Coordinator, Special Events and Community Engagement

82567BR

Campus: Tempe

CDR SDA Admin

Job Description

Under general direction, plans, organizes, schedules, implements, and coordinates all fundraising and non-competition based events for Sun Devil Athletics (SDA) and Sun Devil Club (SDC). Collaborates with appropriate staff from Athletic Operations and Facilities regarding security, technical arrangements, and other applicable services where and when necessary. Responsible for  the mascot program and management of community speaker requests. Reports to the Senior Associate Athletics Director for Marketing & Digital Media. Adheres to NCAA and Pac-12 rules and regulations, as well as the policies and procedures of the department, the University, and the Arizona Board of Regents.

Job Family

Athletics Administration

Department Name

SDA 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

22-August-2022-EXTENDED

Essential Duties

• Plans, organizes, schedules, markets, implements, and coordinates SDA events and SDC events to include but may not be limited to: banquets, golf outings, luncheons, receptions, stewardship activities, SDA staff meetings and outings, etc. Ensures coordination of scheduling of events with all appropriate parties.
• Serves as liaison to the Alumni Association, ASU Foundation, Tempe Chamber of Commerce, and other associated groups in order to plan and coordinate events in which SDA will partner or participate.
• Represents the University, SDA, and SDC in a public relations capacity on matters relating to events and at meetings.
• Ensures compliance with internal policies and maintains internal processes and standards.
• Maintains calendar of special events.
• Maintains assigned budgets, ensuring approval of all final billings for payments. Prepares administrative and financial reports. Maintains such files, as well as files for all relative information.
• Supervises and coordinates staff for all events, including both part-time and volunteer staff.
• Coordinates all guest lists, seating, invitation lists and their distribution.
• Coordinates the creation of digital artwork for invitations and digital designs of programs for each event, utilizing digital media and other technological digital aspects.
• Oversees and monitors the set-up and tear down of events.
• Coordinates online registration and event management software.
• Manages the mascot program including tryouts, training, scheduling, uniforms, suit logistics and ordering. Serves as the liaison to other departments with mascots.
• Works internally to vet speaking appearances and secure speaking opportunities for coaches and administration.
• Ensures the adherence to rules and regulations of the NCAA and Pac-12 as well as the policies of the department, the University, and the Arizona Board of Regents.
• Performs other duties as assigned by Manager for Marketing & Special Events.

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

• Experience in an athletic event planning and promotions at the collegiate or professional level.
• Experience organizing required coordination of more than one event simultaneously.
• Demonstrated knowledge of digital media and digital technological aspects.
• Experience in budgeting maintenance and oversight.
• Previous supervisory experience.
• Experience in using Microsoft Office and Adobe Photoshop software.
• Experience in establishing and maintaining professional public relations.
• Experience in working in stressful situations.
• Experience in establishing and maintaining effective working relationships with members of all constituencies of the university.
• Experience in making decisions while working in a changing environment and anticipating future needs.
• Evidence of effective verbal and written communication skills.

Working Environment

• Activities are performed in an environmentally controlled office setting and outdoors in extreme weather conditions subject to extended periods of sitting, keyboarding and manipulating a computer mouse
• Required to stand for varying lengths of time and walk moderate distances to perform work
• May be required to perform bending, reaching, lifting, pushing or pulling up to 25 pounds at times
• Regular activities require ability to quickly change priorities, which may include and/or are subject to resolution of conflicts
• Opportunity to work from home up to two days per week
• Ability to clearly communicate to perform essential functions
• Out of state and local traveling required for meetings and events
• Work schedule will include evenings, weekends, and holidays
• Regular use of standard office equipment including, but not limited to:  computer workstation/laptop (keyboard, monitor, mouse), printer, fax, calculator, copier, telephone and associated computer/technology peripherals
• Reports to Senior Associate AD for Marketing & Digital Media
• Supervises graduate assistants and/or interns during special events

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. This conference is known for having won more NCAA national championships in team sports than any other conference in history.

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, competing with integrity, 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, the Pac-12 Conference, and the nation.

SDA is committed to recruit, retain and develop a gender equitable, inclusive and diversified 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 Police Department 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.

Instructions to Apply

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

To be considered, your application must include the following:

Please include all employment information in month/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.