Coordinator, SDA Events

100160BR

Campus: Tempe

CDR SDA Admin

Job Description

Sun Devil Athletics seeks an Athletic Events Coordinator who, under administrative direction, schedules and coordinates athletic events and to a lesser degree, public events. Reports to the Manager for Athletic Operations and Facilities.  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.

Job Family

Athletics Administration

Full-Time/Part-Time

Full-Time

Grant Funded Position

This is not a grant funded position and is not contingent on future grant funding.

Salary Range

Depends on experience

Close Date

03-May-2024-EXTENDED

Essential Duties

Event and Facility Management

• Serve as game manager for assigned Sun Devil Athletics sports events and assist with the game management and operations of other athletic events.  
• Coordinate and run event management meetings for assigned Sun Devil Athletic sports events.
• Create, track and oversee assigned event budgets using SDA and ASU specialized software programs. 
• Ensure compliance with internal policies and maintains internal processes and standards.
• Attend events to facilitate operations and respond to emergencies, problems, and ensure all aspects of events are implemented and controlled according to plans.
• Ensure adequate staffing for events and schedules set-up, technical, and other crews accordingly.
• Interface with non-departmental support services personnel required for staging events, athletic and otherwise, hosted in SDA facilities.
• Schedule facilities and services for university and outside organizations' events; maintain weekly and monthly facility activities calendar; updates calendar as required.
• May recommend to supervisor approval or denial of facility rental for specific events by reviewing rental applications.
• Coordinate assigned rentals with renter's management to secure costs and determine requirements of renter in regard to technical, security and/or other requirements.
• Provide assistance and information to faculty, staff and outside organizations regarding facility use and capabilities. 
• Maintain contact with patrons of clients via telephone or written correspondence.
• Represent university in public relations/liaison capacity on matters relating to events and at departmental meetings.
• May coordinate conferences and/or requested services including reserving conference rooms, determining catering needs, preparing conference materials, tracking various expenditures and revenues, collecting fees and maintaining any necessary records.
• Compile material for event program; maintain mailing lists for distribution of event calendar or other pertinent information.
• Compile and provide to Supervisor a cost summary of each event staged with in thirty days of event.
• Verify and compile event attendance and provide to Supervisor within one week of event.
• Develop appropriate risk management policies/procedures for the facility and staff.
• Oversee physical maintenance of facility on a game by game basis interfacing with Facilities Management.
• Coordinate and maintain inventory of equipment necessary for assigned events. 
• Perform other duties as assigned

• Recruit, hire, train, schedule and evaluate staff including event staff, student staff etc.
• Assist in preparing and updating both Supervisor and Guest Service Manuals with other Event Coordinators.
• Coordinate, schedule and facilitate employee orientation/training for event staff. 
• Compile, verify and process bi-weekly/hourly payroll for assigned staff and students.
• Participate in employee orientation/training for event staff. 

Minimum Qualifications

Bachelor's degree in a related field and three (3) years of experience in the program of assignment; OR, Any equivalent combination of education and/or experience from which comparable knowledge, skills and abilities have been achieved.

Desired Qualifications

• Evidence of a Master’s degree in a related field.
• Experience with sports events or entertainment facility.
• Experience recruiting, supervising, training, and evaluating staff, and processing their payroll.
• Experience resolving face-to-face customer conflicts and issues.
• Experience managing emergency or incident response situations.
• Experience with budget management.
• Experience in using Microsoft Office programs.
• Experience in work that required decision-making in a changing environment and anticipating future needs.
• Experience in managing stressful situations.
• Evidence of effective communication skills.
• Demonstrated knowledge of planning, organization and implementation of event management.
• Demonstrated knowledge of supervisory practices and principles.
• Demonstrated knowledge of scheduling and facility operations.
• Experience in public relations and handling complaints.
• Ability to stimulate changes in individual, institutional, and corporate behaviors to create a more sustainable environment.
• Ability to lead by example in communicating, participating and encouraging support of the institution’s sustainability programs.

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 activities require ability to quickly change priorities, which may include and/or are subject to resolution of conflicts.
• Ability to clearly communicate to perform essential functions
• 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.
• General supervision received from the Manager for Athletic Operations and Facilities.

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 Pac-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, inclusion and expression to build a strong Sun Devil Community reflective of ASU’s charter.

SDA affirms ASU’s commitment to equal employment and is fully committed to the principles of student-athlete welfare, institutional control, gender equity and inclusion, ethnic diversity, and sportsmanship. This commitment includes creating an environment where student-athletes contribute to a winning tradition while enhancing the campus and local community and competing in a program having integrity and high ethical standards. SDA is committed to a leadership role within the university, community, and the nation. 

SDA is committed to recruit, retain and develop a gender equitable, inclusive workforce.

ASU offers up to 24 hours of professional development opportunities per year and a competitive benefits package, which includes paid vacation and holidays, health insurance, free mental health resources, employee discounts and more. In particular, ASU offers a generous tuition discount for employees, their spouses, dependents and retirees. Working in SDA also provides unique access to sporting events and athletic-related discounts.

For more information on ASU benefits, please visit http://cfo.asu.edu/hr-benefitsenrollment .

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 intellectual and cultural diversity, 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

Arizona State University is a VEVRAA Federal Contractor and an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, 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 PD 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.

Instructions to Apply

Application deadline is 3:00PM Arizona time on the date indicated.

To be considered, your application must include the following:

Cover letter
Resume/CV
Three professional references (personal references are not accepted)

Please include all employment information in month and year format (e.g., 6/88 to 8/94), job title, job duties and name of employer for each position.

Resume should clearly illustrate how prior knowledge and experience meets the Minimum and Desired qualifications of this position.

ASU does not pay for travel expenses associated with interviews, unless otherwise indicated.

Only electronic applications are accepted for this position.

IMPORTANT NOTE: What is the meaning of “equivalent combination” in the minimum qualifications? It means one year of higher education or 24 credit hours, is equal to one year of experience. For example, a four year Bachelor’s degree is equal to four years of experience.