POSITION: Associate Director of Operations
DEPARTMENT: Administration and Finance
SUPERVISOR: Executive Vice President
FLSA STATUS: Exempt-Administrative
DATE REVISED: June 2024
JOB DESCRIPTION:
The associate director of operations provides support for the executive vice president and all onsite coordination of various hospitality needs for regular/special/external meetings, events, and other gatherings on Seminary of the Southwest campus. The associate director of operations is the seminary’s liaison for event suppliers and vendors.
RESPONSIBILITIES:
The Seminary’s Associate Director of Operations is responsible for the following:
· Administration & Finance and Seminary Operations
o Organize and maintain the calendar for the Executive Vice President
o Administer correspondence for supervisor and keep a filing system
o Notarize documents when needed
o Report concerns to the EVP as appropriate
· Assist the Chief of Staff to the Dean & President
o Upon event approval and receipt of event handover, initiate the roll-out of plans according to event needs sending any request to Dean’s office before beginning any correspondence
o Work with CoS to ensure all visitors are welcomed properly
o Debrief events and visits with the CoS and assess areas of improvement
o Send flowering plants and correspondence for seminary community related issues, events, and situations (condolences and congratulations).
- Organize internal/external requests for classrooms and other facilities reservations
- Collaborate with the CoS on projects in need of admin and/or hospitality support related to the seminary’s executive team
- Execute hospitality requests made by the CoS and/or the President
- Input and maintain internal/external events and classes into SSW admin calendar reservation system
o Take minutes at Green Team, Diversity, Community Life, Safety Committees & any additional committees the EVP is chaired by
· Seminary Meal Program
- Establish meal service days biannually; coordinate dates with campus chef, senior administrators, and accounting department
- Register students, guests, faculty, and staff for the meal program
- Create and maintain weekly lunch and dinner list
- Supervise chef and kitchen work study students
o Formulate creative solutions for meal program issues and scheduling conflicts
o Calculate amounts due to caterer and reconcile monthly
o Manage the seminary meal program for all regularly scheduled lunches and Thursday dinner during each semester
- Oversee food, beverage, and supply purchases for kitchen
- Assist housekeeping staff in monitoring inventory of other kitchen items including linens and paper goods
- Hospitality
- Organize internal/external Events on campus
- Communicate with all external organizers for events, create invoices, secure payments, and work with sacristans for any chapel use
- Lead monthly meetings to ensure all departments are informed on their specific obligations for each event
- Coordinate all catering/ refreshments, décor, and work study support for every event on campus
- Meet with each leader of event and getting their vision & requests for events
- Recruit seminary work study students for assistance with tasks associated with internal events in coordination with work study supervisors
- Order beer and wine for all events, Community Hour, and accept deliveries.
- Order all coffee/ tea items for all areas of campus
- Communicate with Ready fresh on the water needs and invoices
- Manage shopping, setting up, oversite, and clean-up for all events.
- Communicate with student childcare coordinator to ensure childcare coverage for internal events
- Coordinate with housekeeping cleaning tablecloths after events
- Create work study schedule and monitor hours worked (Community hour, Hospitality, & Kitchen)
- Provide training for work study (Community hour, Hospitality, & Kitchen)
- Purchase items for, keeping inventory of, putting together, and placing of welcome baskets in guest suites for visitors
- Coordinate with facilities help with set up on campus for any functions and gatherings on seminary grounds, set up reminders for grounds care (upcoming events or VIPs on campus)
- Coordinate with Bookstore for operating hours during events
- Collaborate with student council on events especially football parking lot event in the fall.
- Required Certifications
- Texas Alcoholic Beverage Commission Server’s License
- City of Austin Food Handlers License
- Texas Notary Public Certificate
- Qualifications
- Must be flexible to work occasional evenings and weekends
- Bachelor's degree preferred
- Strong leadership and organizational skills
- Effective oral and written communication skills
- Ability to form and cultivate collegial working relationships
- Ability to work independently and manage multiple tasks
Working Environment
· Works primarily in a climate controlled indoor office environment with minimal risk of safety and health hazards
· Sedentary, sitting, walking, occasional lifting from floor, bending, frequent near vision use, occasional stress
· Lifting up to 30 pounds of packaged materials
· Traveling in aircraft and automobiles
Miscellaneous
· Working hours: 8:00 a.m. to 5:00 p.m. Monday-Friday
· Valid driver’s license
· Clear criminal background check prior to employment
· Availability for infrequent evening and weekend hours
Seminary of the Southwest, located two blocks north of the University of Texas at Austin, is an instrumentality of the Episcopal Diocese of Texas. For more information about this institution of higher education, please see our website.
Statement on Nondiscrimination
Seminary of the Southwest complies with Title IX of the Education Amendments of 1972. Title IX prohibits all public and private schools receiving any federal financial assistance, including federal student aid, from discriminating on the basis of sex in their education programs and activities. The Seminary is required to comply with the provisions of Title IX.
The Seminary admits students without regard to race, sex, color, nationality, ethnic origin, sexual orientation, gender identity, and gender expression to all the rights, privileges, programs, and activities generally accorded or made available to students at this school. The Seminary does not discriminate on the basis of these factors in the administration of its admissions policies, federal student aid programs, educational policies, housing policies, student activities, student employment, and all other school administered programs.
Job Type: Full-time
Pay: $50,000.00 - $60,000.00 per year
Benefits:
- Employee assistance program
- Health savings account
- Professional development assistance
- Retirement plan
Schedule:
- 8 hour shift
- Monday to Friday
Ability to Commute:
- Austin, TX 78705 (Required)
Willingness to travel:
Work Location: In person