Coordinator, Administrative Program

Announcement

Details

Open Date

02/19/2025

Requisition Number

PRN41178B

Job Title

Coordinator, Administrative Program

Working Title

View Full Description

Announcement

Details

Open Date

02/19/2025

Requisition Number

PRN41178B

Job Title

Coordinator, Administrative Program

Working Title

Assistant Director - Event & Facility Management

Job Grade

D

FLSA Code

Administrative

Patient Sensitive Job Code?

No

Standard Hours per Week

40

Full Time or Part Time?

Full Time

Shift

Day

Work Schedule Summary

M-F 9:00AM-5:00PM, Nights and Weekends as required

VP Area

President

Department

00327 - Athletics Department

Location

Campus

City

Salt Lake City, UT

Type of Recruitment

External Posting

Pay Rate Range

DOE

Close Date

05/19/2025

Priority Review Date (Note - Posting may close at any time)

Job Summary

The University of Utah Athletics Department is seeking a Program Manager to oversee Utah Athletics Event and Facility operations. This position has split responsibilities between Event Management and Facility Management.

Responsibilities

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Event Management Responsibilities

Plan, organize, and coordinate the activities associated with game management operations in athletic facilities. Work irregular schedules, as required, to ensure proper supervision of all events and activities scheduled in the athletics facilities.

Serve as Event Manager for all for sports, as assigned.

Create an event plan with home and visiting teams, equipment managers, trainers, athletic communications, marketing, Crimson Club Athletics Fund, ticketing, facilities and variety of other departments.

Coordinate with University Police, University Parking & Transportation, University Enterprise Risk Management, University Community Relations, City Fire &

EMS

, City Police on event needs

Negotiate terms of contracts for tents, scaffolding and other rental equipment needed to support the events.

Create event staffing plans for guest services, security, police, etc. as necessitated by Big 12 Conference policies, state and local requirements, and recommendations by Campus Emergency Management. These plans should include evacuation plans in event of emergency or weather, proper emergency response to injury, and crowd management polices (court/field rush, intrusion, etc.).

Be comfortable making immediate decisions and coordinating communications with department staff and spectators in an emergency, including evacuation, ejections, clearing of fire aisles, maintaining proper capacities, while directing event staff and working with public safety and fire life safety officials if they are on site.

Know

NCAA

and Big 12 Conference rules and regulations as it is stipulated by the

NCAA

and conference manuals and handbooks. Act as the

NCAA

and conference liaison for regular season and post-season competition.

Coordinate with and advise University Police and Parking & Transportation to develop traffic and parking plans for athletic events.

Track, summarize and analyze event expenses for internal and external events in preparation of financial settlement.

Ensure all events are conducted in accordance with university, local, state and federal regulations.

Facility Management Responsibilities

Ensure that a regular facility maintenance plan is created and followed to ensure that facility maintenance occurs on a regular schedule as required by manufacturer, state, and federal regulations

Coordinate with Campus Facility staff in managing all aspects of repairs and maintenance (

HVAC

, Plumbing, Electrical, etc.)

Interact with department and university personnel regarding administrative procedures, facility policies, and operational procedures of the athletic facilities

Oversee custodial operations for assigned facilities ensuring that all spaces are kept clean and sanitary. Proactively resolve any custodial issues through coordination with the custodial management team.

Ensure a working understanding of building operations including occupant schedules so that necessary work can be completed with minimal impact to building occupants.

Coordinate appropriate facility rentals in coordination with all

NCAA

Compliance rules and regulations.

Develop an understanding of University of Utah project workflows including proper budgeting, purchasing, and payment operations.

Maintain a fiscally responsible facility budget that including utilities, staffing and labor costs, repairs, and upgrades.

Maintain facility security through management of building access systems (card access, keys, video surveillance).

Ensure that facilities are kept in a state of donor and recruit readiness.

Oversee all assigned events and facilities including scheduling and assignment of work to staff members, subcontractors, and vendors. Ensure that all assigned work is completed to a satisfactory level. Manage and train part-time staff and interns and conduct performance evaluations of staff.

Other duties and projects as assigned by supervisor.

Physical Requirements:

Able to lift at least 50 lbs.

DISCLAIMER

This job description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.

Work Environment and Level of Frequency typically required

Nearly Continuously: Office environment.

Physical Requirements and Level of Frequency that may be required

Nearly Continuously: Sitting, hearing, listening, talking.

Often: Repetitive hand motion (such as typing), walking.

Seldom: Bending, reaching overhead.

Minimum Qualifications

Bachelor’s degree (or equivalency) in a related field plus one year directly related experience or equivalency. Demonstrated ability to work independently, analyze and make decisions related to program content. Strong coordination and organizational skills required to prioritize conflicting deadlines. Demonstrated human relations and effective communication skills are also required.

EQUIVALENCY

STATEMENT

: 1 year of higher education can be substituted for 1 year of directly related work experience. (Example: bachelor’s degree = 4 years of directly related work experience.)

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Preferences

Experience in a Division I athletic program

Experience with the Adobe Suite (Illustrator, InDesign) as it relates to maps, signage, and handbooks.

Experience with Microsoft Excel as it relates to budgeting, expense tracking and accounting usage.

Experience in leading staff and/or vendors in an event setting.

Experience with

NCAA

Championship facilitation and execution

Type

Benefited Staff

Special Instructions Summary

Additional Information

The University is a participating employer with Utah Retirement Systems (“URS”). Eligible new hires with prior

URS

service, may elect to enroll in

URS

if they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources at (801) 581-7447 for information. Individuals who previously retired and are receiving monthly retirement benefits from

URS

are subject to URS’ post-retirement rules and restrictions. Please contact Utah Retirement Systems at (801) 366-7770 or (800) 695-4877 or University Human Resource Management at (801) 581-7447 if you have questions regarding the post-retirement rules.

This position may require the successful completion of a criminal background check and/or drug screen.

The University of Utah values candidates who have experience working in settings with students and patients from all backgrounds and possess a strong commitment to improving access to higher education and quality healthcare for historically underrepresented students and patients.

All qualified individuals are strongly encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.

The University of Utah is an Affirmative Action/Equal Opportunity employer and does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran’s status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34

CFR

part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both.

To request a reasonable accommodation for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Affirmative Action (

OEO

/AA). More information, including the Director/Title IX Coordinator’s office address, electronic mail address, and telephone number can be located at: https://www.utah.edu/nondiscrimination/

Online reports may be submitted at oeo.utah.edu

https://safety.utah.edu/safetyreport This report includes statistics about criminal offenses, hate crimes, arrests and referrals for disciplinary action, and Violence Against Women Act offenses. They also provide information about safety and security-related services offered by the University of Utah. A paper copy can be obtained by request at the Department of Public Safety located at 1658 East 500 South.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

1. * Do you have a bachelor's degree or equivalency (1 year of higher education can be substituted for 1 year of directly related work experience)?

   • Yes
   • No

2. * Indicate the number of years experience you have in coordinating program activities, developing and implementing program goals, creating financial reports, and/or editing promotional or educational materials:

   • No experience
   • Less than 1 year
   • 1 year or more, but less than 2 years
   • 2 year or more, but less than 4 years
   • 4 years or more

3. * Please disclose any prior discipline or other consequences or sanctions imposed against you in connection with sexual harassment, other sexual misconduct, discrimination or retaliation.

(Open Ended Question)

Applicant Documents

Required Documents 1. Resume

Optional Documents 1. Cover Letter 2. Historical Only – Do Not Use – See Document Description for More Information – Addendum to the University of Utah – Veteran Only 3. Historical Only – Do Not Use – See Description for More Information – Appropriate discharge document (such as DD-2214) – Veteran Only

Apply Now

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