Assistant Director of Athletic Events & Operations

Position Title & Department:

 Assistant Director of Athletic Events & Operations; Athletics Posting #

5734

Department Description: As part of the University of San Diego, a Roman Catholic University, the Department of Intercollegiate Athletics is committed to advancing academic and athletic excellence and enhancing students' lives while promoting the University of San Diego. University Description:

The University of San Diego, an engaged and contemporary Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity’s urgent challenges.

Detailed Description:

The Assistant Director of Athletics Events & Operations serves as the primary operational and hospitality lead for athletic development events and hospitality experiences.  Reporting to the Senior Associate Athletic Director of Finance and Administration, this role is responsible for developing, planning, coordinating, and executing high-impact athletics development events and hospitality experiences designed to enhance donor stewardship, elevate the USD Athletics brand, and cultivate relationships with donors, alumni, prospects, coaches, and other key constituents. Serving as a liaison to University Advancement embedded within Athletics, this position collaborates closely with internal and external partners to drive sport-specific alumni engagement, external facility rentals, and revenue-generating special events. The Assistant Director designs and manages athletics event communications and marketing and works collaboratively with internal and external partners to ensure successful event execution.  The position also contributes to the Athletic Department’s external event solicitation efforts and sport-specific alumni engagement initiatives, including alumni nights, reunions, and team-related events.

Duties and Responsibilities:

Athletic Event Management & Hospitality Execution

Position Title & Department:

 Assistant Director of Athletic Events & Operations; Athletics Posting #

5734

Department Description: As part of the University of San Diego, a Roman Catholic University, the Department of Intercollegiate Athletics is committed to advancing academic and athletic excellence and enhancing students' lives while promoting the University of San Diego. University Description:

The University of San Diego, an engaged and contemporary Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity’s urgent challenges.

Detailed Description:

The Assistant Director of Athletics Events & Operations serves as the primary operational and hospitality lead for athletic development events and hospitality experiences.  Reporting to the Senior Associate Athletic Director of Finance and Administration, this role is responsible for developing, planning, coordinating, and executing high-impact athletics development events and hospitality experiences designed to enhance donor stewardship, elevate the USD Athletics brand, and cultivate relationships with donors, alumni, prospects, coaches, and other key constituents. Serving as a liaison to University Advancement embedded within Athletics, this position collaborates closely with internal and external partners to drive sport-specific alumni engagement, external facility rentals, and revenue-generating special events. The Assistant Director designs and manages athletics event communications and marketing and works collaboratively with internal and external partners to ensure successful event execution.  The position also contributes to the Athletic Department’s external event solicitation efforts and sport-specific alumni engagement initiatives, including alumni nights, reunions, and team-related events.

Duties and Responsibilities:

Athletic Event Management & Hospitality Execution

• Independently plan, coordinate, and execute all athletic development events, managing end-to-end event logistics including theme concepts, invitation coordination, registration set up, attendance tracking venue selection, run-of-show timelines, staffing, and on-site leadership.
• Collaborate seamlessly with facilities, game operations, marketing, communications, ticketing, security, concessions, catering, and campus partners to ensure successful event execution.
• Design and produce compelling event invitations and digital communication materials using various creative platforms (e.g., Adobe Creative Cloud, Canva, ThankView)..
• Manage external event vendors, caterers, venues arrangements, rentals, décor, transportation, entertainment, and other external service providers.
• Oversee hospitality experiences associated with home athletics competitions, development events, donor receptions, VIP events, special events, and other high-profile athletics activities
• Coordinate the planning and execution of premium and VIP hospitality experiences, including hospitality suites, clubs, lounges, receptions, pre-game and post-game events, and other designated premium areas.
• Work athletic and donor events on weeknights and weekends when needed.
• Recruit, train, and manage event-day staffing, hospitality personnel, volunteers, student workers, and other event support as appropriate.
• Develop comprehensive hospitality plans covering guest lists, invitations, RSVPs, seating assignments, catering, décor, entertainment, staffing, credentials, parking, transportation, signage, and other event logistics
• Establish and track key event success metrics (attendance, engagement pipelines, revenue) and conducts post event assessments for continuous quality improvement.
• Serve as primary liaison to University Advancement and other campus departments for collaborative special events.
• Track event-related invoices, purchase orders, vendor payments, reimbursements, deposits, and revenue associated with development and hospitality activities.
• Monitor, review, and reconcile event budgets, expenditures, and gift accounts to ensure compliance and accuracy.
•  Ensure all event operations, vendor contracts, insurance requirements, and hospitality activities comply with institutional policies, NCAA regulations, and conference standards.

Alumni Engagement                               

• Identity and cultivate opportunities to engage donors, alumni and prospective supporters through external events and community-based activities
• Support sport team operations and special projects as assigned by the Senior Associate Athletic Director.
• Lead planning and execution of sport-specific alumni events, including alumni nights, reunions, and engagement activities for former student-athletes and supporters of individual sports programs.
• Collaborate with coaches, sport administrators, alumni relations, Athletics Development, and other campus partners to develop meaningful alumni engagement experiences connected to home games, competitions, special events, and team milestones.
• Assist with other team-specific engagement initiatives and special events as assigned.

Facility Rentals and Administrative Operations  

• Partner with the athletics facilities unit to solicit, coordinate, and finalize facility contracts for external events and rental clients.
• Formulate strategic recommendations for senior administration regarding external facility rentals to drive revenue growth and enhance  community outreach.
• Maintain master event calendars, operational schedules, production timelines, and critical department timelines.
• Maintain confidentiality and exercise sound judgment when handling sensitive financial, personnel, donor, and departmental information.
• Ensure event, hospitality, purchasing, and financial activities comply with applicable institutional policies, NCAA regulations, conference requirements, and other governing standards.
• Track project deliverables, maintain meeting documentation, and execute operational follow-up tasks.
• Perform other related duties and special projects as assigned.

Special Conditions of Employment:

• Must work at all major fundraising events,
• Must be able and willing to work nights and/or weekends.

Background check:   Successful completion of a pre-employment background check.

Degree Verification Requirement : Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes. 

Job Requirements:

Minimum Qualifications:

• Bachelor’s degree required.  Substitution: A high school diploma plus two additional years of work experience may substitute for degree requirement, at the rate of two years of higher education is equivalent to one year of work experience.   
• Minimum one year of experience in events, athletic development, hospitality, higher education, or a related field required.  Substitution: Master’s degree may substitute for 1 year of work experience.
• A commitment to quality, client and colleague-oriented service; tact and discretion in maintaining confidentiality with campus administrators, trustees, or donors.

Preferred Qualifications:

• Experience within NCAA Division I intercollegiate athletics and/or university advancement preferred.
• Playing experience or participation in intercollegiate athletics preferred.
• Previous experience and working proficiency with event software, ThankView, Adobe Creative Cloud, Canva, Advance/Affinaquest, Workday, and Concur preferred.

Performance Expectations - Knowledge, Skills and Abilities:

• Strong oral and written communication skills; exceptional critical listening and editing abilities.
• Command of standard English grammar, spelling, punctuation, syntax, and proofreading skills.
• Strong teamwork and organizational skills with the ability to manage event staff and student teams effectively.
• Effective strategic thinking, creative problem-solving, meticulous attention to detail, and proactive initiative.
• Excellent organizational, project management, and time management skills; ability to manage multiple projects and events simultaneously.
• Flexibility and versatility to respond calmly to high-pressure situations and rapidly shifting event priorities.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) and Google applications; ability to master new software platforms rapidly.
• Excellent interpersonal skills to interact and work with a broad range of people using tact and diplomacy
• Commitment to high-quality, client-oriented service, cultural competency, and absolute discretion regarding confidential information.
• Ability to work tactfully and diplomatically with all levels of USD constituents, including donors, trustees, alumni, administrators, vendors, and the public.
• Must display initiative and the ability to meet deadlines without supervision
• Maintain confidentiality of information regarding students and employees as required by University policy and the Buckley Amendment
• Maintain confidentiality of information regarding constituents, volunteers, and donors

Posting Salary:

$5,858.67-$6,000 per month; Excellent Benefits

The University of San Diego offers a very competitive benefits package including; medical, dental, vision, a retirement contribution given to you by the University, and access to on-campus Fitness Centers.  Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer.  USD: Human Resources: Benefits

The salary range provided in this posting reflects what we reasonably expect to pay for this position.  Actual compensation offered or earned is dependent on experience, education and other factors including departmental budget.

Special Application Instructions:

Resume and Cover Letter Required

Click the 'Apply Now' button to complete our online application. In addition, please upload a cover letter and resume to your application profile for the hiring managers’ review.  If you have any questions or difficulties please contact the Employment Services Team at jobs@sandiego.edu.

  Additional Details:

Hours: 40 hours per week

Closing date:  Open until filled

Note : External job postings will be up for at least three days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.

The University of San Diego is a smoking and tobacco-free campus. For more information, visit www.sandiego.edu/smokefree.

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