Requisition ID: 80325BR
Job Title: Events Coordinator
Salary Range: Depends on experience
Close Date: June 21, 2022

Job Description
Under administrative direction, the Events Coordinator schedules and coordinates athletic events and to a lesser degree, public events. Reports to the Manager for Athletic Operations and Facilities or the Event Coordinator Senior. Adheres to NCAA and PAC-12 rules and regulations, as well as the policies and procedures of the Sun Devil Athletics, Arizona State University, and the Arizona Board of Regents.

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 game management meetings for assigned Sun Devil Athletic sports events.
  • Create, track and oversee assigned event budgets using SDA and ASU specialized software programs. 
  • Ensures 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.
  • May 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 with in 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 sports. 
  • Perform other duties as assigned
• Personnel
  • 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 verbal and written communication skills.
• Demonstrated knowledge of planning, organization and implementation of event management.
• Demonstrated knowledge of supervisory practices and principles.
• 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 verbal and written communication skills.
• Demonstrated knowledge of planning, organization and implementation of event management.
• Demonstrated knowledge of supervisory practices and principles.
• Previous experience scheduling and facility operations.
• Skill 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 (75%).
• Activities are often performed outdoors in all weather conditions and subject to extreme temperatures (25%), which includes:
• Required to stand for varying lengths of time and walk moderate distances to perform work (10%), which includes utilizing stairs.
• Frequent bending, reaching, lifting, pushing and pulling up to 25 pounds (15%).
• 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.
• 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.
• General supervision received from the Manager for Athletic Operations and Facilities or the Event Coordinator Senior.

Department Statement
The mission of Sun Devil Athletics (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 is fully committed to the principles of student-athlete welfare, institutional control, gender and 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 diversified workforce.

ASU offers a tuition discount for the employee, their spouse and dependents and a competitive benefits package including paid vacation and holidays, health insurance and more. For more benefits information, please visit http://cfo.asu.edu/benefits.

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 be considered without regard to race, color, sex, religion, national origin, disability, protected veteran status, or any other basis protected by law.

Relocation Assistance – For information about schools, housing child resources, neighborhoods, hospitals, community events, and taxes, visit https://cfo.asu.edu/relocation-services.

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 day indicated above.

To be considered, your application must include the following:

1. Cover letter
2. Resume/CV
3. Three (3) professional references (personal references are not accepted)

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.

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

Only electronic applications are accepted.

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.

AA/EOE