Special Event Coordinator

Requirements

• BACHELOR'S degree and three (3) years of experience appropriate to the area of assignment/field; OR, Any equivalent combination of experience and/or training from which comparable knowledge, skills and abilities have been achieved.
• Job Profile Summary:
• Directs team scheduling and maintenance, and monitors compliance and athlete eligibility, implements strategic measures to ensure proper program operations while maintaining compliance and efficiency within the department.
• Job Description:
• Position Salary Range:
• $50,000 annually
• Essential Duties:
• Event and Facility Management
• Coordinate and maintain the master schedule for assigned athletic venues. Ensuring schedule accuracy and resolving scheduling conflicts.
• Work with internal and external departments on all scheduling requests. Communicate and coordinate associated logistics.
• Coordinates and runs event management meetings for assigned Sun Devil Athletics special events.
• Ensures compliance with internal policies and maintains internal processes and standards.
• Coordinates with renter's management to confirm terms and send event contract including rental cost estimates and determine requirements of renter in regard to technical, security and/or other event requirements.
• Creation, tracking and oversight of assigned special event budgets.
• Compiles and distributes a cost summary of each special event staged for invoicing within thirty days of event, ensuring settlement of event and approval of all final billing for collection of payments.
• Maintains special event records with all relative information, creates reports (financial, etc.), tracks event issues and resolutions, invoicing and payment collection.
• As directed, attends special events to facilitate operations and respond to emergencies, problems, customer service concerns and ensures all aspects of events are implemented and controlled according to plans.
• Ensures adequate staffing for special events and schedules set-up, technical, stage and other crews accordingly.
• Determines resources available (i.e. equipment, labor) and compares with special event requirements; coordinates obtainment of additional resources needed by event, such as equipment rental.
• Directly interface with non-departmental support services personnel from outside organizations and other university units required for scheduling and staging special events hosted in SDA facilities.
• Recommends to supervisor for approval or denial of facility rental for specific events by reviewing rental applications.
• Provides assistance and information to faculty, staff and outside organizations regarding facility use and capabilities. Maintains contact with patrons or clients via telephone or written correspondence.
• Represents university in public relations/liaison capacity on matters relating to events and at departmental meetings.
• Verify, compile, and track event attendance for department reports.
• Develop appropriate risk management policies/procedures for the facility and staff.
• Assists with facilitation of vendor relationships relative to hosting special events.
• Performs other duties as assigned
• Personnel
• Participate in employee orientation/training for event staff.
• Knowledge of planning, prioritization, organization and implementation of event management.
• Knowledge of budgeting, accounting principles and practices.
• Knowledge of scheduling, event / facility operations and contract development / administration.
• Knowledge of technical requirements for various special events.
• Skill in public relations and handling complaints, problem solving and decision-making.
• Skill in organization in order to coordinate several events simultaneously.
• Skill in effective communication, both verbal and written.
• Demonstrated discretion and professionalism in managing confidential records and communication
• Working Environment:
• Activities are performed in an environmentally contro

Additional Information

Job Profile: Athletics Operations Specialist 3 Job Family: Athletics Operations Time Type: Full time Max Pay - Depends on experience: $50,000.00 USD Annual Apply before 11:59 PM Arizona time the day before the posted End Date.

Your Match

How well this role fits your profile.

Company Intel

What employees say

Worked at asu? Share your experience