Description

Summary:

Duchesne Academy's Operations Team is looking for their next team member. The ideal candidate will be a high energy, mission-drive person who also has strong people skills, attention to detail, and wants to work in an all-girl Sacred Heart environment.

The Facilities and Events Coordinator is responsible for overseeing and coordinating the efficient operation of facilities management and event planning within the school. This role involves managing the day-to-day maintenance and functioning of facilities, as well as organizing, and executing various events hosted by the school. The Facilities and Events Manager ensures that facilities are well-maintained, safe, and conducive to productive work, while also creating successful and memorable events that align with the school's goals and objectives.

Primary Responsibilities:

Event Management

• Develop event strategies aligned with the organization's objectives, considering event goals, target audience, and desired outcomes.
• Coordinate all logistical aspects of events, including venue selection, audio-visual requirements, transportation, and more. Work closely with the Department Representative and the Catering Team to ensure their vision and needs for the event are met.
• Maintain effective communication with internal teams, vendors, and volunteers to ensure a seamless event experience.
• Oversee event setup, execution, and breakdown, addressing any issues that arise and ensuring events run smoothly.
• Collect feedback, analyze event success, and identify areas for improvement to enhance future events.
• Other duties as assigned by the Operations Director.

Facilities Management

• Coordinate and oversee routine maintenance and repairs of the organization's physical facilities, including HVAC systems, electrical systems, plumbing, and more.
• Collaborate with the Operations Director to ensure high standards throughout the school.
• Optimize the utilization of available space, ensuring that workspaces are efficient and aligned with the needs of different departments.
• Implement and enforce safety protocols and procedures to ensure a secure and compliant work environment for employees and visitors.
• Liaise with external vendors, contractors, and suppliers for facility-related services and supplies, negotiating contracts and managing relationships.
• Ensure operations are cost-effective and adhere to departmental budget.
• Promote environmentally-friendly practices within the facilities, such as energy conservation and waste reduction initiatives.
• Oversee maintenance staff in repair and maintenance of school facilities.
• Oversee the Janitorial staff to ensure trash and recycling is removed correctly from the school.
• Oversee the outsourced vendors to ensure lawns and outdoor plants are maintained.

Requirements

Job Requirements:

• Ability to work under pressure and under tight deadlines with multiple competing priorities.
• Ability to work in a diverse environment.
• Ability to work nights, weekends, and holidays, as needed.
• Ability to influence and empower others.
• Strong leadership skills to manage teams, vendors, and stakeholders during events and facilities projects.
• Excellent verbal and written communication skills, along with strong interpersonal skills for collaborating with internal and external stakeholders.
• Excellent analytical skills.
• Decisiveness.
• Problem-solving skills.
• Business acumen that includes general operational processes and planning.
• Ability to enhance innovation and new ideas with all team members.
• Highly organized and able to handle multiple projects and deadlines.
• Proven ability to complete projects according to outlined scope, budget, and timeline.
• Ability to interact and engage with all levels of the organization.
• Must meet minimum driving standards and have current Driver's license; a successful motor vehicle record background check is required.
• Familiarity with event management software, facilities management tools, and Microsoft Office Suite.

Minimum Education/Prior Experience/Qualifications Required

Successful candidates are energetic, high-performers, committed to the school’s mission, who impress us with their drive, joy, initiative, and ability to work productively under multiple deadlines, where unanticipated external and internal events can shift priorities. 

Candidates must also possess:

• A bachelor's degree with experience in Facilities Management, Event Planning, Hospitality, or a related field.
• Strong organizational skills and attention to detail.
• Excellent communication and interpersonal abilities.
• Enthusiasm for working in a collaborative team environment.
• Ability to multitask and remain composed under pressure.
• Basic computer skills, including familiarity with Microsoft Office Suite.
• Flexibility to work during evenings and weekends for event support.
• This position offers a great opportunity to gain experience in event planning and coordination within an educational setting.
• Other duties and responsibilities as assigned.
• Strong references to convey your professional abilities.
• Successful completion of criminal offender record information and sexual offender registry information checks.
• Successful completion of CMG Safe Environment Training
• Current CPR certification.

General Competencies:

• Excellent communication skills with attention to detail
• Punctual and dependable, and builds trust among colleagues
• Ability to maintain accurate records
• Adherence to all personnel policies, procedures, and rules contained in the Duchesne Faculty/Staff Handbook
• Maintain productive relationships with other Duchesne faculty and staff, working cooperatively as a team player to help others achieve their best
• Possess strong people skills in order to be empathetic to children’s and parent’s needs

Essential Expectations:

• All faculty and staff members at Duchesne Academy of the Sacred Heart are expected and required to do the following: 
• Overtly support and act in accordance with the Goals and Criteria of the Society of the Sacred Heart; this expectation includes attendance at and applicable participation in faith-based practices. 
• Foster a safe, predictable, and supportive environment. 
• Interact with colleagues in a respectful and collegial manner that contributes to a healthy school culture. 
• Demonstrate appropriate planning and preparation and fulfill routine responsibilities in a thoughtful and timely manner. 
• Uphold professional standards of personal presentation, professional courtesy, discretion, punctuality and attendance at all required meetings and events. 
• Appropriately carry out specific duties as determined by the Head of School and/or supervisor. 
• Maintain professional credentials and complete required training. Participate in and provide documentation for at least one professional development opportunity per year in addition to those required and provided by the school.
• Respect the confidentiality of the school, its employees, students, and families. 
• Comply with the policies and procedures as articulated in the faculty and staff handbook. 
• Authentically engage in the school’s self-reflection process that requires written goals and measured progress towards them.

Nothing in this Job Description restricts Duchesne’s right to assign or reassign duties and responsibilities to this position at any time. This position is at will, which means that either the employee or Duchesne may terminate the employment relationship at any time, with or without notice and for any reason or no reason.

Duchesne Academy of the Sacred Heart is committed to providing equal opportunity in all of its employment practices, including selection, hiring, promotion, transfer, and compensation, to all qualified applicants and employees without regard to race, color, religion, sex (gender), age, national origin, physical or mental disability, genetic information, veteran status, or any other status protected by applicable law.