Special Event Coordinator

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.

View Full Description

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.

Minimum Qualifications:

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:

Sun Devil Athletics seeks a Special Events Coordinator who, under administrative direction, provides administrative support through scheduling, document preparation, and operational coordination for special events. This position will be responsible for coordinating the master schedule for athletic venues. Adheres to NCAA and Conference rules and regulations, as well as the policies and procedures of the Sun Devil Athletics, Arizona State University, and the Arizona Board of Regents.

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.

• Coordinates conferences and/or requested services including reserving conference rooms, determining catering needs, preparing conference materials, coordinating parking and other event needs, tracking various expenditures and revenues, sending confirmed invoices, collecting fees and maintaining necessary event records.

• 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.

Desired Qualifications:

• 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 controlled office setting subject to extended periods of sitting, keyboarding and manipulating a computer mouse.

• Activities are also performed outdoors and may be subject to extreme temperatures or inclement weather.

• Required to stand for varying lengths of time and walk moderate distances to perform work.

• Frequent bending, reaching, lifting, pushing and pulling up to 25 pounds.

• Work schedule includes extended hours as well as evenings, weekends and holidays. Schedule heavily dependent on athletic and event schedule for SDA facilities.

• Regular use of standard office equipment including, but not limited to:  computer workstation/laptop (keyboard, monitor, mouse), printer, calculator, copier, telephone and associated computer/technology peripherals

• Supervises events staff and student workers

• Schedule varies based on events and may include evenings, weekends, and holidays.

Equipment Used:

• Regular use of standard office equipment including, but not limited to:  computer workstation/laptop (keyboard, monitor, mouse), printer, calculator, copier, telephone and associated computer/technology peripherals

Department Statement:

The Sun Devil Athletics (SDA) programs are elite, high profile Division I programs. By definition, Division I programs are the "best of the best" and the ladder by which athletes ascend to the world of professional sports and international competitions, such as the Olympics and World Cup. Moreover, Arizona State University and SDA compete in the Big 12 conference.

The vision of SDA is to be a comprehensive perennial top ten NCAA Division I athletics program that empowers Sun Devils to maximize human potential and make a positive impact on our university, community and the world.

The mission of SDA is to provide opportunities for student-athletes to achieve at the highest levels of both academic and athletic excellence, thereby providing them with opportunities for personal growth, offering a unifying force to the campus community, and creating a source of pride among and support from the external constituencies of the university. SDA promotes identity and expression to build a strong Sun Devil Community reflective of ASU’s charter.

Driving Requirement:

This position may require driving. Employee must possess a valid US Driver’s license of the appropriate class and required endorsements throughout employment.

Location:

Campus: Tempe

Funding:

No Federal Funding

Instructions to Apply:

Current employees, student workers seeking staff opportunities, and students applying for student worker positions must apply directly through the Workday Jobs Hub.

Please use the link below to log in using single sign-on.

https://www.myworkday.com/asu/d/inst/...

To be considered, your application must include all of the following attachments:

• Cover letter

• Resume or CV

Multiple documents may be uploaded in the attachments section. Alternatively, applicants may combine all required materials into a single PDF for submission. Please ensure uploaded documents are clearly labeled and include your name.

Please ensure your resume includes all employment information in month and year format, for example 6/04 to 8/14, along with job title, job duties, and employer name for each position. Your resume should clearly demonstrate how your experience and background meet the minimum and desired qualifications for this position. Incomplete applications or missing required materials may not be considered.

Important: Do not withdraw your application to make edits. Once an application is withdrawn, it cannot be edited, reactivated, or replaced with a new submission. If you have questions or need assistance, please contact The Office of Human Resources Talent Acquisition before the posting close date.

Graduate Assistant, Intern and part-time positions are counted as half time for experience equivalency, meaning one year equals six months of experience.

Only electronic applications will be accepted for this position. By submitting an application, you confirm that the information provided is accurate and complete.

ASU Statement:

Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions inclusive excellence, and welcomes students from all fifty states and more than one hundred nations across the globe.

ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, or any other basis protected by law.

Notice of Availability of the ASU Annual Security and Fire Safety Report:

In compliance with federal law, ASU prepares an annual report on campus security and fire safety programs and resources. ASU’s Annual Security and Fire Safety Report is available online at https://www.asu.edu/police/PDFs/ASU-Clery-Report.pdf. You may request a hard copy of the report by contacting the ASU Police Department at 480-965-3456.

Relocation Assistance – For information about schools, housing child resources, neighborhoods, hospitals, community events, and taxes, visit https://cfo.asu.edu/az-resources.

Employment Verification Statement:

ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications.

Background Check Statement:

ASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful passing of the background check.

Fingerprint Check Statement:

This position is considered safety/security sensitive and will include a fingerprint check. Employment is contingent upon successful passing of the fingerprint check.

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