Assistant Director of Facilities Operations
DESCRIPTION OF JOB:
This individual is responsible for assisting with the management of the Facilities Operations Department consisting of full-time staff members in the Maintenance and Landscape & Grounds and student staff.
The position reports to the Director of Facilities Operations and manages Event Services and Custodial staff, including student staff. Strong interpersonal skills and relationship building are key components of this job description. This position represents the campus community in the relationship with the dining services provider, which requires good listening skills and collecting feedback. A high level of customer service is necessary in this position to ensure good relationships with the campus community, as well as external groups that rent the University’s space.
Responsibilities:
Reservation, Conference, and Event Services Management:
- Oversee the Event Services reservation process, including space scheduling for university departments, affiliated schools, and external clients.
- Review and approve events to ensure compliance with university policies and sponsored event guidelines.
- Supervise the Event Services Manager and student staff, supporting effective communication and policy adherence across departments.
- Oversee the content of the Event Services public website, supporting both external marketing efforts and internal communication.
- Oversee the maintenance of the Event Services internal SharePoint site, ensuring accessibility and accuracy of internal requisition forms and resources.
- Manage all rental contracts and ensure compliance with insurance, tax-exempt status verification, and other risk management requirements.
- Lead the research, development, and implementation of procedures to improve the efficiency and effectiveness of the event reservation and booking process.
- Analyze data and conduct benchmarking research to recommend appropriate fee structures for facility rentals, audiovisual services, custodial services, and technical support.
- Oversee the Event and Conference Services operating budget to ensure accuracy, completeness, and compliance with university policies and procedures.
- Ensure a high level of customer service is provided by the Event Services Office.
Custodial Services Management
- Oversee supervision of Custodial Manager and/or contracted labor.
- Assist Custodial Manager in establishing long- and short-range goals for staff.
- Maintain partnership between Residence Life, Security and Facilities Operations to ensure the best learning and living environments are provided.
- Oversee selection and ongoing contracts with outside vendors, as well as ongoing custodial projects.
- Oversee and make recommendations for waste diversion from all campus facilities.
- Coordinate with Custodial staff the cleaning and turnover schedules in residence halls and classrooms that best accommodates summer groups and conferences.
- Coordinate best practices for move-in and move-out with Custodial Staff and Residence Life.
Assistant Management of Facilities Operations:
- Project Management
- Assist the Director of Facilities in planning of short-term and long-term projects on campus or other University owned or leased property.
- Collaborate with campus departments and managers on campus to define scope and requirements of each project.
- Support the Director of Facilities in the management of contractors and/or venders to complete work on schedule.
- Support energy efficiency efforts by reviewing energy use data and contributing to recommendations for improving operational efficiency.
- Maintenance
- Assist the Director of Facilities Operations and Maintenance Staff in determining and managing short- and long-range projects and coordinating timing of the work.
- Assist in the day-to-day management and completion of various work orders.
- Determine best options for replacement and repair of dining service equipment.
- Coordinate with Maintenance staff the repair and maintenance schedules in residence halls and classrooms that best accommodate summer groups and conferences.
- Landscape and Grounds
- Assist the Director of Facilities Operations and Landscape and Grounds Manager in planning and managing short- and long-term projects, including scheduling and coordination.
- Support day-to-day oversight and completion of work orders.
- Coordinate landscape and roadway projects with the Landscape and Grounds Manager to accommodate summer conferences and groups.
- Coordinate with Landscape and Grounds staff the major repairs in roadway and landscape campus way that best accommodates summer groups and conferences.
Office Move and Furniture Management
- Work with the Facilities Specialist to coordinate approved office moves, including scheduling of staff to facilitate furniture relocation, wall and flooring repair, and deep cleaning prior to occupancy.
- Oversee campus-wide furniture replacement planning and procurement for residence halls, offices, classrooms, and commons areas.
- Manage furniture storage to maximize limited University space.
Facilities Operations:
- Serve on committees and selection teams as approved by the Director of Facilities Operations.
- Work with Facilities Operations to schedule room and building closings for necessary Maintenance and Custodial repairs.
JOB QUALIFICATIONS
Necessary Education or Work Experience:
- Associates or Bachelor’s Degree preferred and/or 3-4 years of experience in Management
- Department staff and budget management experience
- Strong communication skills, both verbal and written
- Experience in training personnel in both office procedures and computer applications
- Thorough knowledge of excellent customer service protocol
- Thorough knowledge of computer software applications, particularly MS Office, SysAid, AkitaBox, Ad Astra, and Course Dog
- Strong organizational skills are required
Required Knowledge and Skills:
- Knowledge of University policies, procedures and services and skill in written and oral communication. Must be capable of accepting the University Mission Statement and working within its guidelines
- Multicultural Competence – the awareness, knowledge, and skills needed to work with others who are culturally different from self in meaningful, relevant, and productive ways
- Must also be able to work effectively with all departments and offices in the University and the public
- Ability to operate in an educational environment
- Advanced analytical and critical thinking skills and the ability to gather, compile, analyze, summarize and effectively present data and prepare reports
- Strong interpersonal skills and advanced verbal and written communication skills
- Demonstrated leadership, organizational and management skills
Other Qualifications:
Edgewood University, a Catholic college sponsored by the Dominican Sisters of Sinsinawa, is an Equal Opportunity Employer, committed to academic excellence through diversity in its faculty, staff, and students. Candidates must demonstrate multicultural competence – the awareness, knowledge, and skills needed to work with others who are culturally different from self in meaningful, relevant, and productive ways. Applicants from traditionally underrepresented populations including women and racial and ethnic minorities are especially encouraged to apply. The selected candidate must actively support the mission of the College by working with faculty, staff and students to share in our core values – truth, compassion, justice, partnership, and community.
Must be authorized to work lawfully in the United States without Employer Sponsorship.
First consideration will be given to application materials received by February 6, 2026.
How to Apply
Send one PDF document which includes cover letter, resume, and references with a subject line that includes the position code ADFO:
Edgewood University
Human Resources – ADFO
1000 Edgewood College Drive
Madison, WI 53711
E-mail: humanresources@edgewood.edu
Equal Opportunity Employer