Assistant Director, Ticket Operations and Allocations

EXPIRED

Job Posting Title:

Assistant Director, Ticket Operations and Allocations

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Hiring Department:

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Job Posting Title:

Assistant Director, Ticket Operations and Allocations

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Hiring Department:

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Intercollegiate Athletics

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt

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Earliest Start Date:

Sep 27, 2024

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Position Duration:

Expected to Continue

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Location:

AUSTIN, TX

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Job Details:

General Notes
This position may be required to work non-traditional hours, including early mornings, evenings, weekends and holidays. Interstate and intrastate travel required to include overnight stays. This job is not suitable for remote work and is expected to work regular, on-site hours.

Purpose

To assist in the execution and fulfillment of assigned responsibilities as a member of the Ticket Sales and Operations team and strategies.

Responsibilities

• As required by athletic activities for assigned sports, and other events requiring ticketing services, participate in the development and implementation of plans for: Managing ticket inventory creation and administration, Managing ticket sales and sales audit operations. Collaboratively prepare for marketing and sale of events and tickets. Work collaboratively regarding sales and ticket operations related input at sport meetings. Recommend deadlines, seating, ticket marketing and pricing strategies, distribution strategies and creative solutions to ticket related issues. Implement agreed upon and approved strategies through timely and accurate ticket operations setup. Responsible for staying current with training and education on Paciolan ticketing software. Perform the education and training of full and part-time staff for Ballena process, involving customer service related issues and system related upgrades, including but not limited to: tRes, Pac7, Pac Platform, eQuery, and Access Management. Assist with education and training of sales & service staff with phone calls/walk up questions from customers. During high volume call times, assist the sales and service team with inbound and outbound communications. (25%)
• In sports with an automated seat and/or parking selection process (currently Ballena), assist with set up and site testing to ensure a smooth and accurate seat and parking selection process. Assist with the creation, maintenance and accounting of Ballena events and user files. During Ballena seat and parking selection process, responsible for assisting Sales & Service team with back end trouble shooting including seat and parking allocations via Smartsheet and Microsoft Teams chat function. Also responsible for customer seat allocations post selection day for Oklahoma game seat selections. Ensure the accuracy of home/away game/neutral site/post season ticket allocation and distribution for all ticketed sports. Collaborate with Sales & Service, Longhorn Foundation, and sport programs to ensure accuracy of OU/Texas football allocations. Ensure high level of customer service in ticket distribution. Responsible for benefit allocations to Longhorn Foundation donors including special requests, suite and club seat locations, hospitality passes and admissions, and young alumni program. Responsible for allocations, payment processing, and distribution of tickets for UT Athletics department special exceptions requests. Wil work with Asst. AD for Suite Operations for allocations, payment processing and distribution of suite holder SRO single game ticket requests. (40%)
• Responsible for digital ticket implementation including, formats, design, production, printing of digital tickets for all sports. Work with Longhorn Sports Properties to ensure proper sponsorship partner names and logos are implemented.  Responsible for testing all season tickets, single game tickets, club and hospitality for all formats, mobile and BOCA stock formats.  Responsible for distribution of mobile season and single game tickets. (15%)
• Manage the setup, sale and distribution of season parking permits. Assume a lead role in the creation and updating of parking related policies. Regularly review and revise parking related policies as necessary. Bring parking related policy issues to the attention of leadership in a timely manner.  Will work in collaboration with event operations department on Lot/Garage inventory numbers for various sports and needs of internal groups.  Will keep track of manifests and distribution numbers to internal groups. (10%)
• Demonstrate knowledge of ticket related policies and rules. Implement and monitor NCAA player/guest comp admissions procedures; responsible for education, initial interpretation, and daily implementation of monitoring procedures required by NCAA, conference, and department rules. Know, understand and adhere to all Athletics ticket policies and adhere to all applicable university, state and federal regulations. Manage and monitor internal controls and security protocols in accordance with Texas Athletics and University policies. Follow and monitor process for ticket exceptions. Ensure approval from Athletics Director, Executive Senior Associate and/or Assistant Athletics Directors for all exceptions to stated policy. (5%)
• Assist in management of ticket event operations and ticket sales setup and for sports and other miscellaneous events hosted by the University. Provide coordination of pre-event and in-event operations including the coordination and supervision of ticket sellers and the overall operation of sport related game day ticket event operations. Additional duties as assigned. (5%)
• Consistently exemplify the core values and quality service standards of Texas Athletics. Always act ethically. Proactively seek guidance when unsure or unclear of a law, rule or policy applicable to you or your department/sport program. Actively participate in assigned education and training programs. Comply with all laws, policies, rules and regulations set forth by the Board of Regents of The University of Texas System, The University of Texas at Austin, NCAA, Conference, or other governing body, including state and federal laws. Annually obtain prior written approval and report all outside activities and outside income. Report knowledge of, or reasonable cause to believe, violation(s) of state or federal laws, policies, rules, or regulations of the University, Conference, or NCAA to IA ARMCS or IA HR. Fully cooperate with any investigation by providing complete and accurate information when requested to do so by Texas Athletics and/or the NCAA and do not influence others in any way during an investigation. In compliance with Title IX of the Education Amendments of 1972 and Texas Education Code Sec. 51.252, this position may be a Non-Confidential Employee as defined by University policies on Sex Discrimination, Sexual Harassment, Sexual Assault, Interpersonal Violence and Stalking. As a Non-Confidential Employee, individuals employed in this position will report incidents of such prohibited conduct to the University’s Title IX Coordinator or Deputy Title IX Coordinator as required by applicable law or University policy. An employee who does not report an incident or who makes a false report is subject to termination and may be charged with a criminal offense (Class A or Class B misdemeanor). For more information about employee responsibilities under Title IX, including information about confidential employee reporting exceptions, please visit the Title IX website at http://titleix.utexas.edu.

Driving Required

This job requires a class "C" operator's driver's license. The applicant selected must provide a current three-year driving record from the current state of residence. If not currently a Texas resident, a Texas driver's license must be obtained within 30 days of becoming a Texas resident.

Required Qualifications
Bachelor's degree. Two years’ experience in ticket sales, or ticket operations. Two years’ experience in on Paciolan software. Knowledge of NCAA policies regarding complimentary admissions. Excellent interpersonal skills. Intermediate computer skills in automated systems including MS Office software- EXCEL and WORD. Experience with ticket sales software. Highly developed understanding of customer service. Must be flexible working nights, weekends, and holidays. Relevant education and experience may be substituted as appropriate.

Preferred Qualifications
Four or more years of experience in ticket sales or ticket operations working in FBS higher education athletics programs. Advanced skills in Paciolan ticketing software, ticket reporting, CRM systems, Adobe systems and MS Office software. Ability to work in a collaborative team culture, fast paced and high-pressure environment, focused on best in class customer service-oriented processes and solutions, and capable of managing multiple ongoing projects and assignments.

Salary Range
OPEN

Working Conditions
Uniforms and/or personal protection equipment (furnished). May work in all weather conditions. May work in extreme temperatures. May work around standard office conditions. Use of manual dexterity. Climbing of stairs. Lifting and moving.

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

Important   for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded.  Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers:  As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form.  You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States.  Documents need to be presented no later than the third day of employment.  Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English) [PDF]
• E-Verify Poster (Spanish) [PDF]
• Right To Work Poster (English) [PDF]
• Right To Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.

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