Event Operations Coordinator

Event Operations CoordinatorUniversity of New Hampshire Athletics is seeking an Event Operations Coordinator. The selected candidate will become a valued member of the internal operations team and will participate in the scheduling, preparation and execution of University and non-athletic outside user events. For special events, the EOC will review the outside user policy, maximize revenue-generating opportunities, ensure event logistics are fulfilled and client needs are met. Coordinating and assisting with setup and breakdown may be required in order to ensure successful execution of events. All events will be conducted in a safe manner and will create a positive experience for participating guests, students, and the UNH community. The position is responsible for conducting all duties and activities in accordance with department values and the rules of the National Collegiate Athletics Association (NCAA), the America East Conference, Hockey East, the University of New Hampshire, and the state of New Hampshire.Job Duties/Responsibilities[35%] Responsible for the daily operational activities required to run, maintain, and service the facility and event spaces including front and back of house services, event production, custodial services, security and safety, emergency preparedness, and equipment inventory control.Maintains on-going relationships and communication with tenants, UNH Facilities and Grounds & Events, and third party contractors.Facilitate event setups and changeovers and other associated event-based tasksCreate detailed documentation outlining facility set up and requirements.Monitor the event equipment inventory which includes proper storage, coordinating repair/disposal of equipment and coordinating replacements as needed.Conduct physical inspections of all areas of the facility to ensure accurate event setup, safety for patrons, and adheres to fire code and safety laws.May be required to serve as MOD (Manager on Duty) as required for UNH Athletic Events ie. Football, Hockey - as well as third-party event rentals ie. NHIAA, Special Olympics, etc.Assists WCA Maintenance and Ice Coordinator as needed.[30%] Serves as the facility scheduler for all ice rentals and special events, and primary contact for internal and external rental clients for any of UNH Athletic Department's 'Premium Spaces', including but not limited to, the Whittemore Center Skybox, Wildcat Stadium Victory Club, and Field House.Serve as the primary event planning contact for rental clients and the liaison between the client, athletics external relations, key constituents, and other university departments.Meet and conduct walk throughs with clients to determine rental scope and needs.Utilize CAD to build event maps that comply with client needs, building specifications, and municipal regulations.Timely production and distribution of event orders, information sheets, layouts and timelines to all necessary constituents and university departments.Maintain frequent, direct communication with clients throughout the planning process so that timelines are met, and changes are efficiently and effectively managed.Help coordinate settlement procedures, including compiling production and contracted expenses, creating invoices, tracking, and ensuring collection of payments.Compile after-action input from key stakeholders and generate an "event recap", identifying items to sustain and areas of improvement.Adhere to all risk management policies and protocols as outlined by the athletics department and the university.Serve as a liaison with Campus Recreation programming for the Whittemore Center Arena, intramurals, club teams, youth instructional events, etc.Serve as liaison with internal stakeholders including, but not limited to, police and fire departments, caterers, ticket staff, parking attendants, and facility management.Management and oversight of third-party contractors hired to support all events.Assist in procuring new special events, satisfy contractual obligations, and market the events.[20%] Administrative responsibilities as follows:Manage use of resources including funding, personnel, facilities, and time.Attend weekly athletics operations meetings.Assist with administrative functions within the internal operations office.Administer annual and mid-year employee reviews (if applicable).Carry out all responsibilities involved in the management of direct reports.Adhere to all department-wide management controls.Participate in professional development opportunities and mandatory training programs.Serve on university and advisory committees as assigned.Ensure all operations follow UNH, NCAA and conference regulations.[10%] Provide leadership and schedule part time hourly personnel for events.Recruit, hire, train, supervise, and evaluate pool of approximately 100 staff.Track all mandatory and supplemental certifications and training of staff.[5%] Perform other duties as assigned.Requirements:Must be able to work nights, weekends, and holidays.Minimum Qualifications:Bachelor'sRelative experience in scheduling and operation of multi-use facilities, specifically, intercollegiate and/or professional athletic venues preferred.Required Knowledge, Skills, and Abilities:Strong team leadershipAbility to multi-task and maintain a positive attitude at all times and under all conditionsDemonstrated experience with event planning and coordination, vendor/client relationships, service contractors, and guests.Experience in public assembly facility operations and event conversionKnowledge of standard practices relative to occupancy loads, fire codes, ADA standards and OSHA regulations.Demonstrated knowledge of NCAA rules and regulations.Specific operations experience, utilizing and maintaining certifications as required for the following: forklifts, personnel lifts, snow removal equipment, floor scrubbers and extractors, vacuums, and staging systems.Ability to learn and administer software programs such as MS Office, CAD, and EMS or 25Live scheduling data-bases.Maintain a valid state-issued driver's license.Preferred Qualifications:Master'sEvent Management Equipment (including, but not limited to):Radios, golf carts, scoreboards/clocks, replay systems.Weather apps and systems.Level of Decision Making:This position may oversee direct reports and is charged with making both specified and implied decisions in an ever-changing environment. All decisions will be made based on program requirements, will align with both the UNH and athletics department missions, will be in the best interest of the department, and will adhere to all applicable rules and regulations.Scope of Impact | Job Complexity:High: The employee must work with coaches, department staff, third party contractors, university officials, state and local government agencies, and end users in managing a successful special events program. Accurate and timely communication is at the utmost importance.Scope of Influence:Moderate: The employee has direct oversight of the rental spaces within the Athletics facilities, which is a significant revenue-generating function within the athletics department and university community.Physical Requirements:Perform duties in a fast-paced, ever-changing environment that may require medium lifting at time.Exposure to weather elements during outdoor events.Applicant Instructions:Applicants should be prepared to upload the following documents when applying online within the Resume/Cover Letter section of your application:Resume/CVCover LetterContact Information for 3 Professional ReferencesApplications that are missing any of the required items may not move forward for consideration. Additional uploaded documents not requested in the position announcement will not be reviewed.Position Information:Position Classification: PAT (Professional, Administrative and Technical) - Salaried ExemptDepartment Name: UNH Athletics, Internal OperationsLocation: Whittemore Center ArenaThe University of New Hampshire is an R1 Carnegie classification research institution providing comprehensive, high-quality undergraduate and graduate programs of distinction. UNH