Job Details

Manager, Facilities Use and Events

Position Number: 6318005
Location: Aptos, CA
Position Type: Conference and Events Administration

Manager, Facilities Use and Events

Cabrillo College

Salary: See Position Description
Job Type: Full-time (100%)
Job Number: 2025-02014
Closing: 7/14/2025 11:59 PM Pacific
Location: Aptos, CA
Department: Contract and Community Educ

Employment Opportunity

Cabrillo College is seeking a Manager, Facilities Use and Events who under direction, plans, organizes and manages the promotion, scheduling, use and operation of District facilities for non-instructional purposes; monitors budgets; manages contract vendors and other on and off campus stakeholders; and performs related duties as assigned.

We need YOU! Cabrillo College is looking for staff to provide quality programs and services for a diverse student population promoting ever-evolving needs as our students grow toward their individual aspirational goals. Cabrillo is a Hispanic Serving Institution (HSI) with a special focus on enhancing the Latinx student experience. Come join our team, valuing high-level and innovative instruction, support services, a welcoming environment, and helping to change the world one student at a time!

COMPENSATION AND BENEFITS:

Salary:

Full-time administrative/management assignment (223-day work year), 12 months per year, Monday through Friday 8:00 a.m. - 5:00 p.m., with evenings and/or weekends as needed. Current eight-step schedule ranges from $77,588 to $109,173 per year. Salary placement is determined by documented education and experience. A doctoral stipend of $4,775 per year is provided to eligible employees. Position scheduled to begin as soon as possible, pending funding and Governing Board ratification. Cabrillo is unable to sponsor work visas.

Benefits:

Cabrillo College currently provides a generous benefit stipend for employees plus dependents that employees apply towards benefit selections for medical, dental, vision (optional) life, and short-term/long-term disability insurance provided at a share of cost on a pretax basis, PERS Retirement and an employee assistance program (EAP). Depending on health plan selections, in many cases full-time employee net out-of-pocket for benefit premiums may be as low as $0.

Classified administrators are required to join the Public Employee's Retirement System (PERS) and as such must contribute 8% of their monthly salary to PERS on a pre-tax basis. Please see the Benefits link on the HR webpage for more information.

Work-Life Balance:

This opportunity is a full-time assignment, 12 months per year. Cabrillo administrators enjoy a 223-day work schedule, which equates to an average of 19 self-selected non-work days, 19 set holidays, 3 individual responsibility days off annually, 12 days of sick leave accrue annually, 7 days of which can be used as Personal Necessity.

Cabrillo's Commitment to Diversity:

The ideal candidate will share Cabrillo's commitment to educating its racially and socioeconomically diverse student population. Cabrillo College serves approximately 11,400 students per term. In the Fall of 2022, 58% of Cabrillo students are members of minoritized populations, identifying themselves as LatinX (51%), Multi Ethnic (5%), Asian (2%), Black Non-Hispanic (1%), Filipino (1%), American Indian/Alaskan Native (<1%) and Pacific Islander (<1%). In 2007, Cabrillo College was designated a Hispanic-Serving Institution, reflecting the great responsibility that the College has to the educational attainment and economic well-being of the surrounding community.

Cabrillo College has a tradition of collegial governance, and employees at all levels possess a long history of participatory governance in all levels of decision-making at the college. Cabrillo provides an excellent opportunity to learn, collaborate, create, and make a difference in the lives of its students and community.

Employees at Cabrillo College support quality programs and services to students that promote their diverse and evolving needs as they progress toward their individual educational goals. Come join us in our vision to improve the world, one student at a time!

Examples of Duties

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

Plans, organized, manages, integrates and participates in developing, implementing and evaluating plans, work processes, systems and procedures to achieve annual goals, objectives and work standards; contributes to the development of and monitors performance against the annual department budget; approves purchases and other expenditures in accordance with District policies and procedures; makes presentations; prepares and maintains a variety of records and reports.
Plans, supervises and evaluates work of assigned Classified staff and student workers; interviews and selects new staff; establishes performance requirements and professional development targets; regularly monitors performance and provides coaching for performance improvement and development including performance evaluations; responds to grievances; approves overtime/compensatory time and accurate reporting of absence time; subject to concurrence by senior management and Human Resources, takes disciplinary action, up to and including termination, to address performance deficiencies, in accordance with Administrative Procedures, Human Resources procedures and collective bargaining agreements; performs other activities relevant to supervision of assigned staff.
Manages the scheduling of classrooms, auditoriums, athletic fields, and other facilities for faculty and club events, meetings and conferences, individual room rentals and outside user events including weddings; resolves scheduling conflicts or changes based on enrollment; coordinates staffing, equipment and other logistical arrangements to involved parties; coordinates key, alarm code, and keycard authorization tracking and distribution; schedules events to ensure maximum facility use.
Oversees and manages all event coordination from conception to final invoicing; tracks vendor service delivery, monitors revenue and fee collection, and client evaluation; manages the ongoing event support to off-campus facility renters and on-campus groups; meets with clients to secure contracts and appropriate insurance coverage; determines event requirements including technology services, custodial services, parking, catering and security; develops and revises cost estimates as needed; provides detailed walkthroughs and ensures that attendance is within seating and fire code regulations; ensures that food and beverage services comply with established policy, procedures and legal guidelines; ensures all alcohol beverage control, laws, codes are followed.
In collaboration with the director, develops, monitors and ensures accuracy of assigned fiscal management processes including budget planning and appropriate usage of funds; reviews, submits and tracks requests for payments and purchase orders; maintains inventory and orders supplies, equipment and materials.
Serves as primary onsite contact with District and non-district clients during events, providing information and assistance and resolving problems and issues as necessary; oversees events and activities held by non-district parties on District property and ensures clients follow District rules, CalOSHA, and ADA regulations regarding use of District facilities; meets with facility renters to discuss appropriate use and care of facilities as needed; notifies proper authorities of problems and issues.
Provides day-to-day leadership and works with staff to ensure a high-performance, service-oriented work environment that supports achievement of the District's mission, objectives and values; promotes workplace diversity, inclusion, cultural competency and a positive work environment.
Works closely with other District departments on marketing, scheduling, coordinating and overseeing events; maintains positive working relationships to promote shared space; supports Extension and Contract Education programs by managing classroom scheduling and access.
Interprets, applies and ensures compliance with applicable laws, codes and regulations; remains current on applicable legislative decisions and developments.
Maintains detailed and current files of all aspects in the assigned area.
Participates in participatory governance committees, processes and initiatives.

Other Duties:

Acts as liaison with community organizations to schedule presentations and events at the college; coordinates outreach events and activities with other departments and participates in college fairs and community events.
Represents the District on local and statewide professional organizations and committees.
Demonstrates sensitivity to and understanding of diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation and ethnic backgrounds of community college students, faculty and staff.
Performs related duties as assigned.

Minimum Qualifications

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Understanding of, and sensitivity to, the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation, of community college students, faculty and staff; AND
Graduation from an accredited college or university with a bachelor's degree; AND
Five (5) years of progressively responsible experience in hospitality management, culinary arts, adult education, or a closely related field, of which two years were in a management, or a supervisory role; OR
An equivalent combination of training and experience.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of:

Policies and procedures governing the use and operation of District facilities by internal and external parties.
Principles and practices of event management, including weddings, conferences and meetings.
District event and room scheduling software.
Principles, practices, concepts and techniques of customer service, public relations and community outreach.
Principles and practices of Equal Employment Opportunity in hiring, retention, performance and advancement.
Promotion and marketing techniques including social media marketing platforms.
Provisions of the California Civic Center Act and other applicable sections of the California Education Code and other applicable federal, state and local laws, rules and regulations including OSHA rules and regulations.
Office administration practices and procedures.
District payroll and general budgeting and accounting system operations, practices and procedures.
Principles and practices of public administration, including budgeting, purchasing and maintaining public records.
Principles and practices of effective management and supervision.
Principles and practices of strategic planning.
Safe work methods and safety practices and procedures related to event and facility management.
Applicable Board Policies, Administrative Procedures, Human Resources procedures and collective bargaining agreements.

Skills and Abilities to:

Plan, organize, manage, assign, delegate, review and evaluate the work of assigned staff.
Coordinate and oversee the rental and pre-/post-event maintenance of District facilities rented by internal and external parties.
Assign and inspect the work of student workers, temporary staff and independent contractors.
Work collaboratively with District deans, managers and the community and provide expert advice and counsel to develop solutions to complex issues.
Meet with internal and external organizations, groups and individuals and with media representatives to promote the rental and use of District facilities.
Maintain a calm demeanor and professionalism in high-stress and emergency situations.
Comprehend requests for information or assistance, identify appropriate resources and advocate effectively for staff, students and program participants.
Organize, set priorities and exercise expert, independent judgment within areas of responsibility.
Define issues, analyze problems, evaluate alternatives and develop sound, independent conclusions and recommendations in accordance with laws, regulations, rules and policies.
Maintain current records regarding area of assignment such as; information on policies, procedures, codes, facilities use, conditions, furnishings and special accommodations.
Prepare clear, concise and comprehensive correspondence, reports, studies and other written materials.
Communicate effectively, both orally and in writing.
Make presentations and present proposals and recommendations clearly, logically and persuasively to diverse audiences.
Operate enterprise software at an advanced level and other standard business equipment.
Establish and maintain effective working relationships.

LICENSES, CERTIFICATES AND OTHER REQUIREMENTS
A valid California driver's license or ability to access and use alternative transportation.

Additional Information

APPLICATION PROCES

Required for submission:

Complete application & answer supplemental questions; providing detailed information to aid in determining the minimum qualification requirements have been met
Attach resume
Attach unofficial transcripts from all colleges attended showing degree(s) conferred (copies, photos, and downloads are acceptable). Foreign transcripts must be evaluated for U.S. equivalency and any costs are at the applicant's expense - click here for more information

Please note: All application materials must be received by 11:59 pm on the closing date indicated above.

Official Transcripts

As part of the onboarding process, you are expected to submit official college transcripts within 30 days of hire.

Attention Applicants

Only completed applications with the above required documents will be reviewed by the committee; additional documents will not be reviewed by the committee. Remove personally identifiable information such as personal photos, social security number, birth date, age, and gender from your application materials. Expenses related to the recruitment process are the responsibility of the applicant. Cabrillo is unable to sponsor work visas.

Questions? Concerns? Please contact HR as Departments, Divisions, and Committee Members are unable to discuss active recruitments with potential candidates.

Selection Procedure

A search committee will review and invite applicants for an interview. Meeting the posted requirements does not guarantee an interview. A written performance exercise and/or presentation may be a part of the interview, and finalists may be invited to return for a second interview. All notifications will be via email, and can also be accessed through your application profile.

Conditions of Employment

Selected candidates given a conditional offer of employment are required to submit tuberculosis screening clearance results, proof of eligibility to work in the United States, and present their Social Security card upon hire (for payroll purposes). Cabrillo is an eVerify employer.

EEO Statement

Cabrillo College is an equal opportunity employer and actively seeks a diverse pool of qualified applicants. The policy of the College is to encourage applications from all persons. No person shall be denied employment because of ethnicity or race, color, sex or gender, gender identity, gender expression, age, religion, marital status, disability, sexual orientation, national origin, medical conditions, status or protected veteran status.

Accommodations

Persons with disabilities who require reasonable accommodation to complete the employment process must notify Human Resources at cabrillohr@cabrillo.edu.

To apply, please visit https://www.schooljobs.com/careers/cabrilloedu/jobs/4961405/manager-facilities-use-and-events