Athletic Operations and Community Manager

Athletic Operations and Community Manager Job Category Fulltime Regular Exempt Overtime Eligible  
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.

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.

• 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.

• 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.

• Assist in the implementation and ongoing management of the recreational membership program,…