Assistant Director - Athletic Facilities

$300,000 - $300,000/Yr

Aub Faculty Of Arts And Sciences - Cambridge, MA

Full-time - Mid Level

Cambridge, MA

5,001-10,000 employees

About the position

The Assistant Director - Athletic Facilities is a pivotal role responsible for overseeing capital projects and daily operations at the Harvard Athletics Complex, which spans over 76 acres and includes 18 buildings totaling more than 1 million gross square feet. This position directly supervises the Athletic Facilities Operations Manager and provides additional oversight to Athletics Property Operations Assistants, FMO trades, and contracted vendor staff. The Assistant Director works closely with trades and supervises vendors as assigned, ensuring that all operations run smoothly and efficiently. The role requires a deep understanding of mechanical, electrical, and plumbing (MEP) systems, life safety systems, building condition assessments, and customer service, along with extensive knowledge of athletic facilities to meet the unique needs of NCAA Division 1 stakeholders. In this role, the Assistant Director will manage the daily operations of Athletic Facilities, which includes assigning work orders, verifying their completion, scheduling tasks, and preparing for competitions, practices, internal events, and external rentals. The position demands detailed knowledge of athletic-specific tools, equipment, and rules, necessitating daily communication with coaches and team staff, as well as coordination with service providers and team schedules. The Assistant Director acts as the department representative for assigned projects, attending project meetings and conducting walkthroughs. As a project manager, the individual will oversee all aspects of projects from development to implementation and closeout, including defining user needs, scope development, schedule management, budget tracking, contract management, risk analysis, and reporting. The Assistant Director will manage projects with budgets ranging from $300,000 to $3 million and will supervise a team that includes three Property Operations Assistants, FMO trades, custodial staff, embedded vendors, and external service providers. This role requires effective time management, priority setting, and delegation of work based on departmental priorities established in collaboration with the Associate AD, Facilities and Operations. Additionally, the Assistant Director will collaborate on the operational budget for Athletic Facilities and create a comprehensive deferred maintenance plan, maintaining a database and establishing annual and five-year plans for review by senior management. The position also includes primary oversight of the Bright Landry Hockey Center, managing ice production and maintenance, personnel hiring and training, equipment maintenance, event management, rink schedule oversight, quality control, and budget management. Participation in weekly coordination meetings is essential, as is holding regular meetings with direct and indirect reports to ensure alignment and effective communication across the department.

Responsibilities

• Manage daily operations of Athletic Facilities including assigning work orders and verifying completion.
• Schedule tasks and prepare for competitions, practices, internal events, and external rentals.
• Act as department representative for assigned projects, attending project meetings and conducting walkthroughs.
• Serve as project manager for capital projects, managing all aspects from development to close out.
• Supervise three Property Operations Assistants, FMO trades, and custodial staff.
• Collaborate on the operational budget for Athletic Facilities with senior management.
• Create and maintain a deferred maintenance database and establish maintenance plans.
• Oversee the Bright Landry Hockey Center, including ice production and maintenance.
• Participate in weekly coordination meetings and hold regular meetings with direct reports.

Requirements

• Bachelor's degree or equivalent work experience required.
• At least 5 years of experience managing athletic facilities or relevant athletic administration experience in a college or professional sports setting required.
• Supervisory experience required.
• Experience with ice rink management including ammonia/glycol refrigeration systems and ice making equipment.
• Experience in pool management and oversight of CPOs.
• Knowledge of agronomy and natural grass playing surfaces.
• Experience with synthetic turf maintenance.
• Strong leadership skills to develop and maintain relationships with stakeholders.
• Strong customer focus and proven experience providing high-quality customer service.
• Strong computer skills including MS Excel, Word, and Outlook required.
• Strong knowledge of building systems required.
• Experience with Building Management Systems (BMS) desired, preferably Siemens.
• Experience working in a University setting desired.
• Strong interpersonal skills and ability to work well with others.

Nice-to-haves

• US Ice Rink association (CIRM, CIT, or CRA) certification preferred.
• MA Hoisting license to operate lifts and other hydraulic equipment preferred.

Benefits

• Paid Time Off: 3-4 weeks of accrued vacation time per year, 12 accrued sick days, 12.5 holidays plus a Winter Recess, 3 personal days, and up to 12 weeks of paid leave for new parents.
• Comprehensive medical, dental, and vision benefits, disability and life insurance programs.
• Child and elder/adult care resources including on-campus childcare centers and Employee Assistance Program.
• University-funded retirement plan with contributions from 5% to 15% of eligible compensation.
• Tuition Assistance Program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement Program providing 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses.
• Professional Development programs and classes at little or no cost.
• Various commuter options including discounted parking and public transportation passes.
• Access to Harvard athletic and fitness facilities, libraries, campus events, and discounts on various services.