The Assistant Director, Events and Scheduling serves as a member of the Sports Facilities management staff with a focus to provide comprehensive event planning, staging, coordination, and management of small to large scale events at a variety of sports facilities. The Assistant Director, Events and Scheduling oversees the Event Planning and Scheduling area of the department and is responsible for the interpretation and application of University policies, budget management and staff scheduling. This position directly supervises the Senior Public Events Manager, the Scheduling Manager, and student personnel. The position facilitates the smooth and safe operation of events and works cooperatively with staff, students, faculty and off-campus vendors.
The Assistant Director, Events and Scheduling coordinates the set-up of equipment for events occurring daily in sports, public assembly and meeting facilities. Attends planning meetings with on-campus and off-campus user groups. Plans, organizes and implements event production needs including staging, seating designs and other requirements for events at various sports facilities. Manages and coordinates highly technical work and ensures safe working conditions in a rapid pace environment. Coordinates all in-house technical production needs with event producers including audio, lighting, video, rigging, power and labor.
Ensures that the technical event design is achievable in a safe and efficient manner. Provides comprehensive production management, and coordinates all artist advance, stage and backstage activity associated with major campus events, lectures and large concerts. Coordinates the work of a variety of contracted service providers, including stagehands, security guards, sound reinforcement companies, stage lighting companies, and caterers.
Works with outside vendors to arrange for the rental, delivery and set-up of needed equipment and materials. Ensures effective and timely communication regarding event details, establishing and adhering to negotiated event contract terms and budgets, and maintaining positive and cooperative working relationships with staff and vendors.
This position manages the department's inventory of production and sports equipment and performs or assigns various inspections, maintenance, inventory and repair tasks as needed. The equipment inventory includes but is not limited to computer equipment, laptops, tablets, iPods, stages, carts, audio and lighting equipment, rigging gear and sports equipment.
Supervises and coordinates the lining of athletic fields through the career Set-Up and Field Lining Coordinator. Acts as host/event supervisor to a variety of events. Acts as liaison to Fire Marshal, UC Police, and private security to ensure the safety of those attending events. Additionally, this position must be knowledgeable of University policies and procedures, NCAA , CCAA, NIRSA and numerous club sport rules and regulations.
-Solid working knowledge of the concepts, principles and best practices of public relations and event planning, production and implementation.
-Proven experience in planning and organizing large public assembly events, including major concert events. Demonstrated experience in planning and organizing collegiate level competition events.
-Solid skills to produce high quality events within budget and time constraints, including events that promote the vision, mission, goals and objectives of the campus. Ability to forecast expenses, and to monitor on-going operational costs. Ability to prepare event budgets and fiscal year operating budgets for public events.
-Solid interpersonal communications skills to build and foster a collaborative and cooperative work environment and build and maintain good working relations at all organizational levels and with outside constituencies.
-Leadership/management skills, including skills to lead, direct, mentor, evaluate and motivate staff. Ability to supervise and coordinate the work of career and part-time student, Limited, per diem and contracted employees. Excellent organizational skills to effectively manage the details of facility and crew scheduling.
-Must maintain current knowledge of applicable rules and standards of the California Collegiate Athletic Association (CCAA), National Collegiate Athletic Association (NCAA), National Intermural Recreation Sports Association (NIRSA) as well as other associations and agencies to which the UC San Diego campus adheres, and, at all times avoid any and all violations of these rules and standards.
-Specific technical knowledge of recreational and sports activities, to include physical set-ups for competitions, familiarity with regulations, facilities requirements, equipment needs, etc., as it relates to event supervision. Ability to apply knowledge in an effective manner.
-Working knowledge of concerts and special event production. Demonstrated knowledge of equipment set-up needs for a wide variety of sports events.
-Knowledge and skill in troubleshooting typical electronic equipment used in sports competitions including shot clocks, scoreboards, PA systems and video equipment. Ability to set-up and operate lighting, rigging, video, audio-visual and PA systems, bleachers, scoreboards, stages, tables, chairs and other event equipment.
-Proficiency in general business computer software (word processing, spreadsheet, e-mail, internet, etc.), as well as sound reinforcement and design software (CAD, Vectorworks, Theatrical Lighting, Audio Modeling, etc.).
-Knowledge of crowd management, crowd safety, security, fire code (as it pertains to event set-ups) and emergency procedures related to events and activities of all sizes. Knowledge of theatrical safety factors, including overhead rigging, employee safety standards, and local, state, and federal OSHA standards.
-Ability to communicate and coordinate with event sponsors, campus Administrative Units, outside vendors, and Campus Fire Marshal, Police and private security regarding major events.
-Must be able to work a variable schedule to accommodate events and contests, including extensive weekend and evening work, and some holiday work.
-Job offer is contingent upon a satisfactory clearance based on background check results.
-Must have ability to operate a motor vehicle and possess a valid CA driver’s license (or be willing to get within 10 days of hire). Must maintain good driving record and participate in DMV pull notice program throughout duration of employment.
-Must have current CPR/AED and First Aid certifications (or be willing to get within 3 months of hire). Certifications must remain current throughout duration of employment.
"A Proud Tradition of Academic and Athletic Excellence." That is the slogan most often associated with the UC San Diego Athletic Department. Since becoming a member of the NCAA less than 25 years ago, the UCSD program has backed up those words with achievement.
UC San Diego Athletics sponsors a broad based program of 23 National Collegiate Athletic Association (NCAA) sports, with approximately... 600 student-athletes. It promotes the pursuit of excellence, strength of character, teamwork, ethical conduct, and diversity, and is inextricably linked to the educational mission of the University. The 23-sport athletics program is subject to NCAA regulations and must demonstrate compliance to Title IX which is recorded in the Equity in Athletics Disclosure Act (EADA) annual report to the Department of Education.
Our Division II program is evolving into one of the premiere NCAA athletics programs in the nation; setting the standard in all aspects of competitive success, academic excellence, ethical conduct, student-athlete experience, campus pride, the development and retention of coaches and staff, and the establishment of lifelong relationships. Athletics enhances campus, alumni, and community pride while fostering collaborations that increase our profile and visibility throughout the region.
Since moving to the NCAA Division II level in 2000, UC San Diego has placed in the top seven programs in the country on ten different occasions and finished second overall twice. UC San Diego has also won five out of the last six California Collegiate Athletic Association (CCAA) Commissioners Cup titles, an award that recognizes the best overall athletics program in the conference. In 2010, UC San Diego was ranked first in Division II and twenty third overall in the National Collegiate Scouting Association (NCSA) Collegiate Power Rankings, which comprehensively measures student-athlete graduation rates, academic strength and athletic prowess. UC San Diego was also the top-ranked Division II institution in 2008.