ASSOCIATE DIRECTOR OF AUXILIARY PROGRAMS

Associate Director Of Auxiliary Programs

Shady Side Academy Senior School - Pittsburgh, PA 15238

Position Type: Full Time

Education Level: 4 Year Degree

Travel Percentage: Negligible

Category: Education

Description

The Associate Director of Auxiliary Programs is responsible for the day-to-day management, coordination, and execution of the Academy's auxiliary programs, with a primary focus on facility rentals, program operations, and community partnerships. This role ensures efficient operations, high-quality service delivery, and effective utilization of Academy facilities in support of institutional and financial goals.

The Associate Director oversees the implementation and administration of a broad portfolio that includes facility rentals, after school program coordination (at a high level), summer camps support, athletics, hockey operations, performing arts engagements, and campus-wide scheduling. This position emphasizes operational excellence, strong relationship management, and consistent execution across all auxiliary activities.

Working collaboratively with colleagues across Academics, Athletics, Hockey Operations, Facilities, Security, Information Technology, the Business Office, and Performing Arts, the Associate Director ensures seamless coordination, clear communication, and successful program delivery.

Primary Responsibilities

• Lead and manage the Academy's comprehensive facility rental program across all campuses
• Oversee the end-to-end rental cycle, including contracts, pricing, invoicing, risk management documentation, and customer service standards
• Coordinate facility usage across athletic venues, including gymnasiums, fields, and aquatic facilities
• Manage scheduling, rentals, tournaments, practices, camps, and partnerships at the McKnight Hockey Center in coordination with Hockey Operations
• Support rentals and event coordination within the Hillman Center for Performing Arts in partnership with Performing Arts leadership
• Collaborate with Athletics, Facilities, Security, Technology, and Operations teams to ensure smooth event execution
• Oversee summer facility rentals and provide support to summer camp programming as needed
• Maintain scheduling systems to ensure accuracy, efficiency, and alignment with Academy priorities
• Monitor operational performance, participation, and utilization to support decision-making and continuous improvement
• Develop and maintain strong relationships with internal stakeholders, community organizations, athletic clubs, hockey organizations, performing arts groups, and corporate partners
• Coordinate and administer partnership agreements, ensuring clear communication and high service standards
• Support revenue generation through effective program coordination, pricing execution, and facility utilization
• Conduct market analysis and provide recommendations on pricing, programming, and partnership opportunities
• Partner with internal departments to manage scheduling, resolve conflicts, and ensure a high-quality experience for all participants
• Collaborate with Hockey Operations on contracts, invoicing, and bill collection
• Represent the Academy at community events, industry associations, and professional organizations, as appropriate
• Provide high-level support to the Director of After School on planning, evaluation, and alignment
• Assist After School Programs in day-of management as needed due to staff absences
• Review performance metrics and contribute to continuous improvement initiatives
• Ensure alignment between after-school programming and broader Auxiliary Program priorities
• Assist in the development of annual operational reports, utilization analyses, and revenue projections in collaboration with the Director of Auxiliary Programs
• Identify practical opportunities to enhance programming, partnerships, and facility utilization
• Contribute ideas and recommendations that improve operational efficiency and support program growth

Qualifications

• Bachelor's degree required; Master's degree preferred in Business Administration, Education, Sports Management, Arts Administration, Hospitality Management, Recreation Management, or a related field
• Minimum of five years of progressive experience in program operations, facility management, athletics, performing arts, auxiliary services, or a related field
• Demonstrated experience managing programs, partnerships, and/or revenue-generating activities
• Strong organizational, project management, and problem-solving skills
• Excellent written, verbal, and interpersonal communication skills
• Ability to manage multiple priorities and work effectively across departments
• Experience with scheduling systems, event coordination, contract administration, and customer service
• Familiarity with athletic facilities, hockey operations, or performing arts venues preferred
• Ability to work collaboratively in a dynamic school environment serving students in grades PK12
• Successful completion of all required clearances and trainings
• Flexibility to work evenings and weekends as needed