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Associate Executive Director, Student Union

Company: Student Union, Inc, San Jose State University
Location: San Jose
Posted on: May 3, 2021

Job Description:

POSITION DESCRIPTION

Job Title: Associate Executive Director

Supervisor: Executive Director Location: Student Union at SJSU

FLSA Status: Exempt Grade: 9

Work Schedule: Monday through Friday, between 9:00 a.m. and 5:00 p.m. Holiday, night and weekend shifts may be required.

Apply on line:

Application and attach the following documents:

  • Resume
  • Letter of Interest

All applicants must apply within the specified application period: April 23, 2021 through May 17, 2021. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the Student Union, Inc.

STUDENT UNION, INC.

The Student Union, Inc. is 501(c)(3) nonprofit auxiliary that maintains three major facilities at San Jos State University in downtown San Jos, California. These facilities include the Diaz Compean Student Union Building, the Provident Credit Union Event Center, and the Spartan Recreation and Aquatic Center. The Student Union, Inc. functions as part of the Student Affairs Division on campus, and is governed by a Board of Directors made up of a student majority, faculty, and administrators.

MISSION

The Student Union, Inc. of San Jose State University supports the development, growth, and well-being of students and the campus community by providing diverse programs, desired services, and quality facilities to enhance the collegiate experience.

JOB SUMMARY

Reporting to the Executive Director with general supervision, the Associate Executive Director will serve as a member of the Student Union's (SUI) Executive Management Team, the Associate Executive Director will assists the Executive Director with corporate strategic planning and administration, and serves as administrator in-charge in absence of the Executive Director. The position oversees the operations and management of the Diaz Compean Student Union and provides administrative oversight for the following areas: Student Union, Event Services and Bowling Center reservations, operations, and provides both direct and indirect supervision to staff and student assistant employees, as well as oversees the management of department operating budgets. The Associate Executive Director assists in the oversight of construction projects, facility alterations, renovations and major repairs, and routinely prepares requests for proposals and cost estimates working collaboratively with the SUI Director of Facilities and IT, campus planning agencies, external architects, and contractors, and is responsible for the SUI's special projects, capital equipment selection and procurement, and repair and replacement funded projects.

This position also oversees the development, implementation, training and maintenance of the SUI emergency response plan and organizational safety programs and is responsible for the SUI's Sustainability program and initiatives.

DUTIES AND RESPONSIBILITIES

Leadership/Administrative and Staff Management/Strategic Planning (25%)

  • Responsible for the training, Supervision and leadership for three, full-time (3) staff (Student Union Operations Manager, Event Services Manager, and Bowling Center Manager) and indirect supervision to fourteen (14) full-time staff, and student assistants employees in areas of supervision; monitor performance; generate performance evaluations; administer disciplinary action.
  • Provide management direction and support for the on-going operations of these units;
  • Identify learning outcomes for student employees and volunteers; oversee the development, implementation and monitoring of activities ensuring same;
  • Coordinate core operational team planning and training meetings among various SUI departments. Assist SUI department managers in recognizing organizational impacts and develop strategies to solve challenges;
  • Develop and recommend for approval, operations and commercial services policies and maintain SUI operational policies and procedures manuals. Train staff regarding policy and procedural changes and updates;
  • Assists with the development of long-range strategic plans for the organization's future direction and supporting tactical initiatives.
  • Provides initiative and leadership in planning and developing programs and services consistent with the stated goals and objectives of the strategic plan.
  • Serve as a member of the SUI's Executive Management Team including the development and review of administrative, fiscal, programmatic and operational policies, procedures, projects and strategic planning efforts;
  • Serve as administrator in-charge of the SUI in absence of the Executive Director; represent the Executive Director and the Corporation at various University, CSU system, professional associations and community meetings and events;

Programs, Facilities, Services and Operations (20%)

  • Develop long range strategic plans for the use, operations, renovation/construction, major repairs and budgeting of SUI facilities;
  • Ensure the effective on-going operation, maintenance, and upkeep of SUI facilities and equipment. Coordinate major building repair/replacement projects, including remodeling, refurbishment and expansion projects with SUI Director of Facilities and IT.
  • Assist in the coordination of periodic major needs assessments and surveys to ascertain campus views, customer satisfaction and perceptions of the SUI and its facilities and services. Also conduct regular research regarding new and improved facilities and services;
  • Work with the Event Service Manager, Reservations & Services to establish and implement policies and procedures for use of SUI meeting rooms and services, including developing and implementing marketing and sales plans, strategic planning for growth of this area, staff development and examination of industry best practices for implementation;
  • Work with the Manager, Bowling Center to efficiency campus and community outreach plans and strategies; oversight of operational budgets and revenue plans, training, troubleshooting and daily operation;
  • Oversee the SUI's Sustainability program. Develop and encourage SUI to use green products and methodologies. Work collaboratively with Associated Students, SJSU Office of Sustainability and other campus entities regarding the SUI's Sustainability efforts.
  • Assist the Executive Director to develop, refine and administer the SUI's Emergency Response Plan and safety programs (incident command implementation, command center location and activities, specific plans by SUI facilities and department), including training and documentation.. Handle all facility related emergencies;
  • Serve as an Operations Section member on the University Emergency Operations Committee to support a unified campus action plan and response to disaster.

Financial Planning and Management (20%)

  • Provide administrative and financial oversight for the operational budgets in the following departments: Student Union, Reservations and Event Services, and Bowling Center.

Board of Directors (10%)

  • Assist the Executive Director in developing and recommending policies, strategic initiatives and operating plans to the SUI Board of Directors. Assist the Executive Director in consulting with student leaders, University administrators, faculty, staff, alumni, professional colleagues, and community representatives regarding the development and evaluation of goals, facilities, operations and services of the SUI;
  • Serve as Executive Secretary to the Facilities and Program Committee;

Campus Relations (20%)

  • Serve as a liaison to facility tenants, campus departments, and the community-at-large;
  • Serve as the administrative liaison to the Spartan Shops - Chartwell Dining Services, Barnes and Noble Bookstore and Starbucks; and assist in the adherence to the Operating Agreements between the University and SUI, Inc.
  • Assist in the enforce SUI, Inc., California State University, San Jose State University, and other policies, regulations and guidelines;

Other (5%)

  • Perform other related duties as assigned.

CORE COMPETENCIES

To perform the job successfully, an individual should demonstrate the following competencies.

  • Financial Management - Maintains quality facilities that meet the needs of students and the campus community while continually improving and planning for the future needs of our students.
  • Facility Management - Maintains quality facilities that meet the needs of students and the campus community. Receives predetermined work assignments that are subject to a moderate level of control and review. Directs subordinates to complete assignments using established guidelines, procedures and policies.
  • Leadership - Establishes and maintains effective work relationships with people from diverse backgrounds; Maintains dignity and self-control in difficult situations; Supervisory responsibilities include planning, assigning, and directing work; rewarding and disciplining employees; addressing complaints and resolves problems.
  • Planning/Organizing - Prioritizes and plans work activities to meet Student Union priorities and timelines; identifies needed resources; plans and utilizes existing and new resources efficiently; accommodates multiple demands for commitment of time, energy and resources; adapts to changing priorities, situations and demands; integrates changes to support the business.
  • Time Management - Maximizes use of time effectively and productively. Identifies and resolves problems in a timely manner; Develops project plans; coordinates projects; communicates changes and progress; completes projects on time and budget; completes administrative tasks correctly and on time
  • Communication Proficiency - Acts and behaves in a manner that reflects respect, courtesy and civility, appreciation, empathy, trust, inclusion and consultation. Establishes and maintains effective work relationships; offers assistance and support to the organization and community.
  • Ethical Conduct- Values and respects diversity and individual uniqueness and recognizes the strength these factors bring to the Student Union and SJSU community and learning environment.
  • Problem Solving/Analysis- Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics
  • Strategic Thinking- Develops strategies to achieve organizational goals; understands organization's strengths & weaknesses; analyzes market and competition; identifies external threats and opportunities; adapts strategy to changing conditions.
  • Compliance for Law, Policies and Codes, and Issues Related to Safety and Risk- Adheres to compliance laws, policies and codes related to not- for-profit corporations, facility safety and concerns, as well as state and CSU mandates. Implements procedures to identify and correct potentially hazardous or unsafe working conditions. Mitigates risk where appropriate through knowledge of policies and procedures.

POSITION REQUIREMENTS

Education:

Master's degree in College Student Personnel Administration, Higher Education, Organizational Leadership, Business Administration or a related field, or equivalent experience required.

Experience:

Minimum of seven years of progressively responsible professional work experience in college union facilities or a comparable work environment including administration, supervision, budget management, program support, operations, technology, facility and construction management and oversight.

Preferred Qualifications:

Ten years of experience in collegiate facility management and operations, reservation and conferences services management, non-profit management, and purchasing and contracting. Certification is required in FEMA Emergency Management Institute, ISO 200, IS-00700.b and IS-00800.b within 3 months of employment.

Knowledge, Abilities and/or Skills:

  • Working knowledge of the practices, procedures and activities of college union facility operations
  • Working knowledge of the methods and problems of organizational and program management
  • General knowledge of assessment and marketing methods
  • Working knowledge of the principles of effective supervision, as well as the ability to plan and direct the work of professional, skilled and semi-skilled staff
  • Ability to read, interpret, and work from blueprints, manuals, diagrams, and operating procedures at a level sufficient to satisfactorily perform the duties of the job
  • Use initiative and resourcefulness in planning work assignments and implementing long-term facility and service improvements
  • Collect, analyze and evaluate data and make verbal and/or written presentations
  • Demonstrate understanding and commitment to diversity, equity and inclusion
  • Create and implement ideas to develop and promote facilities and services
  • Negotiate and execute contracts
  • Establish and maintain cooperative working relationships with students, student organizations, campus departments, and private and public agencies
  • Clearly express ideas and directions verbally and in writing
  • Analyze complex situations accurately and adopt effective courses of action
  • Develop, manage and adhere to operational budgets
  • Interpret and evaluate descriptions and explanations of problems brought forth by staff, faculty and students, analyze and define problems, draw value conclusions, and project the consequences of various courses of action
  • Ability to develop and conduct workshops and training programs

PHYSICAL REQUIREMENTS

  • Hearing and speaking to exchange information in person or on the telephone
  • Dexterity of hands, fingers, and wrist to operate a computer keyboard and calculator
  • Seeing to read a variety of materials
  • Sitting or standing for extended period of time
  • Physical agility to lift 20 pounds to shoulder height
  • Physical agility to lift, carry, push, or pull objects

Status: Exempt, Grade 9 - 100,000/yr - 150,000/yr

Additional Information:

Satisfactory completion of a background check (including a criminal records check) is required for employment. Student Union at SJSU will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current SU, Inc. employee who was offered the position on a contingent basis. The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the Student Union third-party vendor, Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.

SJSU NOR SUI ARE NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (E.g. H1-B VISAS)

All Student Union at San Jose State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

Equal Employment Statement

Student Union at San Jose State University (SJSU) is an Equal Opportunity/Affirmative Action employer committed to nondiscrimination on the basis of age, ancestry, citizenship status, color, creed, disability, ethnicity, gender, genetic information, marital status, medical condition, national origin, race, religion or lack thereof, sex, sexual orientation, transgender, or protected veteran status consistent with applicable federal and state laws. This policy applies to all SJSU students, faculty and staff programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus).

Keywords: Student Union, Inc, San Jose State University, San Jose , Associate Executive Director, Student Union, Other , San Jose, California

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