Position Description
Athletic Operations and Community Manager
- Job Category: Fulltime Regular
- ExemptOvertimeEligible: Exempt
- Benefits Eligible: Benefit Based
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.
Job Summary
Reporting to the Director of Athletics, Physical Education and Recreation and working in collaborative partnership with the Associate Director of ARI, the Athletics Operations & Community Manager is a key departmental leader responsible for two interconnected areas of critical importance: the safe and effective stewardship of Caltech’s athletic and recreational facilities, and the cultivation of a healthy, welcoming, and service-centered relationship with the internal and external communities we serve.
Through direct and sustained community relationships, this position serves as a primary liaison between the department and its many constituencies — building engagement, promoting programs and initiatives, advocating for community needs, and ensuring that every patron who enters our facilities feels supported, valued, and at home. A genuine culture of service is the foundation of this role.
On the facilities side, this position is responsible for the operational oversight of all athletic and recreational spaces, supervising a full- and part-time operations team in the execution of that mission. The Athletic Operations & Community Engagement Manager works in close collaboration with the other Assistant Directors, varsity coaches, and professional staff to ensure proper access, scheduling, maintenance, and programming support across a full and varied calendar of activities.
This is a full-time, exempt position with excellent benefits. The successful candidate must be prepared to work evenings and weekends and maintain a flexible schedule reflective of the dynamic nature of our operations. This role calls for a positive, can-do, service-minded individual who takes genuine pride in their work, communicates openly, and collaborates effectively at every level of the organization.
Essential Job Duties
Facility Operations, Oversight & Scheduling
- In partnership with the Associate Director, oversee the full operation of the athletic and recreational facilities, including coordinating the scheduling of building staff to ensure controlled access, continuous staffed presence during all open hours, and a consistently positive, customer service-focused environment.
- Supervise, hire, train, develop, and support full-time operations team members, including the Assistant Facility Manager, fostering a high-performing, mission-aligned team culture.
- Control and communicate the facility master schedule to all relevant stakeholders; collaborate with professional staff, members, coaches, and partners to ensure appropriate priority and balance of access across competing needs.
- In collaboration with the Associate Director, execute event setup and programming support for a full slate of year-round activities, including recreational, physical education, and intercollegiate events.
- Coordinate the limited facility rental program, working closely with approved external rental groups, personal trainers, assistant coaches, and other special requests to ensure proper risk and legal management, accurate invoicing, and appropriate revenue collection; all rental requests are reviewed with the Director in advance.
Facilities Maintenance, Equipment & Preventive Care
- Maintain all athletic and recreational facilities in clean, safe, and good working condition; coordinate with the Director on needs for replacement, renovation, or improvement.
- Serve as the primary liaison with all relevant service units across the Caltech campus, including housekeeping, grounds, facilities maintenance, central plant, and external vendors (including AFS, pest control, cardio equipment, and maintenance contractors).
- Manage facility improvement projects of varying scope and complexity, from routine repairs to capital improvements, ensuring timely execution and clear communication with all stakeholders.
- Ensure that all equipment is inventoried, maintained on proper schedules, in good working order, and replaced appropriately; manage the preventive maintenance contract in collaboration with the Associate Director.
- Maintain an active and visible presence in exercise areas to ensure they remain neat, tidy, safe, and welcoming at all times.
- Apply general handyperson skills and a can-do approach to address small maintenance items proactively and independently, reducing delays and vendor dependency.
- Collaborate with varsity coaching personnel on tasks where facility functions and program needs overlap.
Recreational Membership Program & Member Services
- Assist in the implementation and ongoing management of the recreational membership program, including membership sales and renewals, locker service, court reservations, equipment checkout, lost and found administration, and eligible guest access.
- Collaborate with the department administrator on membership reporting, data management, and program analytics.
- Provide a consistently welcoming and service-oriented presence that increases accessibility and patron satisfaction across all recreational offerings.
Community Relations & Engagement
- Cultivate and sustain meaningful, direct relationships with internal and external constituencies, serving as a visible and approachable presence that reflects the department’s commitment to community, wellness, and inclusion.
- Act as a liaison between the department and the broader Caltech community, identifying emerging needs, advocating for solutions, and promoting programs, events, and initiatives through outreach and engagement.
- Bridge gaps between the department and its communities by representing the community’s interests to leadership in a proactive, solutions-focused manner.
- Promote a welcoming presence throughout facility spaces that enhances community safety, trust, and a sense of belonging for all patrons — students, faculty, staff, alumni, and guests.
Safety, Emergency Preparedness & Campus Partnerships
- Maintain a close and collaborative working relationship with campus Security and Facilities departments to ensure a consistently safe and well-managed facility environment.
- Maintain preparedness for emergency and crisis response and management; prepared to serve on the Institute’s on-call student crisis team as assigned.
- Ensure that all CPR, AED, and relevant safety certifications are current and that proper emergency response protocols are in place and clearly communicated to operations staff.
Departmental Collaboration & General Contributions
- Participate actively in the general work of the department, including attendance at staff meetings, service on committees, and collaborative support of the membership, students, and community in fulfillment of the departmental mission.
- Collaborate effectively with all department members, with particular emphasis on strong partnership with fellow Assistant Directors and the Associate Director of ARI.
- Support a variety of community, event management, recreational, and intercollegiate program efforts as needed and assigned.
- Other duties as assigned. This position description reflects the primary scope of responsibilities and is not exhaustive. The Athletics Operations & Community Manager is expected to be a collaborative, adaptable, and service-driven team member whose role may evolve over time.
Basic Qualifications
Education
- Bachelor’s degree or experience equivalent, preferably with a concentration in Recreation Management, Athletic Administration, Physical Education, or a related field.
Experience
- Minimum of three (3) years of relevant experience as a lead in athletic, recreational, or facilities environment.
- Demonstrated experience managing facilities operations, scheduling, and vendor relationships.
Certifications & Licensing
- Current CPR, AED, and First Aid certifications required; must be maintained throughout employment. Candidates not yet certified must obtain certification immediately upon hire.
Skills & Competencies
- Excellent interpersonal, written, verbal, and nonverbal communication skills, with a demonstrated ability to build relationships across all levels of the organization.
- Strong supervisory and managerial skills; demonstrated awareness of all legal and ethical responsibilities associated with personnel and facility management.
- Strong proficiency in computer applications, software platforms, scheduling systems, and technology tools relevant to facility and program management; budget management experience strongly preferred.
- Demonstrated ability to build collaborative, positive relationships at every level of the organization through effective problem-solving and constructive conflict management.
- Proven ability to work independently within a collaborative team environment, manage multiple priorities fluidly, and thrive in a dynamic, fast-paced work setting; highly organized with strong attention to detail.
- General handyperson skills and a proactive, can-do approach to facility maintenance and problem resolution.
- Genuine commitment to modeling a positive, health-conscious, and service-oriented professional demeanor consistent with the values of Caltech Athletics and the broader Institute community.
- Ability and willingness to work a full-time adapted schedule including evenings and weekends.
Physical Requirements
- Must be able to lift 50 lbs. or more on a regular basis.
- Position requires regular physical activity, including event setup and breakdown, equipment transport, facility rounds, and other hands-on tasks throughout the workday.
Preferred Qualifications
Education
- Master’s degree in Recreation Management, Athletic Administration, Sport Management, or a related field.
Experience
- Three (3) or more years of progressively responsible management experience in an athletic or recreational facility environment.
- Prior experience managing facility rental programs, community outreach initiatives, or membership services.
- Competitive or recreational sport experience and demonstrated personal passion for health and wellness.
- Experience teaching physical education at the secondary or post-secondary level.
Additional Skills & Certifications
- Familiarity with mechanical and carpentry systems relevant to athletic facility environments.
Required Documents
- Resume.
- Cover Letter.
Hiring Range
$72,000 - $76,000
The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.
As one of the largest employers in Pasadena, CA, Caltech is committed to providing comprehensive benefits to eligible employees and their eligible dependents. Our benefits package includes competitive compensation, health, dental, and vision insurance, retirement savings plans, generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.), tuition reimbursement, and more. Non-benefit eligible employees will have access to some benefits such as onsite counseling and sick time. Learn more about our benefits and staff perks.
EEO Statement
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, or national origin, disability status, protected veteran status, or any other characteristic protected by law.
Caltech is a VEVRAA Federal Contractor.
To read more Equal Employment Opportunity (EEO) go to eeoc_self_print_poster.pdf.
Disability Accommodations
Caltech complies with the Fair Employment and Housing Act (FEHA) and the Americans with Disabilities Act (ADA). We consider reasonable accommodation measures that may be necessary for eligible applicants and employees to perform the essential functions of a position.
If you would like to request an accommodation to complete this application, interview, or otherwise participate in the employee selection process, please contact Caltech Recruiting at employment@caltech.edu.
Additionally, if you do not meet the basic qualifications of a role but believe you can perform the essential functions of the job with reasonable accommodation, please reach out to Caltech Recruiting at employment@caltech.edu.