Athletic Links Partners/Affiliates

Associate Athletic Director, Event Operations

ID# 004694
Newark, DE 19716
United States
Job Description
The Associate Athletic Director, Events and Operations at the University of Delaware is a valued member within the University and Department of Athletics and Recreation Services, upholding and embracing the department mission of Inspiring Greatness Together. Under the limited direction of the Senior Associate Athletic Director, Capital Projects, Facilities and Event Management this position will be responsible for managing a variety of events that total six hundred annually to include Varsity Competitions, Club Sports, Intramurals, External and Internal Events. This position will supervise three full time staff, Assistant Athletic Director Bob Carpenter Center Operations and Facilities, Assistant Athletic Director Event Operations and Championships and Assistant Athletic Director Event Operations and Facilities. The incumbent will oversee all aspects of event administration/management to include Varsity Competitions, Club Sports, Intramurals, External and Internal Events for the department at the David Nelson Athletic Complex. The incumbent will oversee all budgets, scheduling and maintenance in regards to events and facilities. Manage the guest services program for the department to include training, staffing and best practices at all events and facilities. The incumbent will manage the operations pool of all part time and student workers to include recruitment, hiring, training, assigning, payment, employee reviews and staffing policies and procedure manual. The incumbent will oversee football game operations to include planning, meetings, budget, game day manager and policies and procedure manual. The incumbent will also chair the Division of Intercollegiate Athletics and Recreation Services Safety Committee. The incumbent will collaborate with others in the department for projects/events and be assigned other duties as needed.

Employment Type
Full Time
Application Procedure
• 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 events and projects. • 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. SPECIAL REQUIREMENTS: • Ability to lift heavy objects and move equipment with or without assistance at all facilities. • Availability to work nights, weekends and holidays.
Job Requirements
Event Administration 35%
• Directly supervise three exempt staff members, Assistant Athletic Director of Event Operations and Championships, the Assistant Athletic Director of Event Operations and Facilities and the Assistant Athletics Director of Bob Carpenter Center Operations and Facilities. Indirectly provide leadership and direction to an additional three exempt staff members.
• Oversee all aspects pertaining to event management to include internal/external events and intercollegiate athletic operations pertaining to 20 intercollegiate programs conducted in Athletics Facilities.
• Oversee the supervision of all event staff personnel and all planning and logistics aspects for each event.
• Collaborate with various university departments and external vendors to ensure venue operations meet best practices in industry standards for maintenance, security and risk mitigation while also enhancing the attendee experience.
• Oversee identification and follow-through of facilities related work required to maintain all venues on the David M. Nelson Athletics Complex. Coordinates with Assistant Athletics Director for Bob Carpenter Center Operations and Facilities and the Assistant Athletics Director for Event Operations and Facilities to determine annual facilities planning.
• Manage the operational planning and scheduling of camps and clinics and liaison to the Business Office regarding all operational costs.
• Serve as the departmental Scheduling Coordinator for all Championship and non-championship season competitions. Collaborate with coaches to ensure scheduling logistics and communicate schedule and changes to the department
• Responsible for creation and distribution of varsity competition contracts for contests in which the University of Delaware will serve as the home team.
• Responsible for execution of contracts for contests in which the University of Delaware will serve as the home team, ensuring that all terms of the contract adhere to specifications set for by each head coach.
• Input varsity competition schedules into online portals used by the Colonial Athletic Association to ensure assignments of officials by required deadlines.

Event Manager (15%)
• Event Manager for 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, custodial, grounds, electric, electronics, plumbing, UDPD, CSC, LAZ, UDECU/EMS to plan all 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.
• Manage the set-up for each event to follow the specifications set forth via facility event diagrams and pre-event meeting notes.
• 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.

Staff Development and Training 35%
• Manage all recruitment, hiring, training and assignments for part time staff and student workers for internal and external events and/or competitions.
• Collaborate with other internal and external departments to create and maintain policies and procedures manual for staffing for event operations.
• Manage the guest services program as it pertains to the event management team and the athletic department in conjunction with the Talent Management Team.
• Manage the training and implementation of the guest services program.

Football Operations 15%
• Game day manager for football operations.
• Planning all aspects related to football event operational budget while additionally compiling and overseeing costs/expenses for external client invoicing.
• Responsible for management of the football operational policies and procedures manual
• Manage relationships with all third party vendors that supply staffing and services on game-day.
• Responsible for coordination of all planning meetings inclusive of over 50 essential personnel from within Athletics, the University community and external entities.
• Responsible for properly planning and implementing the changes in industry standards for Safety, Security, social trends and improving experiences.
• Collaborate with University Facilities & Maintenance, Parking and Transportation, Dining Services and Public Safety to outline, address and ensure coverage of the event by an appropriate EMS staff to manage both the crowd and the athletes on the field.
• Act as the liaison to The College of Agriculture and Natural Resources, Health and Exercise Science, the STAR campus and Delle Donne & Associates to ensure their awareness of game-day events that could have implications on parking and operational needs.
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