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Director, Event Operations - Athletics and Recreation Services

Company: University of Delaware
Location: Newark
Posted on: November 22, 2021

Job Description:

The University of Delaware has determined that it is a covered federal contractor as defined by Executive Order 14042 and, accordingly, requires all of its employees to provide documented proof of vaccination against COVID-19, with exemptions for disability or religious reasons, by December 8, 2021 or as of the employee's effective date of hire. Director, Event Operations - Athletics and Recreation Services Apply now Job no: 497149
Work type: Staff
Location: Newark
Categories: Athletics, Full Time
Pay Grade: 29E Context of the Job: The Director, Event Operations at the University of Delaware is a valued member within the University and Department of Athletics and Recreation Services, upholding and embracing the department mission of "Achieving Excellence Together." Under the general direction of the Associate Athletic Director, Event Operations and Championships this position will be responsible for managing a variety of events that total 350 annually to include Varsity Competitions, Club Sports, Intramurals, External and Internal Events. The incumbent will oversee the game day operations and be responsible for maintaining athletic facilities on event days as assigned. The incumbent will serve as the liaison to Recreation services for all intramurals; and club sport events located on South Campus. The incumbent will supervise 1-2 post graduate intern positions. The incumbent will serve as the main liaison for all event internal and external vendors as it pertains to event operations. The incumbent will collaborate with others in the department for projects and/or events and be assigned other duties as needed. Major Responsibilities: Event Manager

  • Event Manager for Varsity athletic competitions, external and internal events.
  • Manage all aspects of the event from planning and logistics to event implementation of staffing plans, collaboration with various units within athletics, the University and external clients.
  • Coordination of planning meetings with all involved personnel, custodial, grounds, electric, electronics, plumbing, UDPD, CSC, LAZ, UDECU/EMS to plan all logistical aspects of the event, compile and distribute pre-event sheets.
  • Track equipment and asset requests during the planning phase to ensure there are enough assets in inventory or the need to rent and/or purchase additional resources for each event.--
  • Responsible for performing pre-event facility checks in all locations as assigned and reporting maintenance issues to the manager of the facility.
  • Review the facility calendar and/or pre-event notes to ensure all facilities are set-up and ready for each event.
  • Manage the client's requests and expectations during their event.
  • Communicate all changes to the event with department and University staff when needed.
  • Manage the breakdown and cleanup of the event and facility.
  • Responsible for gathering information for all the groups associated with the event to complete the post-event notes.
  • Responsible for tracking, inputting, and reporting all expenses by event, with the Business Office in preparation of invoicing the client.
  • Serve in a secondary support role for athletic competitions, external and internal events.
  • Football game day support as assigned. Administration
    • Serves as the main point of contact and liaison for all internal and external vendors (i.e. Grounds, Parking Services, CSC, Laz, DelDot, DV Sport, etc.) as it pertains to event operations. This includes but is not limited to:
      • Serve as the liaison with vendors to ensure constituencies are aware of schedule, have adequate staffing and resources to meet event needs, and answer any questions they may have in a timely manner.
      • Conduct consistent reoccurring meetings with grounds dept. management and serve as the liaison between grounds and coaching staff about scheduling of work, playability of fields, etc.
      • The incumbent acts as the central contact for DIARS facilities and operations for vendors to ensure consistent policies and processes are enforced and to help coordinate logistics when multiple events are happening simultaneously and adjust as needed.
      • This position is responsible for all the business and procurement processes related to internal and external vendors (i.e. bids, quotes, PO requests, parking lot purchases, etc).--
      • Serves as the primary point of contact for Recreation Services for Club Sports and Intramurals staff. This includes but is not limited to:
        • Coordinate all aspects of requests and usage of athletic facilities.
        • Collaborate with department staff on scheduling of practices and competitions.
        • Manage all aspects of Club Sport games day from planning and logistics to game day implementation.--
        • Manage venue security, safety, and organization during and following each game and practice.
        • Liaison for Club Sport and Intramural student supervisors while on site. Qualifications:
          • Bachelor's degree and three years of experience, or equivalent combination of education and experience.
          • Experience in a collegiate institution, preferable
          • Experience managing events, preferably athletics events.
          • Advanced knowledge of NCAA rules and regulations preferable.
          • Careful judgment and discretion with respect to strategic and confidential material, flexibility, efficiency, and the ability to prioritize tasks and meet deadlines for a wide variety of assignments.
          • Skill in organizing resources and establishing priorities, as well as fiscal management of an assigned budget or event budget.
          • Skill in personal computer use and software applications, including database, spreadsheet, presentation, and word processing.--
          • Web familiarity and ability to enter and maintain documents, such as policy manuals.
          • Ability to train and supervise employees, including organization, prioritization, and scheduling of work.
          • Effective organizational and coordinating skills, including the ability to effectively manage time and schedules and foster a cooperative work environment.
          • Ability to work autonomously and demonstrate excellent judgment in decision-making.
          • Strong interpersonal and effective oral and written communication skills with the ability to work effectively with a wide range of constituencies in a diverse community.
          • Demonstrates an understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures, and backgrounds.
          • Committed to fostering a workplace culture of belonging, where diversity is celebrated, and equity is a core value. Special Requirements:
            • Ability to lift heavy objects and move equipment, with or without assistance at all facilities.
            • Availability to work nights, weekends, and holidays. Notice of Non-Discrimination, Equal Opportunity and Affirmative Action
              The University of Delaware does not discriminate against any person on the basis of race, color, national origin, sex, gender identity or expression, sexual orientation, genetic information, marital status, disability, religion, age, veteran status or any other characteristic protected by applicable law in its employment, educational programs and activities, admissions policies, and scholarship and loan programs as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and University policies. The University of Delaware also prohibits unlawful harassment including sexual harassment and sexual violence. Applications close: Nov 18 2021 Eastern Standard Time

Keywords: University of Delaware, Newark , Director, Event Operations - Athletics and Recreation Services, Executive , Newark, New Jersey

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