Events Manager

Pay Grade: 29E

Context of the Job:

The Events Manager at the University of Delaware is a valued member within the University and Department of Athletics, Community and Campus and Recreation, upholding and embracing the department mission of Achieving Excellence Together.

Under the general direction of the Assistant Athletic Director, Event Operations and Guest Services this position will be responsible for managing a variety of events that total 350 annually to include Varsity Competitions, Club Sports, Intramurals, External and Internal Events. The incumbent will oversee the game day operations and be responsible for maintaining athletic facilities on event days as assigned. The incumbent will collaborate with others in the department for projects and/or events and be assigned other duties as needed.

Major Responsibilities:

• Event Manager for athletic competitions, external and internal events.
• Manage all aspects of the event from planning and logistics to event implementation of staffing plans, collaboration with various units within athletics, the University and external clients.
• Coordination of planning meetings with all involved personnel, custodial, grounds, electric, electronics, plumbing, UDPD, CSC, LAZ, UDECU/EMS to plan all logistical aspects of the event, compile and distribute pre-event sheets.
• Track equipment and asset requests during the planning phase to ensure there are enough assets in inventory or the need to rent and/or purchase additional resources for each event.
• Responsible for performing pre-event facility checks in all locations as assigned and reporting maintenance issues to the manager of the facility.
• Review the facility calendar and/or pre-event notes to ensure all facilities are set-up and ready for each event scheduled
• Manage the client’s requests and expectations during their event.

Pay Grade: 29E

Context of the Job:

The Events Manager at the University of Delaware is a valued member within the University and Department of Athletics, Community and Campus and Recreation, upholding and embracing the department mission of Achieving Excellence Together.

Under the general direction of the Assistant Athletic Director, Event Operations and Guest Services this position will be responsible for managing a variety of events that total 350 annually to include Varsity Competitions, Club Sports, Intramurals, External and Internal Events. The incumbent will oversee the game day operations and be responsible for maintaining athletic facilities on event days as assigned. The incumbent will collaborate with others in the department for projects and/or events and be assigned other duties as needed.

Major Responsibilities:

• Event Manager for athletic competitions, external and internal events.
• Manage all aspects of the event from planning and logistics to event implementation of staffing plans, collaboration with various units within athletics, the University and external clients.
• Coordination of planning meetings with all involved personnel, custodial, grounds, electric, electronics, plumbing, UDPD, CSC, LAZ, UDECU/EMS to plan all logistical aspects of the event, compile and distribute pre-event sheets.
• Track equipment and asset requests during the planning phase to ensure there are enough assets in inventory or the need to rent and/or purchase additional resources for each event.
• Responsible for performing pre-event facility checks in all locations as assigned and reporting maintenance issues to the manager of the facility.
• Review the facility calendar and/or pre-event notes to ensure all facilities are set-up and ready for each event scheduled
• Manage the client’s requests and expectations during their event.
• Communicate all changes to the event with department and University staff when needed.
• Manage the breakdown and cleanup of the event and facility
• Responsible for gathering information for all the groups associated with the event to complete the post-event notes.
• Responsible for tracking, inputting, and reporting all expenses by event, with the Business Office in preparation of invoicing the client.
• Serve in a secondary support role for athletic competitions, external and internal events.
• Assist with the maintenance and repairs of equipment and facilities as needed.
• Operate social tables program, google calendar and the University work order system as needed.

Qualifications: - Bachelor’s degree and three years of direct administrative experience, or equivalent combination of education and experience. - Experience in a collegiate institution, preferable - Experience managing events and projects. - Advanced knowledge of NCAA rules and regulations preferable - Careful judgment and discretion with respect to strategic and confidential material, flexibility, efficiency, and the ability to prioritize tasks and meet deadlines for a wide variety of assignments. - Skill in organizing resources and establishing priorities, as well as fiscal management of an assigned budget or event budget. - Skill in personal computer use and software applications, including database, spreadsheet, presentation, and word processing. - Web familiarity and ability to enter and maintain documents, such as policy manuals. - Ability to train and supervise employees, including organization, prioritization, and scheduling of work. - Effective organizational and coordinating skills, including the ability to effectively manage time and schedules and foster a cooperative work environment. - Ability to work autonomously and demonstrate excellent judgment in decision-making. - Strong interpersonal and effective oral and written communication skills with the ability to work effectively with a wide range of constituencies.

Special Requirements:

• Ability to lift heavy objects and move equipment, with or without assistance at all facilities.
• Availability to work nights, weekends, and holidays.
• Work Schedule: M-F 300pm-1130pm, weekends as needed

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