & maintain knowledge of University of California (UC), University of California - Los Angeles (UCLA), Occupational Safety & Health Administration (OSHA), & any other rules and regulations relative to management of personnel, facilities, or equipment.

 • Establish & maintain policies & procedures relative to the management of facilities personnel as well as all DIA buildings and venues.

 • Develop, maintain, and supervise the department wide emergency preparedness program.

 • Develop and maintain business continuity plans in collaboration with other DIA units, Insurance and Risk Management (IRM), and Environmental Health & Safety (EH&S).

 • Along with business office, maintain records associated with risk management, worker’s compensation, occupational health, & insurance claims through IRM.

0%

Rules Compliance

• Comply with all Federal, State, University and Department requirements established pursuant to Title IX, including the mandatory reporting requirements for a “Responsible Employee.”

• The DIA is governed by the NCAA, Big Ten Conference, Mountain Pacific Sports Federation and University of California System.  The incumbent is required to comply with the applicable rules, regulations and policies of those organizations.

 ◦ Review and retain all rules compliance disseminated by the DIA Compliance office.

 ◦ Report all NCAA and conference violations.

 ◦ Sign the annual NCAA Certification of Compliance form.

 ◦ Complete the Athletically-Related Income form annually.

 ◦ Comply with California State Child Abuse & Neglect Reporting Act (CANRA) Law and adhere to mandatory reporting guidelines.

5%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Bachelor's degree or equivalent experience and training.

Required

Experience working in a Division 1 (D1) collegiate university athletic department.

Preferred

Ability to work independently and follow-through on assignments supervise staff, organize workflow, delegate, train and review work required, with minimal direction required.

Required

Skill in organizing material, information, and people in a systematic way to optimize efficiency and minimize duplication of effort required.

Required

Ability to prioritize assignments to complete work in a timely manner when there are changes in assignments, deadlines, completing requirements, and workload required.

Required

Ability to communicate effectively, both orally written skills to prepare correspondence, forms, and reports with speed and accuracy required.

Required

Ability to establish and maintain cooperative working relationships and effectively communicate with other staff, students, subordinates, administrators, campus and University personnel and the public required.

Required

Working knowledge or construction trades i.e. plumbing, electrical, masonry, carpentry, HVAC, audio visual and broadcast infrastructure (fiber, data, power) required.

Required

Ability to deal sensitively with confidential issues required.

Required

Skill in implementing and monitoring a quality-control program sufficient to meet established specifications in the performance of maintenance required.

Required

Skill in performing efficiently and courteously while coping with frequent interruptions and distractions in an open environment required.

Required

Working knowledge of generally accepted accounting principles and their practical applications required; knowledge of UC purchasing procedures preferred.

Preferred

Working knowledge of AutoCAD (or similar program) architectural drafting software system preferred.      

Preferred

Working knowledge of DDC control systems preferred.

Preferred

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

CANRA: The position is designated as a mandatory reporter under CANRA. The employee must sign the "Statement Acknowledging Requirement to Report Child Abuse".

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

JD Morgan Center. Los Angeles, 90095

Standing/Walking

X

X

Sitting

X

Bending/Stooping

X

X

Squatting/Kneeling

X

X

Climbing

X

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

X

Lifting/Carrying/Push/Pull over 50 lbs

X

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

X

Loud noise levels

X

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.