Event Operations Manager

Arizona State University•Tempe, AZ

3d•Onsite

About The Position

This position manages the non-athletic daily rental operations for ASU 365 Community Union, located in Mountain America Stadium. This role involves planning, organizing, executing, and staffing events according to contract agreements for a diverse clientele including ASU departments, student groups, and private community/professional organizations. The position requires a flexible work schedule to coordinate, supervise, and work events, and reports to the Director of 365 Community Union. It is a full-time position that may require working nights and/or weekends as needed.

Requirements

Bachelor's degree and five (5) years of experience appropriate to the area of assignment/field including two (2) years managerial experience; OR, Any equivalent combination of experience and/or training from which comparable knowledge, skills and abilities have been achieved.
Must possess a valid US driver license upon employment.
Ability to drive on university business.

Nice To Haves

Understanding of project management principles, methods, and techniques.
Previous experience with event security and logistics as well as developing complex site plans for events.
Knowledge of audio and visual coordination and planning.
Ability to communicate effectively across various audiences in different mediums.
Skill in establishing and maintaining effective working relationships.
Ability to manage multiple projects and thrive in a fast-paced environment.
Acute attention to detail and verification of facts.

Responsibilities

Coordinate event logistics, including estimating, ordering, arranging, and setting up/striking items such as food safety, medical and security coverage, permitting, parking direction, barricades, blue-staking, turnstiles, fencing, signage, light towers, tenting, chairs, tables, and other event needs.
Lead and develop two full-time Event Coordinators, including recruitment, training, and ongoing performance management, while supporting their part-time teams.
Step in as needed to manage workloads, participate in planning meetings and site walkthroughs, and ensure seamless event-day operations.
Schedule facility and services for use by department, campus entities, and outside organizations; prepare estimates that enhance and clarify contract terms.
Manage the event approval process in collaboration with Sun Devil Athletics and the Calendar Coordinator for internal and external clients.
Coordinate with departments, users, and/or renters to determine event needs and explain requirements; determine available resources (equipment, labor) and compare with event needs, coordinating additional resources like vendor services and equipment rental.
Serve as facility representative during events, responding to users and patrons, resolving emergency situations and patron problems (e.g., medical emergencies, security incidents), and ensuring all aspects of events are implemented and controlled according to plans.
Observe the activities of users, event service personnel, vendors, and staff.
Determine and coordinate physical maintenance of the facility as required for 365CU events.
Provide assistance and information to faculty, staff, and outside organizations regarding facility use, capabilities, rules, and policies.
Maintain contact with ASU departments, patrons, and/or clients.
Perform functions related to specific facilities and events, such as tracking event attendance and completing/sending event reports.
Establish and continually manage project expectations with the team, assign tasks, and identify issues for resolution to ensure optimal team effectiveness.
Contribute to the Continuing Operations Plan and Sustainability Plan for the facility.
Submit all receipts in a timely manner for monthly purchasing card reconciliation.
Develop a personal code of conduct to help ensure a welcoming, equitable work environment that supports the department mission, core values, and the ASU Charter; hold staff accountable to their own codes and support their development.
Assist with event-related errands as needed, utilizing department vehicles (van, truck, electric golf cart).
Coordinate special projects as assigned.
Organize work of self and others and handle multiple tasks simultaneously.
Proofread documents and verify facts.
Respond quickly in an emergency situation.
Manage changing priorities in the moment, which may include resolution of conflicts.
Develop and facilitate event logistics, scheduling, and communication with participants.