Coordinator for Memberships and External Operations
December 15, 2017
Full Time - Experienced
Facility Management, Marketing, Special Events
4 Year Degree
Please apply directly at Emory University Employment website at
Job Title: Coordinator for Memberships and External Operations
Internal Job Number: 78229BR
General Description of Duties:
The primary function of the Coordinator for Memberships and External Operations is to oversee facility management rentals related to varsity athletics, Department of Recreation and Wellness, summer camps and other rentals at both the Woodruff PE Center (WPEC) and the Student Activity and Academic Center (SAAC). This position includes all aspects of the Members Services office, providing customer service to WPEC members and assisting with SAAC members when needed, participating in recreation programming and fitness programming, locker rentals, guest passes and comments/suggestions. Other responsibilities include assisting with the development and implementation of major policy initiatives for camps, clinics and rentals, including general operation of both facilities. This person acts as a liaison for planning and logistics of all events involving facility rentals, including contracts, insurance approval and ensuring that all payments and fees are collected.This position is a full time, twelve-month, exempt professional staff member within Department of Athletics and reports to the Associate Director for Recreation and Athletic Facilities/Operations.
Provides customer service to Woodruff PE Center members, which include students, faculty, staff, alumni/ae, and all eligible members of employees and students families. Manages access for Woodruff PE Center members and serves as a resource for SAAC members for off season WPEC access.
Serves as major decision maker on policies in the area of membership eligibility for the gym and the membership fee structure.
Manages all aspects of rental lockers, maintaining locker records, turning over lockers for new members and performing maintenance on locker units.
Recruits, hires, trains and supervises a team of 10-12 student employees who work in the Member Services office and assist with external reservations duties as needed.
Recruits, hires, trains, and supervises 10-12 student employees who are working in the summer as Summer Camp Managers and Summer Camp Assistants.
Maintains informational aspects of the website.
Updates membership services on all ID cards for gym access in recreation software systems.
Manages a list-serv to communicate with members.
Works with Information Technology Services regarding the recreational software system.
Tracks online membership sales for budgetary purposes.
Works closely with Recreation Fitness and Wellness staff.
Works closely with recreation programs and is knowledgeable about all recreational program offerings in order to sell personal training packages and group fitness class cards,
Assists in promoting, marketing and selling all membership and recreational programming to the campus community.
Works with EmoryCard office staff to provide customer service when ID cards malfunction.
MANAGEMENT OF EXTERNAL EVENTS, CAMPS AND CLINICS-ADMINISTRATIVE:(40%)
Oversees a comprehensive schedule for all areas of the operation using the 25Live scheduling program and Tennisbookings.com.
Manages all external summer camp activities owned and operated by head and assistant coaches.
Manages logistics for all external facility rentals, approving requests from all external constituencies.
Works directly with the Director of the Office of University Conferences to provide space for non-sports camps in the summer.
Prepares and oversees all contracts with all clients, collects rental fees and approves insurance coverage, ensuring that all documents and fees are received in a timely manner.
Provides logistical support to Emory-owned Sports Fitness Camp.
Works with the Office of Business Practice Improvement when filming of movies, television shows and/or commercials takes place at the Woodruff PE Center or SAAC facilities.
Works with campus partners for large-scale, campus-wide events in WPEC or SAAC spaces, including Commencement, Orientation, Career Center fairs, Faculty Staff Assistance Programs and Admissions Office events.
Makes recommendations for facility improvements and repairs.
Works with Aquatics Coordinator to assist as departmental liaison for swim meet set up and swim meet management for all external events at the indoor and outdoor pools.
Serves as a member of the Games Management Team for Special Olympics of Georgia State Summer Games.
Works directly with Roads and Grounds; Parking and Transportation Services; Facilities Management; and Building and Residential services to ensure fields and facilities are in good condition and prepared for events.
Assists with establishing policies and procedures regarding facility usage, risk management and security efforts.
Serves on campus-wide committees as necessary.
Sets all lighting schedules and staffing schedules for special events, external camps and clinics.
Works with the Office of the General Counsel to stay up to date on insurance requirements and the protection of minors on campus.
Develops and evaluates comprehensive risk management policies, procedures and guidelines for all camps and clinics.
Ensures risk management guidelines are in line with industry standards, departmental policies and the University's risk management policies and procedures.
Assist with teaching CPR/AED training for student employees.
Assists in the preparation, forecasting and monitoring of income and expense budgets as it relates to all external rentals, camps, clinics and the Member Services operations.
Maintains records of program participation, revenue generation, and expenditures. Consistently monitors all revenue and expense budgets.
Handles and processes all income related to camps, rentals and Member Services.
Serve on NCAA host management team as needed.
Attend departmental and divisional meetings as necessary.
Serve in an on-call function to support operations at the facilities.
Serves as a department ranking staff member on duty for the operations and facilities; which includes, but is not limited to, serving as a first responder for emergency situations and providing emergency care, providing customer service, resolving conflicts and making decision and judgments regarding program and facility usage.
Assist with athletic facility and operations as needed.
Assist with recreation operations and drop in recreation patron needs.
Must be willing to work a flexible schedule including nights, weekends and holidays when necessary.
This position is responsible for the integrity of Emory's intercollegiate athletics program and for the reputation of Emory University. This position is responsible for insuring that his/her involvement with Athletic Department activities maintains the integrity of the University's reputation and does not negatively impact the relationship between the University and its faculty, staff, students and alumni. Additionally, this position must comply with University policies and procedures, NCAA and conference rules and regulations.
Additional duties as assigned.
Bachelor's degree in Athletics Administration, Sport Management, Physical Education, Recreation/Leisure Administration, Education or related field. One to three years or more graduate or professional supervisory experience in same areas.
Knowledge of NCAA rules and regulations.
CPR, First Aid and AED certifications required. Instructor certification preferred.
Demonstrated PC computer competency and skills.
Ability to work extended hours (nights and weekends) as needed.
Master's degree in Athletics Administration, Sport Management, Physical Education, Recreation/Leisure Administration, Higher Education Administration or related field. At least three years of facility and/or event management experience in athletics and/or recreational administration, preferably in intercollegiate athletics and recreation OR an equivalent combination of education, training and experience.
Experience or relevant professional and managerial experience in an environment with multiple shared facilities with a variety of events and operations.
Strong interpersonal skills, including verbal and written communication skills.
Strong organizational skills with the ability to prioritize and manage multiple projects.
Ability to work on a team as well as independently.
Knowledge of computer applications.
Ability to work with diverse populations.
Ability to bend, stoop, twist and lift up to 50 pounds.
Knowledge and ability to implement University and NCAA policies and procedures.
Ability to develop relations with University and community groups.
Emory University is among the top 20 universities in the country and is internationally recognized for its academics, groundbreaking research and technological advances with staff, faculty and students representing all regions of the United States and more than 100 foreign nations. Emory University is located 10 minutes from downtown Atlanta.
http://www.emoryathletics.com and http://play.emory.edu