Details
Posted: 10-Jan-22
Location: Elon, North Carolina
Type: Full Time
CASP Certification:
Not Applicable
SUMMARY OF POSITION
Elon University is a selective, mid-sized private university renowned as a national model for engaged and experiential learning. The mission of Auxiliary Services is to provide effective and efficient services to students, faculty, staff, and guests of the University to support the educational and co-curricular programs of the University.
Auxiliary Services is a department within the Finance & Administration division with oversight of the following units: Barnes & Noble at Elon University, Elon Dining, Laundry, Mail Services, Print Services, Storage Scholars, The Inn at Elon, Trademark & Licensing, and Vending.
This Assistant Director of Auxiliary Services position will be responsible for providing high level support for the overall day-to-day operations to these critical units:
- Barnes & Noble at Elon University: A 28-year partnership with Barnes & Noble to provide textbooks and logo’d merchandise.
- Laundry: Multi-year contract with CSC Serviceworks.
- Storage Scholars: Annual contract with Storage Scholars to provide summer storage options.
- Trademark & Licensing: Contract with CLC to make sure university trademarks are protected and all marks are used in accordance with the guidelines.
- Vending: Manage multi-year contracts with Coca Cola and Canteen.
The Assistant Director must be an energetic, highly motivated, thoughtful, dependable individual with strong interpersonal and organizational skills with a strong customer service focus. This position interacts with all members of the university community.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Facilities Management
- Coordinate annual contracts and POs related to facilities.
- Coordinate repairs and on-going facility needs with Facilities Management.
- Perform weekly, quarterly, and annual walkthroughs of all auxiliary facilities.
- Tracking of quarterly health and monthly pest inspections for dining and The Inn at Elon.
- Work with the Assistant Vice President for Auxiliary Services to plan and budget for maintenance and renovation of new or existing facilities.
- Attend Event Resource Group as representative for department and Elon Dining.
- Serve on the Health, Safety & Environmental Management Committee as a representative for the department.
- Financial Management
- Coordinate daily and monthly budget expenditure processing, tracking, and reporting for multiple budgets.
- Process reimbursements and accounts payable for various budgets.
- Reconcile monthly invoices for dining services.
- Manage the Meal Plan Appeals Process.
- Management and Supervision
- Directly manage the bookstore contract and indirectly supervise the store manager.
- Manage the campus contracts with storage scholars, laundry, soft drink, and snack vendors.
- Oversee the licensing program and maintains the contracts with licensing vendors.
- Strategic Planning
- Collaborate with the Assistant Vice President for Auxiliary Services in the strategic planning of department goals, vision, mission, and special projects.
- Assist in identifying, building, and enhancing business relationships/partnerships with the university community.
- Develop proposals and make presentations.
- Assist in conducting evaluations and assessments of department programs and objectives.
- Communication and Marketing
- Coordinate marketing plans for the Auxiliary Services department.
- Maintain departmental websites and social media applications.
- Maintain effective communication with a wide range of constituencies, including students, faculty, staff, parents, vendors, and external stakeholders.
- Create strong partnerships with other departments and units within Finance and Administration, Student Life and across the university.
- Maintain the highest level of confidentiality, highest quality of work, and attention to detail.
- Look for opportunities to improve efficiency within the area to best steward Elon resources.
- Stay abreast of current industry trends/standards.
- Serve on University committees as assigned or requested.
- Night and weekend work will be required at certain times of the year.
- Perform other duties as assigned by the Assistant Vice President for Auxiliary Services.
SUPERVISORY RESPONSIBILITIES
EDUCATION AND EXPERIENCE
- Bachelor’s Degree required; Master’s degree preferred.
- Six years of Higher Education experience.
LANGUAGE SKILLS
- Must possess outstanding oral and written skills, as well as the ability to communicate effectively within a diverse community.
- Ability to read and interpret documents such as contracts.
- Excellent oral and written communication skills required.
- Ability to write clear and concise general business correspondence, manuals, and reports.
- Skill in writing concise, logical, and analytical reports to convey complex issues.
- Ability to articulate ideas clearly to colleagues and external parties.
MATHEMATICAL SKILLS
- Ability to use basic and advanced mathematical skills to analyze data and make recommendations based on the data.
- Ability to compute percent of change and to draw and interpret graphs.
REASONING ABILITY
- Strong skills in problem solving techniques and critical thinking skills demonstrated by the ability to research, analyze information, evaluate results, and facilitate resolution with a variety of variables in an array of situations. Be able to communicate these solutions and ideas to various groups of individuals, on and off campus.
- Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
- Ability to think critically and make recommendations for best practices.
COMPUTER SKILLS
- Must possess a high level of proficiency and expertise with Microsoft Office software.
- Advanced proficiency in designing, developing, and maintaining complex spreadsheets in Excel is required.
- Experience creating graphs, charts and other visual representations of financial data using software such as Excel is required.
- Knowledge of Ellucian Colleague and Informer software preferred.
OTHER SKILLS REQUIRED
- Ability to set priorities and manage a variety of projects concurrently in a fast-paced environment.
- Excellent organizational and planning skills.
- High degree of accuracy, ability to work independently, an awareness of deadlines and confidentiality are also of critical importance.
- Excellent customer service skills.
- Demonstrated commitment to diversity and success in working with diverse constituencies to support an inclusive campus environment.
- Strong and effective interpersonal skills including the ability to listen well and demonstrate sensitivity to and respect for individual needs.
- Ability to establish and maintain professional and productive working relationships with all members of the university community.
CERTIFICATES/LICENSES
Must have a valid North Carolina driver’s license and be insurable by the University’s carrier. Following a conditional offer of employment, Elon conducts motor vehicle record checks on all job applicants who are required to drive a university vehicle as an essential function of their job. Thereafter, a random motor vehicle record check will be conducted annually. Employment is contingent upon successfully passing a motor vehicle record check.
PHYSICAL DEMANDS
Must be able to walk the campus to all units of auxiliaries, stand for period of time at events such as admission open house, commencement, convocations, and other university functions.
WORK ENVIRONMENT
Quiet to fast paced with changing priorities depending on time of academic year. Office noise is typical of a busy office environment.
