Assistant Facilities Manager

Assistant Facilities Manager

Caltech is a world-renowned science and engineering institute that marshals some of the world's brightest minds and most innovative tools to address fundamental scientific questions. We thrive on finding and cultivating talented people who are passionate about what they do. Join us and be a part of the diverse Caltech community.

Reporting to the Athletics Operations and Community Manager, the Assistant Facilities Manager is responsible for the daily operational readiness, safety, and staffing of Caltech's athletic and recreational facilities. While the Athletics Operations and Community Manager holds broader responsibility for community engagement and cross-campus relationship-building on behalf of the department, the Assistant Facilities Manager's focus is intentionally concentrated: ensuring that the Brown and Braun Athletic Facilities are staffed, maintained, and operated safely and efficiently on a day-to-day basis.

This individual serves as the primary on-site presence for facility operations, directly supervising part-time and full-time operations staff and ensuring consistent coverage across the facility's hours of operation, including evenings and weekends as needed. The Assistant Facilities Manager plays a hands-on role in the physical stewardship of the facility, working closely with the Athletics Operations and Community Manager to execute the department's operational standards at the ground level.

This is a service-oriented position that requires sound judgment, reliability, and the ability to lead a small operations team while maintaining a welcoming and well-run environment for all patrons of the facility.

Facility Staffing & Daily Operations:

• Directly supervise part-time and full-time operations staff, including scheduling, shift coverage, and day-to-day task assignment to ensure the facility is appropriately staffed during all hours of operation.
• Oversee opening and closing procedures, ensuring the facility is prepared for daily use and properly secured at the end of operating hours.
• Serve as the on-site point of contact for operations staff, addressing daily questions, coverage gaps, and operational issues as they arise.
• Monitor facility usage throughout the day to ensure spaces are being used safely and appropriately, and that patron needs are met in a timely manner.

Staff Supervision, Training & Performance:

• Train new operations staff on facility procedures, safety protocols, and customer service expectations.
• Provide ongoing coaching and feedback to operations staff, escalating performance or conduct concerns to the Athletics Operations and Community Manager as needed.
• Assist in the recruitment and onboarding of part-time operations staff in partnership with the Athletics Operations and Community Manager.

Equipment, Maintenance & Facility Upkeep:

• Conduct regular facility walk-throughs to identify maintenance needs, equipment malfunctions, or safety hazards, and coordinate timely resolution with appropriate campus partners.
• Maintain fitness and recreational equipment in good working order, including routine inspection and basic upkeep, escalating larger repair needs as appropriate.
• Support preventive maintenance efforts by tracking recurring facility needs and communicating them to the Athletics Operations and Community Manager.

Event Support & Facility Readiness:

• Coordinate facility setup and teardown for practices, competitions, recreational programming, and internal or external facility rentals.
• Ensure operations staff are properly briefed and positioned to support events and maintain facility readiness during high-traffic periods.

Safety, Risk Management & Emergency Response:

• Ensure operations staff are trained in and consistently follow facility safety protocols, access control procedures, and emergency response plans.
• Serve as a front-line responder to on-site incidents, coordinating with Campus Safety and the Athletics Operations and Community Manager as needed.
• Maintain current certification in CPR/AED/First Aid and ensure appropriate certifications are current among relevant operations staff.

Departmental Support:

• Communicate regularly with the Athletics Operations and Community Manager on staffing needs, facility conditions, and operational concerns.
• Support department-wide initiatives and special projects as assigned.
• Perform other related duties as assigned. This position description reflects the primary scope of responsibilities and is not exhaustive.

Education & Experience:

• Associate's degree or equivalent combination of education and experience.
• Prior experience in a recreational, athletic, or fitness facility environment, including some supervisory experience.

Skills & Abilities:

• Demonstrated ability to lead and motivate a small team in a fast-paced, service-oriented environment.
• Strong organizational skills with the ability to manage competing priorities and shifting schedules.
• Excellent interpersonal and communication skills, with the ability to interact professionally with patrons, staff, and campus partners.
• Must be able to lift and carry up to 25 pounds of facility supplies, gym equipment, tables, ladders, chairs, etc.

Certifications:

• Current CPR/AED/First Aid certification, or ability to obtain within a defined introductory period.

Schedule:

• Availability to work a flexible schedule, including evenings and weekends, based on facility operating hours.

Preferred Qualifications:

• Bachelor's degree in athletics administration, recreation management, sport management, or a related field.
• Experience working within a collegiate athletics or recreation department.
• Familiarity with facility scheduling and membership management software.

Required Documents:

• Resume