Special Events Coordinator - Athletics

About the Job

Job Summary:
The Special Events Coordinator will be responsible for the sale and facilitation of rental events in Gopher Spaces, and support the coordination and execution of Athletic Department events. This role will oversee the submissions and inquiries for rental events received from Gopher Spaces and GophersSports.com to communicate with client's policies and procedures and create expense estimates. Once events are booked, the Coordinator will collaborate with Facility Operations, Gopher Digital Productions, and Gopher Hospitality along with vendors to create staffing plans, manage inventory to maximize revenue and ensure a high-level client experience. Furthermore, this role will support management of Golden Gopher Fund donor events and greater Athletic Department events at the direction of the Director and Assistant Director of Special Events that includes but is not limited to coordinating vendors, overseeing guest communications, and aligning internal departments on event logistics.  This role overall has the opportunity to increase revenue through sales and donor events.

This role requires working primarily in person as well as evenings and weekends as necessary to perform assigned duties. Hourly compensation is dependent on education and experience.

This is a Full-Time, civil service role.

Assist in the sale and execution of rental events, source opportunities for revenue growth (40%)

• Oversee submissions received from multiple platforms and respond to inquiries providing clients with an expense estimate, policies and procedures, catering menu, etc. in a timely manner
• Create contracts, internal and external, and collect necessary documentation to book event, and complete post event expenses and invoicing post event
• Assist in coordination of rental events ranging, but not limited to pregame receptions and tailgates, University student group events, booster club, and external/internal booked events as assigned
• Increase exposure and presence through research of event tradeshows and expos for opportunities to promote Gopher Spaces, and manage online presence through social media to attract new business and increase revenue

About the Job

Job Summary:
The Special Events Coordinator will be responsible for the sale and facilitation of rental events in Gopher Spaces, and support the coordination and execution of Athletic Department events. This role will oversee the submissions and inquiries for rental events received from Gopher Spaces and GophersSports.com to communicate with client's policies and procedures and create expense estimates. Once events are booked, the Coordinator will collaborate with Facility Operations, Gopher Digital Productions, and Gopher Hospitality along with vendors to create staffing plans, manage inventory to maximize revenue and ensure a high-level client experience. Furthermore, this role will support management of Golden Gopher Fund donor events and greater Athletic Department events at the direction of the Director and Assistant Director of Special Events that includes but is not limited to coordinating vendors, overseeing guest communications, and aligning internal departments on event logistics.  This role overall has the opportunity to increase revenue through sales and donor events.

This role requires working primarily in person as well as evenings and weekends as necessary to perform assigned duties. Hourly compensation is dependent on education and experience.

This is a Full-Time, civil service role.

Assist in the sale and execution of rental events, source opportunities for revenue growth (40%)

• Oversee submissions received from multiple platforms and respond to inquiries providing clients with an expense estimate, policies and procedures, catering menu, etc. in a timely manner
• Create contracts, internal and external, and collect necessary documentation to book event, and complete post event expenses and invoicing post event
• Assist in coordination of rental events ranging, but not limited to pregame receptions and tailgates, University student group events, booster club, and external/internal booked events as assigned
• Increase exposure and presence through research of event tradeshows and expos for opportunities to promote Gopher Spaces, and manage online presence through social media to attract new business and increase revenue

Assist in the execution of Athletic Department events (40%)

• Support Golden Gopher Fund events at the discretion of the Director of Special Events with Enhancement Fund, and Athletic Director events; and Assistant Director with Annual Fund events, that includes but is not limited to:

  • Event communication – invitations, reminders to RSVP, confirmation, and post-event follow-up
  • RSVP tracking – Updating RSVP submissions on shared resources and DMS, oversee name tag creation
  • Coordinate GLP events as assigned such as Shoot Around at the Barn, Facility Tours, etc.

• Support Athletic Department events that include, but is not limited to:

  • Collaboration and execution of M Club Events - 50 Year Pin Luncheon, Reunions, and Hall of Fame Inductee Ceremonies
  • Coordinate and facilitate Intercollegiate Athletic Department events including All Staff Meetings, thank you luncheons, and trainings
  • Coordinate and facilitate Intercollegiate Athletic team events including but not limited to Gopher Softball Banquet, Gopher Women’s Hockey FAMILY Night, etc.

Special Event Operations (20%)

• Oversee management of in-house inventory – both Facility Operations, and Special Events – to ensure accessibility, accurate quantities, and identify need to purchase
• Collaborate with Facility Operations on best practices and opportunities to streamline set-up of layouts, client access and usage at venue, and update policies and procedures as necessary 
• Maintain and update reservation systems - Mazevo, shared confirmed event resources 
• Continually update staff and event resources to best standard
• Assist in scheduling and updating the Event Supervisor, and office work schedules to be accurate and provide working tasks/projects that grow our staffs skillsets 

Qualifications

Required Qualifications:

• Completed Bachelor’s Degree or a combination of related education and work experience to equal at least four years

Preferred Qualifications:

• Four (4) years of event experience
• Experience in a University setting, preferred athletics

Other Key Knowledge, Skills, and Abilities/Competencies

• Experience working in event coordination and sale clients and preparing event agendas and layouts
• Excellent interpersonal, oral and written communication skills.
• Excellent organizational skills
• Demonstrated success in working in a team setting.
• Ability to interact effectively with coaches, administrators, student-athletes, perspective donors, external constituencies, and vendors.Proficient computer skills including word processing, spreadsheets
• Demonstrated experience and commitment to advancing diversity, equity, and inclusion in the workplace with individuals with diverse identities and underrepresented groups.

About the Department

With more than 140 years of tradition, Gopher Athletics is one of the oldest and most decorated athletics departments in the country. Minnesota was a charter member of the Big Ten Conference. The University of Minnesota sponsors 22 varsity intercollegiate athletic teams and is represented by more than 625 student-athletes who compete in the Big Ten and Western Collegiate Hockey Association. Minnesota has claimed 29 national championships in eight different sports and has won 217 regular-season conference titles and 42 conference tournament championships. Minnesota has also produced 213 Academic All-Americans, which ranks as the tenth most all-time among college and universities. Housed in the historic Dinkytown neighborhood on the northern edge of the University campus, Gopher Athletics is succeeding against a backdrop unique in college athletics, nestled at the heart of a bustling, modern metro area. We are proud of our decorated history, but we are prepared to achieve even greater success in the years to come. Ski-U-Mah!

Pay and Benefits

Pay Range: $22.83 - $25.00 per hour; depending on education/qualifications/experience

Time Appointment: 100% Appointment

Position Type :   Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services 
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

How To Apply

Applications must be submitted online.  To be considered for this position, please click the Apply button and follow the instructions.  You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

Diversity

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission.  The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression.  To learn more about diversity at the U:  http://diversity.umn.edu

Employment Requirements

Any offer of employment is contingent upon the successful completion of a background check and social media check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

About the U of M

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America’s Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).

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