University of Delaware

Equal Employment Opportunity Statement

The University of Delaware is an Equal Opportunity Employer which encourages applications from Minority Group Members, Women, Individuals with Disabilities and Veterans. The University's Notice of Non-Discrimination can be found at http://www.udel.edu/aboutus/legalnotices.html


Job No: 498908
Work Type: Staff
Location: Newark
Categories: Athletics, Full Time


Pay Grade: 31E

Context of the Job:

Under the general direction of the Senior Associate Athletic Director Facilities, Operations, and Capital Projects, 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. This position will manage twenty-one varsity sports as it pertains to practices and varsity competitions requiring the management and maintenance of all event's operational budgets, event manuals and game day set ups and breakdowns of the facilities needed for the competition. This position manages football game day operations for the department. The incumbent oversees all part-time and student staff associated with the varsity competitions, including 100 part-time and student event staff workers and manages all visiting team and officials' communication, information, and game day logistics. The Associate Athletic Director acts as the post-season championship's director and liaison to the CAA and the NCAA for all competitions. The incumbent also serves on the Athletics and Recreation Services Safety Committee and the Athletics and Recreation Services Emergency Planning, Training and Management Committee as it pertains to all varsity competitions. The incumbent will have direct oversight of two Assistant Athletic Director positions and two post-grad intern positions, with indirect oversight of two Events Manager positions. The incumbent will collaborate with others in the department for projects/events and be assigned other duties as needed.

Major Responsibilities:

Events Management

• Manage event operations for 21 athletic teams, athletic competitions, external and internal events.
• Manage all aspects events from planning and logistics, to event implementation of staffing plans, collaboration with various units within the department, the University and external vendors.
• Oversight of the varsity game contracts.
• Liaison for all visiting teams and officials in advance of their visit to the University of Delaware.
• Manage the operational budgets as assigned, track all work orders and equipment purchases pertaining to the budget.
• Review all invoices, transfers and payments are completed on time and recorded into the correct assigned budget code.
• Review the operational budgets monthly with the Senior Leadership Team and the Business office.
• Collaborate with Public Safety, University Facilities & Maintenance to ensure staff coverage for all home contests.
• Manage the ordering and distribution of credentials for all athletic events, coordinate all single game day credential needs, work with University Printing to order required game day credentials.
• Liaison to Dining Services for all game day concessions.
• Assist with football game day stadium operations with set ups, breakdowns, and event management as it pertains to safety and security of the fans, staff, and teams.
• Liaison to the visiting football team, officials, and chain crew on game day to include scheduling and oversight of practices, sideline needs, parking, locker rooms and emergency situations.
• Coordinate football instant replay as required by the conference office. This includes equipment management, staffing, collaboration with University Media Services on special needs and game day oversight.
• Coordinate the football game day goods and services from various third-party vendors that assist with game day experience and operations.
• Collaborate with all varsity coaches, strength and conditioning staff, Club and Intramural sports and other departments.

Event Manager

• Event Manager for Varsity 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 to plan 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.
• 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.

Administration

• Manage the training and development of four direct reports and two indirect reports.
• Supervise 100 part-time and student event staff workers during events and facility projects.
• Oversees the operations of the Guest Services and Staffing Development and Training Programs.
• Collaborate with the Associate AD, Facilities and Operations on Emergency Action Plans for all facilities/events.
• Create and maintain all athletic event operations manuals and policies.
• Responsible for the distribution and collection of the Driver's License certifications as required by University policy.
• Represents the Senior Associate Athletic Director at internal and external meetings.

Championships

• Liaison to CAA and NCAA on all post-season hosting opportunities.
• Serve as the Host Tournament Director for all championships hosted at the University of Delaware.
• Collaborate with external/internal departments and vendors to submit all bid materials for hosting of postseason play.
• Coordination of work orders, logistics, meetings, event sheets, and post-event notes for each post-season event we host.
• Management and reconciliation of post-season budget in conjunction with the Business Office.

Qualifications:

• Bachelor's degree and five years of direct athletics administrative experience, or equivalent combination of education and experience.
• Experience in a collegiate institution, preferably Division I.
• Experience managing athletic events, non-athletic events (concerts, graduations, etc.) and projects, preferably in Division I Athletics.
• Advanced knowledge of NCAA rules and regulations, 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 in a diverse community.
• Demonstrates an understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures, and backgrounds.
• Committed to fostering a workplace culture of belonging, where diversity is celebrated, and equity is a core value.

Special Requirements:

• Ability to lift heavy objects and move equipment with or without assistance at all facilities.
• Availability to work nights, weekends, and holidays.

Notice of Non-Discrimination, Equal Opportunity and Affirmative Action
The University of Delaware does not discriminate against any person on the basis of race, color, national origin, sex, gender identity or expression, sexual orientation, genetic information, marital status, disability, religion, age, veteran status or any other characteristic protected by applicable law in its employment, educational programs and activities, admissions policies, and scholarship and loan programs as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and University policies. The University of Delaware also prohibits unlawful harassment including sexual harassment and sexual violence.

Applications close:

Apply Here

PI178546874