Assistant Bookstore Director jobs in Topeka, KS

Our House Director helps to make our chapter facility feel like home and takes pride in providing welcoming, inclusive, and secure spaces. The individual in this role enjoys creating and maintaining interpersonal relationships with our chapter members, thrives in administrative and facility responsibilities, and can think critically and cross-collaborate on various projects and tasks. This full-time position manages the operations and maintenance of the house, provides onsite support to chapter members, and directs employees and vendors to foster a safe and enjoyable environment, furthering a positive member experience.

Supervisor: Sigma AHC
Date Created or Revised: March 2024
Position Type: Full-time salary, August through May

Summary

This position is responsible for creating and maintaining a high-quality chapter house experience for our members. The House Director carries out the following duties through house maintenance and upkeep, supervision of staff (if applicable), and maintaining positive relationships with chapter members, Sigma AHC, and vendors.

Responsibilities

Core duties and responsibilities include the following. Other duties may be assigned.

• Reside full time at the facility and provide on-call coverage while the Facility is open to residents.
• Oversee facility access control, camera, security, and fire monitoring systems.
• Conduct full facility walk-throughs and inspections of the property regularly, as determined by the AHC, reporting findings to AHC.
• Recommend facility updates and improvements to AHC based on property walk-throughs and maintenance report results from vendors. Work with vendors to conduct property improvements that uphold AHC facility standards.
• Compile, enter, and manage workflow for all maintenance work orders in Gamma Phi Beta’s property management system (Google Doc) and coordinate regular maintenance work to keep the facility in optimum running condition.
• Oversee vendor access while on-site.
• Notify AHC of inspections of the facility by insurance adjusters, fire department agents, university officials, government agents, or others concerned with the house's maintenance, safety, and security. Forward copies of inspection reports to AHC.
• Oversee all maintenance and service contracts for the property in coordination with AHC. AHC will negotiate these contracts.
• Ensure groundskeeping and other lawn and garden maintenance are performed according to the AHC standards to maintain good curb appeal.
• Address emergency repairs and notify AHC immediately to report any damage, fire, accident, or incident.
• Respond to and communicate quickly during all emergency situations and notify appropriate parties of the situation.
• Ensure all service companies working for the facility present a current certificate of insurance and W-9 before beginning any work.
• Monitor housekeeping service, if applicable, to ensure supplies for cleaning meet service contract requirements.
• Coordinate facility food service operations with Best Fed Greeks
• Confirm that members who signed up for a meal are present. Submit member names for missed-meal fines to AHC.
• As needed, assist kitchen vendor in executing meal delivery as outlined in the food service contract.
• Organize menu plans in consultation with the chapter house manager and/or food committee. Ensure menus are reviewed, posted, and adjusted to member dietary needs and feedback, as needed.
• In conjunction with the house manager, oversee guest meal sign-in to ensure the proper policy/procedure is followed.
• Ensure that meals are served and made available as specified in chapter members’ housing agreements. Seek approval from Chapter Advisor, AHC, and chapter president for any deviation in the meal plan.
• Perform other duties as assigned.

Additional Job Functions

• Submit monthly Facility Evaluation Form to AHC.
• Set, post, and follow the office hour schedule for each semester.
• Manage and supervise the opening and closing of the facility for all academic breaks, including the collection and submission of completed check-in/-out forms in a timely manner. Coordinate with the Chapter House Manager to complete these tasks.
• Meet weekly with the Chapter President, House Manager, and the Chapter Food Liaison.
• Meet monthly with the AHC President and/or HD Liaison.
• Attend monthly House Director meetings and communicate relevant information back to the AHC.
• Attend AHC meetings as requested and provide any necessary reports.
• Maintain a positive working relationship with the collegiate chapter members and report any concerns to the Chapter Advisor and AHC.
• Report violations of facility rules to the financial vice president, chapter president, chapter advisor, financial advisor, or AHC. The House Director is not expected or permitted to discipline members.
• The House Director should be made aware of any mental health concerns that any member might have.
• Obtain the social calendar from the chapter president and address any scheduling conflicts as needed.
• Act as official hostess for the chapter, creating a gracious atmosphere.
• This position is highly active and requires significant walking, bending, kneeling, and climbing stairs.
• This includes but is not limited to light janitorial and maintenance support.
• All information and conversations regarding any business related to the Chapter Facility, Chapter Members, and/or the AHC are considered confidential.

Education and/or Experience

An associate degree or equivalent from a two-year college or technical school (further education is a plus); or one to two years related experience and/or training; or equivalent combination of education and experience.

Skills, Abilities, and Qualifications

• Professional, outgoing, customer-service-oriented manner.
• Proactive, self-directed, and able to independently solve problems.
• Proven project management skills and the ability to effectively coordinate multiple competing priorities.
• Ability to use independent judgment and proper discretion in conducting job functions and responsibilities.
• Willingness to communicate in creative ways with our membership.
• Maintain confidentiality regarding all conversations.

Computer Skills

To perform this job successfully, an individual should have knowledge of Internet software, spreadsheet software (Excel), electronic mail software (email), SharePoint, Zoom, and Microsoft Teams, as well as all corresponding devices such as a printer, scanner, and fax machine, and be proficient in navigating Gamma Phi Beta website resources.

Location

This position will be based at Sigma Chapter, 1339 West Campus Road, Lawrence, KS; full-time residence at the facility is required from August through May.

Benefits

Sigma AHC of Gamma Phi Beta offers a salary plus room and board for this position. Year-round accommodations would be negotiable.

Reimbursement for mileage for Gamma Phi Beta-related business.

Job Types: Full-time, Contract

Pay: From $45,000.00 per year

Ability to Relocate:

• Lawrence, KS: Relocate before starting work (Required)

Work Location: In person