Athletic Complex & Fitness Center Events Coordinator

Saginaw Valley State University • Lexington, MA

5d • Onsite

About The Position

The Athletics Complex Events Coordinator is responsible for coordinating and overseeing the Athletic Complex’s internal and external event scheduling, excluding intercollegiate athletic events and Campus Recreation operations, and supporting Fitness Center operations. This includes administration, planning, contracting, marketing, financial management, staffing, operations, client relations, and facility management under The Conference Center at SVSU (TCC). This position requires a schedule outside of regular business hours. The ability to regularly work weeknights and weekends is necessary.

Requirements

• Bachelor's degree
• Valid driver's license
• Entry-level to two years related work experience, preferably in athletic or recreation administration and/or event management.
• Demonstrated ability with computer-based applications
• Ability to work independently, organize and prioritize work and schedule.
• Ability to positively interact with all members of the campus community and effectively communicate with clients and colleagues, both verbally and in writing, with strong interpersonal skills.
• Ability to plan, coordinate, analyze, execute, and document event and facility logistics.
• Ability to work many early mornings, evenings and weekends.
• Ability to perform the essential duties of the position with or without accommodation.

Responsibilities

• Establish and maintain strong relations with internal and external partners.
• Administrative support for scheduling external and internal space requests and events within the Athletic Complex in accordance with the University Facility Use Policy.
• Negotiate and process contracts while finalizing all details related to internal and external events.
• Oversee event operations and manage financial and administrative responsibilities in accordance with university guidelines.
• Coordinate and plan for all external, internal and internally sponsored events in the Athletic Complex and Fitness Center.
• Conduct event planning meetings, walk-throughs and electronic communications with clients to ensure event clarity and success.
• Provide recommendations on facility capabilities, event logistics, and policies to clients.
• Coordinate deposits, invoices, and payment collection and process internal billing.
• Effectively communicate and coordinate with custodial, grounds, maintenance, catering and concessions, University Police staff and leadership for event support in a timely manner.
• Serve as event supervisor during external and internally hosted events as necessary, including weeknights and weekends.
• Utilize 25Live as the University’s schedule software.
• Support the University’s operations policy through training users and effective usage.
• Maintain accurate resource and facility database.
• Utilize scheduling software to ensure staffing coverage of Fitness Center and events.
• Assist in the management of the facility and staff, specifically the Fitness Center and other multi-use facilities within the Athletic Complex.
• Must be proficient in the Fitness Center membership sales database and related reports, providing guidance and troubleshooting to student staff.
• Assist in recruiting, hiring, training & managing TCC student staff, especially the training, leading, managing and scheduling of student event staff.
• Partner with event services vendors and local officials (such as fire marshals) to support additional event needs when required.
• Work closely with the Athletic Department, Campus Recreation, Facilities and Events to support usage of the facility, both practices and competitions, as well as athletic-sponsored and Campus Recreation events.
• Collaborate for setup, breakdowns, diagrams, and resource usage.
• Support the scheduling of special projects and facility and equipment maintenance, including communication of maintenance closures.
• Support academic usage of the facility through administrative support and advocation.
• Responsible for learning and effectively using established Conference Center programs for scheduling events, staffing, controlling building access, creating diagrams, submitting food/catering orders, and Campus Facilities set-ups and work orders.
• Perform other duties as assigned.

Benefits

• Excellent retirement package and employee benefits.
• Professional development to support and grow employees.
• Prioritizing the health and well-being of our employees through programs and gym memberships.
• Rewarding and recognizing employees' achievements.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level