Assistant Director Ritchie Events

University of Denver•Denver, CO

3d•$60,000 - $65,000•Onsite

About The Position

The University of Denver has a proud athletic tradition that compliments the school’s academic endeavors. In its history, DU has won 35 national championships and enables student-athletes to compete on 18 Division 1 teams. The Pioneers pursue championships, excel academically, and represent both the University and their respective conferences to the best of their abilities. Position Summary The Assistant Director of Ritchie Center Events serves as part of a team responsible for the successful operation of Ritchie Center Events and the Daniel L. Ritchie Center for Sports & Wellness. Responsibilities include: sales; preparing legal agreements and verifying insurance requirements; executing, monitoring, directing, delegating, controlling and managing NCAA Division I, University, and Commercial event coordination (to include all technical aspects of event set-up within the facility or on the playing fields); providing a quality customer experience; billing and settlement; and to maximize fiscal opportunities for the Division of Athletics and Recreation. This position is also responsible for: security, crowd control, communications, parking, visiting teams, official functions, and summer camps. The direct operational report for this position will be to the Director of Ritchie Center Events.

Requirements

Strong Leadership Qualities
Excellent Communication Skills
Highly Organized and Meticulous Attention to Details
Good Interpersonal Skills
Proactive
Flexibility
Teamwork
Bachelors degree
3 years experience

Nice To Haves

Master’s Degree in Event Management, Sports Management, or Business
5 years experience

Responsibilities

Event Planning & Execution
Hire, train, coordinate, and schedule personnel for game/event operations to include ushers and ticket takers; arrange for volunteers and hire temporary personnel as needed; determine need for maintenance, grounds keeping, technical services, special services, public safety, parking personnel and other services necessary for game/event operations; contact departmental representatives and ensure necessary services are requested and provided within the required lead times.
Schedule and monitor use of Ritchie Center facilities for athletic, community and auxiliary events, ensuring compliance with NCAA, State, Federal and Ritchie Center policies and procedures; minimization of damage to Ritchie Center facilities and proper cleaning and preparation of facilities for subsequent Ritchie Center events; schedule athletic team practice sessions and locker rooms; and related communication to all parties impacted by events.
Ensure Ritchie Center facilities are properly prepared according to specifications of the sport/event, and ensure other considerations are met to include crowd control requirements and space, equipment and facility needs of the electronic media; monitor game/event operations and resolve problems that occur; evaluate services provided to the Division of Athletics and Recreation by other departments; review billings submitted by other departments for accuracy of charges and approve and process payment.
Direct oversight of all assigned events including but not limited to; Commercial events, University events, Varsity Sports events.
Direct oversight of parking operations for all events including the coordination with University Parking Services, Denver Police Department, City of Denver, and Argus Event Staffing Services.
Sales Assists the Director of Ritchie Center Events with the prospecting, securing, and contracting $2MM+ of sales annually for Ritchie Center Events.
Ensures that all legal agreement templates are populated correctly and that all requirements of the legal agreements are met by the client prior to the event being conducted at the facility.
Ensures that each opportunity is tracked in the EBMS system and that all fields are completed and maintained accurately.
Provides feedback and reports on the status of sales opportunities on a monthly basis utilizing the reporting templates to the Director of Ritchie Center Events to ensure that budget will be met.
Budget Manage event/sport budget assignments in a fiscally responsible manner working to maximize the profit margin in each responsibility center.
Update assigned reports upon the completion of each event.
Collect all vendor invoices in a timely manner (within 5 business days) and verify invoices to ensure that clients can be billed accurately.
Communicate any budgetary concerns to the Director of Ritchie Center Events in a proactive manner.
Bill/invoice all events to University and Commercial accounts/clients and ensure settlement and track within the EBMS system
Communication Responsible for the delivery of all event communication needs to customers, University, and Ritchie Center personnel.
Responsible for ensuring that all contracted services under supervision receive the necessary information in a timely manner to be able to perform their roles within the organization.
Coordinate the weekly production meeting to ensure that all event needs and logistics are vetted and agreed upon.
Follow up with written communication to all parties on what has been agreed upon from this meeting.
Submit work orders to facilities management, Denver Fire, Denver Police, Argus, Custodial, and other event vendors to outline work needs for each event.
Addresses issues, concerns and opportunities within the organization with the Director of Ritchie Center Events in a timely manner.
Conducts post event meetings to document and update files on all events to ensure that all current information is recorded for event for future use.
Quality Serves as facility representative for assigned Ritchie center events, develops detailed plans and diagrams for each event and distributes to facility personnel for implementation of all contractual obligations and conditions prior to event.
Responsible for creating and managing for a consistent quality experience for all customers of Ritchie Center Events by monitoring cleanliness, facility and equipment status and availability of amenities.
Executes operational procedures, conducts surveys, investigates complaints and follows up on all accidents and incident reports in timely manner, and makes recommendations for improvement of service in monthly reports to Director.
Notify Facilities Management of maintenance needs and authorize maintenance work to be performed; ensure all emergency maintenance is completed for Ritchie